UMB, a leading Swiss IT service provider, accelerates its internal processes with the e-signature from Skribble. Just one month after implementation, it is used company-wide in HR, procurement, and sales. UMB signs electronically over 6,000 times a year, with the advanced electronic signature (AES) being the most frequently used. In addition to saving time and costs, UMB also benefits from strengthening its internal IT and promoting employer branding through a modern and digital work environment.

Skribble at UMB: Key points at a glance

• Industry: IT service provider
• Use of e-signature: all departments, focus: HR, procurement, and sales
• Signatures per year: 6300+
• Used signature standards: SES, AES, QES
• Growth rate since introduction (2020): +57 %

Why UMB relies on e-signatures

With the onset of the pandemic and the increase in remote work, UMB faced the challenge of obtaining signatures in a timely manner. Before the pandemic, office presence was significant, and signatures were collected physically in the office. Therefore, UMB needed a solution that would allow them to sign documents easily and quickly from anywhere.

Additional requirements for the e-signature solution were:

• Usability: Easy to use and quick to implement.
• Integration into existing systems: Single Sign-On (SSO) and compatibility with SharePoint.
• Data hosting in Switzerland: A key criterion due to strict data protection requirements.

Why Skribble and no other e-signature provider?

After evaluating various providers, the choice quickly fell on Skribble. The solution impressed with its simplicity and the ability to use simple (SES), advanced (AES), and qualified electronic signatures (QES) in accordance with Swiss and EU law.

Additional reasons for Skribble at a glance:

• Simple and intuitive use: The e-signature solution from Skribble is ready to use immediately, without the need for installation or downloading additional software. Employees can start directly from any device and sign documents electronically. Lengthy training is not necessary.
• Swiss hosting: Skribble ensures the highest security when processing sensitive data, as all data is hosted in Switzerland at bank-level security. This was particularly crucial for UMB to comply with strict data protection regulations.
• Seamless integration: Skribble integrates effortlessly into existing systems, seamlessly embedding the e-signature into the current workflow.
• Local support with e-signing expertise: Skribble offers tailored support through local teams in Switzerland and Germany. With in-depth practical knowledge and direct assistance via phone or email, the rollout of the solution is accompanied quickly and effortlessly.

How UMB uses e-signatures

Since its introduction in 2020, Skribble has been used in various departments and for different documents. The e-signature plays a central role, especially in HR, procurement, and sales.

Departments and documents that can be signed electronically:

• HR: Training agreements, NDA contracts, internal agreements.
• Purchasing: Supplier contracts and orders.
• Sales: Customer contracts and offers.

More than 60% of all documents at UMB are now signed electronically via Skribble, with a growing trend.

Used e-signature standards:

• Simple and advanced electronic signature (SES and AES): These are often used for internal agreements such as employee discussions, training agreements, NDAs (non-disclosure agreements), and similar contracts.
• Qualified electronic signature (QES): The QES is currently used only in specific cases, primarily for important contracts such as employment references and contracts with authorities or similar official documents.

How UMB benefits from e-signatures

The introduction of the e-signature at UMB brought numerous benefits. Above all, the increase in efficiency and the flexibility to work remotely were crucial.

1. Time and cost savings
   The introduction of e-signatures has helped UMB eliminate manual processes such as printing, signing, and scanning. Over 60% of contracts are now signed electronically. For UMB, whose slogan is "creating time," this fits Skribble perfectly: the solution saves time and resources, allowing the company to focus on essential tasks.
2. Quick implementation and easy use
   The introduction of Skribble took less than a month. As no additional software was required and the usage is designed to be intuitive, UMB employees were able to get started immediately. The quick implementation and easy use also contributed to the rapid acceptance of Skribble throughout the company.
3. Seamless integration and flexibility
   Skribble integrates effortlessly with UMB's existing tools, including SharePoint. This allows for smooth usage without disrupting familiar workflows. The e-signature seamlessly fits into daily work routines and enhances efficiency.
4. Strengthening internal IT and employer branding
   The introduction of Skribble has not only modernized IT processes but also strengthened the internal IT department. The digitization of signature processes enhances UMB's employer branding, as modern digital workflows convey a positive image both internally and externally.

UMB x Skribble: Next steps

UMB plans to further expand the use of the qualified electronic signature (QES), particularly in the HR sector, where it is increasingly intended for employment references and official documents. An important next step is the establishment of an internal Registration Authority (RA) to make the identification of employees for the use of the qualified signature more efficient. UMB aims to ensure that employees can register for the QES directly within the company, rather than having to visit external registration offices like Swisscom shops. This will further simplify the use of the QES and advance the company's digital transformation.

About UMB 

With intelligent solutions, UMB creates time. Time for bold ideas and innovations to maintain a balance between prosperity, health, development, and the environment. Over 900 enthusiastic colleagues provide customers with solid expertise. UMB is an expert in digitalization and accelerates business progress. With leading-edge competencies in areas such as Business Advisor, AI & Data Scientist, Network Connector, Platform Builder, Security Angel, Cloud Master, New Work Genius, Communication Champ, and SAP Wizard, UMB engages its customers in an inspiring, straightforward, and exciting manner.

UMB has been recognized multiple times by the Great Place to Work Institute as one of the best employers in Switzerland.

About Simon Lanz

Simon Lanz is the Team Leader within the Corporate ICT of UMB AG. In his role, he is responsible for the planning, implementation, and operation of Corporate ICT Services in the areas of cloud, workplace, network, and security. With his strategic and operational expertise, he ensures smooth operations and the ongoing development of the IT infrastructure to meet the highest demands in a dynamic business environment.