The Challenge:
Municipal administrative processes must comply with a large number of legal requirements. These include, for example, the Administrative Procedure Act (VwVfG), the Online Access Act (OZG), the eIDAS Regulation, and the General Data Protection Regulation (GDPR). Without suitable technical solutions, it is difficult to implement these requirements consistently and audit-proof in practice.
Sector-Specific Signature Solutions
Use Case: Municipalities
The cities and municipalities of tomorrow work digitally, securely, and efficiently. Digital signatures and seals make it possible: Accelerating processes, reducing administrative effort, and offering citizens and businesses a modern service – that is already a reality today.
These Documents Can Be Digitally Signed in Municipalities
Electronic signatures are far from being a future concept. They have become common practice across numerous local authorities. Whether at the city council, municipal authority, or district administration: in all contexts where applications are submitted, official decisions are issued, or authorizations are granted, digital signatures provide tangible advantages.
They speed up processes, cut down on paperwork, and ensure legally secure operations—independently of place and time.
Administrative Documents & Official Notices
Building Permits, Changes of Use, Preliminary Decisions
Trade Registrations, Licenses under Restaurant Law
- Registration and Residence Certificates
Official Documents and Certified Copies
Official Public Notices
Citizen & Service Applications
Online Applications (e.g., kindergarten place, dog tax)
Powers of Attorney & Declarations of Consent
- Funding Applications (e.g., child building allowance, social benefits)
Personnel and Committee Council
Employment Contracts, Recruitments (or Hires), Transfers
Service Instructions, Appointments, Secondments
Meeting Documents, Minutes, Draft Resolutions
- Digital Signature of the Mayor
Cooperation & Tenders
Contracts with Third Parties (Suppliers, Service Providers)
Tender Documents, Bids
Funding Applications to Federal and State Governments
Agreements with Sponsors, Churches & Associations
Your Benefits with SIGN8
Web-Based Solution
In addition to our on-premises products for security-critical infrastructure, we also offer a web-based solution. It is particularly suitable for smaller municipalities without extensive IT resources, as neither technical expertise nor complex implementations are required.
Municipal Seal Management
Municipal seal management allows you to centrally administer multiple sealing offices and automatically assign the seals to the corresponding specialized department.
Batch & Shadow Signatures
Batch and shadow signatures allow for the legally compliant signing of notices and recurring documents in a single step. This saves time, reduces manual work, and makes serial processes significantly more efficient.
Seamless Integration
Our solution can be set up quickly and smoothly on-premises by local government IT providers. The seamless integration with existing Document Management Systems (DMS) and specialized applications ensures that workflows can continue without interruption or unnecessary steps.
We know the challenges you face
- Legal Compliance
- Variety of Signature and Sealing Roles
- High Demand for Browser-Based Solutions
- Different requirements depending on the faculty<br>
- A wide range of requirements
Legal Compliance
Our Solution:
Digital signatures and seals offer a solution: They seamlessly integrate with existing specialized systems, speed up workflows using batch and shadow signatures, and are available as a web-based solution requiring no installation – perfect for local governments of all sizes.
Variety of Signature and Sealing Roles
The Challenge:
In municipal administrations, there are often differing requirements for document signing. Some documents exclusively require the official seal of the authority, while others additionally require the personal signature of the office management. If these processes are carried out manually or with disparate systems, this results in unnecessary media discontinuities, long processing times, and an increased risk of error.
Our Solution:
Our solution enables the management of diverse seal and signature roles within a central system – from the official seal for official notices to the qualified electronic signature of the office management. Assignment is automated based on the document type or specialized department. In this way, legal requirements are reliably met, processing times are significantly reduced, and the entire signing process is made more efficient.
High Demand for Browser-Based Solutions
The Challenge:
Many municipalities lack mobile equipment, such as work phones or specialized end devices. This complicates the use of signing solutions that depend on local installations or specific hardware. As a result, employees have limited access to digital processes when working remotely or from different branch offices.
Our Solution:
Our browser-based solution operates regardless of device or location. It needs no installation, no specific hardware, and no technical expertise. As a result, employees across all departments can legally sign documents anytime, anywhere, using any internet-enabled device—be it in the office, working from home, or while traveling.
Different requirements depending on the faculty
The Challenge: Municipal administrations utilize a multitude of specialized procedures and document management systems such as d.3, H&H, Komm.One, civento, or SessionNet. If direct integration with these systems is lacking, documents often have to be awkwardly exported, manually signed, and re-imported. This leads to media discontinuities, loss of time, and an increased risk of error.
Our Solution:
SIGN8 can be seamlessly integrated into existing specialized procedures and DMS. Signature and sealing processes run directly within the familiar work environment, without changing systems or additional intermediate steps. This saves time, minimizes potential errors, and ensures seamless operation.
Protection of Sensitive Data
The Challenge:
Municipalities process highly sensitive data daily, for instance from social and youth welfare or public health departments. This information is subject to strict data protection regulations and must be protected against both unauthorized access and manipulation. Conventional transmission and storage processes pose a high risk in this regard.
Our Solution:
Our signing and sealing technology guarantees that sensitive data is kept secure throughout the entire process. All transfers are encrypted, documents are tamper-proof sealed, and the content’s integrity is guaranteed to be verifiable at any time. This enables municipalities to comply with the highest security and data protection standards, even when handling highly sensitive information.
Future Opportunities & Potential for Municipalities
Digital Signatures Accelerate the Modernization of Public Administrations. They enable legally compliant, media-break-free processes, integrate specialized procedures, and create the basis for innovative services – from digital application submission and secure citizen identities to paperless workflows in the town hall.
Secure Digital Identity
The Online Access Act (OZG) mandates that administrations must provide their services fully digitally. Digital signatures are a key component: They allow for the legally secure processing of applications and approvals entirely online – eliminating paper, mailing, and manual steps.
Digital Administration Without Media Discontinuities
The EUDI Wallet allows official documents like birth certificates, registration certificates, or permits to be provided digitally in a secure and convenient manner. Citizens can sign these documents at any time and reuse them immediately, regardless of opening hours or location.
Boosting Efficiency via Paperless Workflows
Legally secure electronic signatures lay the groundwork for the e-file and a fully paperless city hall. This leads to faster internal procedures, lower administrative burden, and quicker resolution of issues for citizens and businesses.
