The UOC: Pioneer in digital education and optimization of document management
The Universitat Oberta de Catalunya (UOC) was created in 1995, becoming the first online university in the world, with the mission of making quality university education accessible using technology as the main tool. With more than 87,000 students in 132 countries and a team of more than 600 people who are teaching and research staff, the UOC has evolved into a fully virtual environment, maximizing the advantages of teleworking. The university seeks to provide a flexible, high-level educational experience, where merit is the sole criterion for access. Its mission is to open access to quality education to people from all over the world using technology as a key tool.
The Challenge: Digitizing global signatures in a 100% online environment
As a 100% online university, the UOC needed an electronic signature solution that would allow for asynchronous signing of documents for people located anywhere in the world, using different devices. In addition, the UOC manages more than 6,000 internship agreements annually, which require the signature of three parties: the student, the internship institution and the university. The previous solution involved lengthy, costly and inefficient processes. Therefore, the UOC required:
- A secure and versatile system that met legal and technological security standards.
- An electronic signature method that would allow the participation of multiple parties.
- Integration with internal management systems to ensure the correct preservation of documents.
The Solution: Automation and security with VIDsigner multichannel electronic signature
The UOC chose VIDsigner as its corporate electronic signature solution, taking advantage of the versatility of its different modalities:
- Biometric Signature: Used in mobile devices for fast and secure signatures.
- Remote Signature: Allows the signature from any device with internet access.
- Centralized Signature: Ideal for processes that require high levels of security.
- Stamper: Automated stamp that validates documents quickly and efficiently.
These modalities are combined within the same document, adapting to the different needs of users, whether they have a digital certificate or not. In addition, the implementation included, on the one hand, the integration of VIDsigner with the university's records manager and, on the other hand, the integration with the university's agreement management tool, allowing all documents to be signed quickly and securely, guaranteeing their legal validity and proper document management.
Finally, the use of VIDsigner's API provided seamless integration with the university's records manager, ensuring that all signed documents were kept in a secure and accessible environment.
Why VIDsigner and why Peakway ?
The UOC chose Peakway because of its valuable technological knowledge in terms of processes, signature services and automation, and VIDsigner because of its ability to offer multiple signature modalities and combine them in the same document, allowing flexibility in the signature process for different types of users. In addition, VIDsigner's API facilitated its integration with the university's management applications, being the integration with the records manager one of the decisive factors for its choice.
In addition, thanks to Firmasuite, the integrated management platform for signature processes, we have been able to offer a tool that is easy to access and use to all departments of the organization that require the document signature service on an individual basis. In turn, it offers a unique and global view of the use of signature services by any university information system.
The UOC team's perseverance and methodology have been key to be able to carry out a massive deployment of signature services throughout the organization: a real team effort.
Xavier Sancliment Casadejús, CEO of Peakway
Results: Successful implementation in the educational environment
The implementation of VIDsigner at the UOC was accompanied by Peakway, a Validated ID GOLD technology partner with extensive knowledge in automation and digital signature services. Together they achieved:
- Digitization of Agreement Management: More than 6,000 internship agreements digitally signed by 2023, eliminating the need for physical documents and manual processes.
- Significant Cost Savings: In the first year, the UOC saved more than €9,000 compared to previous solutions.
- Regulatory Compliance: Integration with the records manager ensured that all documents were kept in a secure and compliant environment.
Thanks to the automation of signature processes and integration with their internal systems, we have optimized our processes, ensuring legal and technological security, while generating significant savings.
Albert Dresaire Gaudí , Electronic Administration Service
Quantifiable impact: UOC's key results with VIDsigner
Digital signatures in numbers: In 2023, the UOC recorded a total of 30,686 VIDsigner e-signatures with the following distributions:
- 19,313 remote signatures.
- 6,108 centralized signatures.
- 2,220 biometric signatures.
- 3,045 Stamper seals.
Signing of digital agreements
More than 6,000 Traineeship Agreement were signed with VIDsigner, optimizing efficiency and reducing management costs.
Security and Document Management
The electronic signature solution ensures the legal validity of documents and facilitates their access and secure archiving, complying with the UOC's technological and legal security standards.
Conclusion: Transforming educational processes through electronic signatures
The Universitat Oberta de Catalunya (UOC) has managed to optimize its document management and signature processes, saving time and resources, thanks to the implementation of VIDsigner and the support of Peakway. This success story shows how electronic signatures can transform the processes of a global educational institution, improving operational efficiency and ensuring legal and technological security.
