Digital signature for notaries and professionals

La digital signature represents today a real and indispensable necessity for those working in the legal world and the heavily regulated professions. The digital transformation that is affecting Italian companies and SMEs, including the entire legal sector, has necessitated the use of secure and legally recognized systems capable of guaranteeing authenticity, integrity and validity of documents.

For a notary public, whose profession guards the legal value of the most relevant documents in the lives of people and businesses, choosing the right digital signature solution means protecting their professional responsibility and ensuring high standards of security and reliability for clients. However, the same is true for other professions such as lawyers, accountants and, in general, all those fields that require reliable tools that comply with European and international regulations.

However, the solutions are varied and heterogeneous depending on specific needs: there are in fact different types of digital signatures, different providers and numerous aspects to evaluate ranging from technical support to ease of use. For this very reason, relying on a qualified and high-level IT consulting such as that offered by Lanpartners makes it possible to avoid improvised choices and to better target the most suitable solution that conforms to one's work needs.

What is digital signature and how it works 

A digital signature is a computer tool that allows an electronic document to be given the same legal value as a handwritten signature on paper. Its architecture is based on a public and private key cryptographic system: the holder uses the private key to affix the signature, while the public key is used to verify its validity.

Be careful, however, not to confuse it with the simple electronic signature or with the advanced electronic signature: these in fact provide a lower level of security and, in some cases, do not have full legal value. 

The digital signature for notaries, on the other hand, is by its very nature certified by an accredited body and allows three key aspects to be ensured:

• Authenticity, because it uniquely binds the document to the signer.
• Integrity, because it ensures that the content has not been altered.
• I do not repudiate, because it prevents the signer from denying his or her own signature.

These elements make it indispensable in the professional world and in the notary world in particular.

The legal value of digital signature

The adoption of digital signatures is much more than a matter of convenience: in fact, its legal value is enshrined at the European and national levels. The eIDAS Regulation (Electronic Identification, Authentication and Trust Services) introduced a common regulatory framework that ensures the validity of digital signatures in all European Union countries. In Italy, the Digital Administration Code (CAD) further reinforces this principle by equating it with a handwritten signature.

For notaries, this legal value is even more important, since they now a digitally signed public act has the same evidentiary effect as a paper one. This mode allows you to Manage deeds, powers of attorney, contracts and other complex documents in electronic format with full legal validity. 

Professionals in other fields, such as accountants or labor consultants, can benefit from the legal certainty that this signature provides, reducing risks of disputes and increasing customer confidence.

The use of digital signatures: focus on notaries and professionals

The use of digital signatures has now become widespread among many categories of professionals; from a niche and little-used technology, in 2025 it will represent an everyday tool and the standard in many activities.

Major users of digital signatures include:

• Lawyers, who employ it to file court documents and court records.
• Accountants, who use it for financial statements, tax returns and communications with the public administration.
• Engineers and architects, submitting signed digital designs for public contracts and tenders.
• Entrepreneurs, who adopt it for signing company contracts or supply agreements.
• Notaries, who make the most stringent and obligatory use of them, being guarantors of the legality of acts of enormous significance.

For the notary category, the digital signature is an indispensable requirement for the authenticity of acts. Indeed, without it, a computer document could not be recognized as valid or enforceable against third parties.

Why digital signatures are essential for notaries

As we explained, notarial work is distinguished by the sensitivity and legal weight of the documents handled such as real estate purchases and sales, successions, special powers of attorney, corporate incorporations, and mortgages. In all these cases digital signature is the tool that guarantees the validity of the act in the electronic format, avoiding manipulation and making each step secure and unalterable.

A notarial act without the correct digital signature would effectively lose its effectiveness, exposing the firm and clients to serious risks. La digital signature of the notary, on the contrary, ensures:

• Legal security, because it complies with current regulations.
• Operational efficiency, with the ability to handle paperwork quickly.
• Flexibility, thanks to the opportunity to operate remotely as well.
• Protection of liability, a central element in the notary profession.

A practical example is the real estate deed, which can now be completed entirely digitally, saving time and providing maximum security for all parties involved.

Types of digital signatures: which one to choose for notaries

The market offers different types of digital signatures, each with specific characteristics. Therefore, for a correct and responsible choice, it is necessary to evaluate usability, level of security, and regulatory compliance. Before analyzing them, we always remind our clients that a mistake in choice can jeopardize the operational efficiency of a notary or professional firm.

The main types of electronic signatures available today are:

• Remote digital signature: is based on cloud systems and can be used through OTP (One Time Password) authentication. It is convenient, fast and does not require physical devices, but is completely dependent on a stable and secure connection.
• Local digital signature: uses smart card or USB token. It is very safe, but less practical to carry as it requires physical readers.
• Graphometric signature: It is based on the graphic stroke affixed to tablets with biometric recognition. It is useful for some types of professionals, but not always equated with digital signature from a legal point of view.

For notaries, the most recommended solution is often local or remote certified, capable of ensuring the highest level of safety and regulatory compliance.

How to choose the right solution for notaries and professionals

Beyond simply purchasing software, choosing a digital signature is a process that requires technical, regulatory, and operational evaluations. To avoid making mistakes, it is essential to analyze several key criteria such as:

• Compliance with regulations, to ensure that the solution is recognized by AgID and complies with the eIDAS regulation.
• System security, with certifications and advanced protection protocols.
• Ease of use, to integrate digital signatures without slowing down daily activities.
• Compatibility, with notary software and tools already in use.
• Service and technical support, which are indispensable to solve any problems quickly.
• Constant updates, to stay in line with legislative and technological developments.

Many professionals, extremely experienced in their field but with gaps in the use of digital devices, make the mistake of choosing low-cost, uncertified solutions, risking legal invalidity and wasted time. That is why relying on a specialized consultant such as Lanpartners enables you to adopt the most suitable, safe and sustainable solution for your business.

Digital signatures and notaries: the importance of choosing with the right advice

Digitization has profoundly transformed notarial activity and the work of professionals such as accountants and lawyers: Today, it is no longer enough to know the regulations; you also need to adopt solid technological tools that live up to your responsibilities. Digital signatures are not just a matter of legal compliance, but a choice that affects client trust, daily efficiency, and the firm's own image.

That is why the question is not “whether to adopt it,” but how best to do so. With so many different solutions on the market, choosing the wrong one can prove to be a hindrance instead of an advantage. Therefore, in Lanpartners we do not offer standard packages, but accompany notaries and professionals on a tailor-made path which, starting from the analysis of concrete needs, arrives at implementing the most suitable technology without compromising on security.

If you want digital signatures to become more than just a bureaucratic requirement, entrusted to Lanpartners: high-level IT expertise at the service of professions that cannot afford mistakes.