Dependence on wet-ink signatures
Every document requiring a citizen's or employee's signature has to be signed on paper and scanned afterwards.
Public sector
e-Signature, biometric signature and paperless processes for public institutions
Move documents securely into electronic form, from citizen applications to internal correspondence: verify identity from the chip ID card and complete the transaction with biometric signature and e-signature.
One of the biggest obstacles to digital transformation in public institutions is still paper: citizen applications, petitions, undertakings and delivery receipts are printed, signed in wet ink, scanned and sent to a physical archive. This cycle wastes time and money and slows down access to documents.
Magno Bilişim combines biometric signature, e-signature integration and chip ID verification with experience in custom software development. The web-based software it built for public institutions such as TÜBİTAK BİLGEM and the Directorate General of Pharmaceuticals and Pharmacy forms the basis of this experience.
Challenges
Challenges public institutions face in going paperless
Identity verification
Entering ID data manually at the counter or taking photocopies is prone to error and misuse.
Physical archives
Storing, searching and disposing of paper documents creates a significant operational burden.
Interoperability
New solutions must work with existing institutional software and e-signature infrastructure.
Regulation
The e-signature, biometric signature and personal data framework
In Türkiye, the legal framework for electronic signatures is set by Electronic Signature Law No. 5070. Under the law, a secure electronic signature based on a qualified electronic certificate has the same legal effect as a handwritten signature; qualified certificates for public employees are issued by the Public Certification Center (Kamu SM) within TÜBİTAK BİLGEM.
A biometric signature records the signature image together with dynamic characteristics such as pen pressure, speed and timing, and is used when the signature of a citizen without a qualified certificate needs to be captured electronically. The two methods can be combined in the same process: the citizen signs biometrically and the institution's officer approves with an e-signature.
Biometric signature data is special category personal data under the Turkish Personal Data Protection Law No. 6698 (KVKK) and must be processed with appropriate safeguards. The legal assessment specific to your institution is carried out together with your legal and compliance units during process design.
Solution architecture
A paperless process architecture for the public sector
Magno Sign
Biometric signature and e-signature integration
Captures citizen and employee signatures biometrically and works with the institution's e-signature infrastructure to move documents securely into electronic form.
Technical details →Magno ID
In-person identity verification
Reads the citizen's chip-based Turkish ID card at the counter to verify identity and fills in the application form automatically.
Technical details →Software development
Custom software
Builds web-based software tailored to the institution's workflows and integrations with existing systems.
Technical details →End-to-end flow
- Identity verification: The citizen's chip ID card is read and verified at the counter.
- Form filling: Verified identity data is transferred to the application or transaction form automatically.
- Citizen signature: The citizen signs the document biometrically on a signature tablet.
- Institutional approval: The institution's officer approves the document with an e-signature.
- Archive: The signed document is transferred to the institution's electronic document management system.
Use cases
- Citizen applications and petitions
- Undertakings, consent forms and delivery receipts
- Personnel records and asset assignment documents
- Warehouse, inventory and material request processes
- Registration and tracking systems such as pharmaceutical tracking
- Digitizing internal approval workflows
FAQ
Frequently asked questions
What is the difference between a biometric signature and an e-signature?
A secure electronic signature under Turkish Electronic Signature Law No. 5070 relies on a qualified electronic certificate and has the same legal effect as a handwritten signature. A biometric signature records the signature image together with dynamic characteristics such as pressure, speed and timing, and is used to capture signatures electronically from people who do not have a qualified certificate.
How do public institutions set up paperless processes?
The citizen's identity is verified from the chip ID card, form data is filled in automatically, the citizen signs the document biometrically and the institution's officer approves it with an e-signature. Magno Bilişim delivers these steps as institution-specific packages integrated with existing software and e-signature infrastructure.
Does Magno Sign work with an institution's existing e-signature infrastructure?
Yes. Magno Sign integrates biometric signature technology with the institution's e-signature solutions and is delivered as institution-specific paperless process packages.
Which public institutions has Magno Bilişim built projects for?
Magno Bilişim built a web-based interface for TÜBİTAK BİLGEM covering inventory tracking and material requests for warehouses and project groups, and a web-based interface for the Directorate General of Pharmaceuticals and Pharmacy in which medicines are serialized and tracked with data matrix codes.
Let's design your process together
Tell us about your regulatory requirements and existing systems, and we'll work out the right integration architecture with you.