January 10, 2026
Document management and electronic signature
How Horalia simplifies HR document management and enables advanced electronic signatures with biometrics, fully compliant with the eIDAS regulation.
Document management is one of the most critical, yet often neglected, areas within Human Resources departments. Employment contracts, training documents, internal policies, occupational risk prevention records or mandatory communications are frequently scattered across emails, shared folders and poorly structured systems.
A centralized document management system makes it possible to organize all this information, ensure its availability and reduce administrative errors. When combined with an electronic signature solution, processes are significantly accelerated by eliminating idle time, unnecessary printing and physical travel.
The importance of document management in Human Resources
HR-focused document management software is not just about storing files, but about structuring processes. It allows documents to be assigned to specific employees, versions to be controlled, signatures and acknowledgements to be tracked, and a complete, auditable history to be maintained.
This is especially relevant in environments with increasing legal obligations, where being able to prove that a document has been properly delivered, read and signed can make a decisive difference during inspections or labor disputes.
How electronic signatures speed up signing processes
Electronic signatures completely eliminate the traditional bottlenecks associated with document signing. There is no longer any need to print, scan or chase physical signatures: the entire process is carried out digitally and with full traceability.
In addition to reducing turnaround times, electronic signatures improve the employee experience by allowing documents to be signed from any location and device, while giving HR teams real-time visibility into the status of each document.
Advanced electronic signature with biometrics in Horalia
Horalia includes an advanced electronic signature system with biometrics, designed to provide a high level of legal security without compromising usability. This system allows digital documents to be signed while collecting technical evidence that unequivocally links the signer to the document.
Regulatory compliance
Horalia’s advanced electronic signature complies with Regulation (EU) No 910/2014, known as eIDAS, ensuring signer identification, document integrity and full traceability of the signing process.
Requirements for advanced electronic signatures under eIDAS
The European eIDAS regulation establishes a set of conditions that an advanced electronic signature must meet in order to have full legal validity. These requirements are designed to ensure that the signature can be clearly attributed to a specific individual and that the document has not been altered after signing.
- Unequivocal identification of the signer, allowing clear attribution of the signature.
- Unique linkage between the signature and the signer, preventing reuse or impersonation.
- Exclusive control by the signer over the signature creation data during the signing process.
- Linkage of the signature to the signed content so that any subsequent change is detectable.
- Guarantee of document integrity after signing.
- Generation of electronic evidence of the signing process (dates, times, actions and participants).
- Technical verifiability of the evidence in audits or legal proceedings.
- Secure custody and preservation of documents and evidence for the legally required retention period.
What biometrics add to electronic signatures
Biometrics strengthen compliance with eIDAS requirements by incorporating dynamic data from the act of signing itself like speed, number of points or acceleration. This data enables a stronger linkage between the signer and the document and provides greater evidentiary value.
Document signing process in Horalia
The document signing process in Horalia is designed to be intuitive, fast and fully digital from the very beginning. It starts with uploading the document to the platform, where the responsible user can define its title, classify it properly and assign it to the employees or individuals who need to sign it.
Once the document is uploaded, Horalia allows the visual configuration of signature areas. From an interactive viewer, the administrator can define who needs to sign, on which page and in which exact position. This approach reduces common errors and speeds up document preparation.
After configuration, the document is automatically sent to the signers. Each recipient receives an in-app notification and an email with direct access to the document, allowing them to review it comfortably from any device, whether desktop, tablet or mobile.
When accessing the document, the signer can review its content and proceed with the advanced electronic signature. During this signing action, biometric data associated with the signature stroke is captured, reinforcing the link between the signer and the document and providing greater legal security.
As signatures are completed, Horalia generates automatic confirmations and updates the document status in real time. Human Resources teams can always see which documents are pending, signed or completed, maintaining full control and traceability without manual follow-up.
Conclusion
Horalia’s document management and advanced electronic signature with biometrics enable full eIDAS compliance, reduce processing times, strengthen legal security and centralize all HR document workflows in a single secure and traceable platform.
