Enrollment forms. Financial aid applications. Transcript requests and releases. Employee hiring and onboarding forms. Policy agreements. The list goes on and on. Higher education institutions process thousands—if not tens of thousands—of signed documents each year.
While putting pen to paper might seem like the most trusted and reliable way to collect signatures, it can be needlessly clunky and slow in a world that increasingly values speed, security, and convenience.
Fortunately, you can put the pen down. Let’s take a look at the difference between wet signatures and electronic signatures, and how the latter can help your institution simplify, systemize, and streamline your piles of paperwork.
Wet Signatures vs. Electronic Signatures: What’s the Difference?
Wet signatures and electronic signatures are two different methods for signing a document. Both produce a legitimate and legally binding signature. The difference is in the way the signature is collected.
A wet signature is the traditional method that involves quite literally putting pen to paper and handwriting a signature to provide consent or approval on a document. In fact, it gets its name from the wet ink the signer applies when writing their name.
In contrast, an electronic signature doesn’t require a pen. The process is entirely digital and involves typing a name, uploading a signature image, or using a secure signing tool.
You might hear the terms “electronic signature” and “digital signature” used interchangeably, but there is an important distinction to be aware of. A digital signature is a specific type of electronic signature that uses more technical steps (like encryption and certificate-based authentication) to verify a signer’s identity and keep the document secure.
Put simply, all digital signatures are electronic, but not all electronic signatures are digital.
Understanding the Benefits of Electronic Signatures in Higher Education
If you’ve had to collect and manage traditional, wet signatures within your institution, then you already know firsthand that they can be time-consuming and tough to keep track of, leading to unnecessary bottlenecks in many of your processes.
That’s where electronic signatures come in. By ditching the pen and digitizing the signing process, higher education institutions can speed things up, improve security, and make it easier for everyone—students, faculty, and staff—to complete documents quickly and securely.
Here’s a look at some of the significant benefits of electronic signatures in higher education.
Increased Efficiency
Printing, mailing, and waiting for documents is a tedious hassle, and it often means waiting days (or even weeks) for the signatures you need. Electronic signatures speed up the signing process—meaning your institution can get approvals within minutes.
Additionally, electronic signatures allow for automated workflows that route documents instantly to the right people for review and signature. Fewer manual handoffs mean fewer errors and more time for your staff to focus on higher-value tasks (rather than chasing down missing signatures).
Better Accessibility
Nothing slows down the signing process like waiting for someone to stop by the admissions office or the bursar’s office to physically scribble their name on a document. Electronic signatures make it possible for anyone to sign documents from an internet-connected device.
This means your institution can provide a more inclusive and accessible experience. Students or staff members no longer need to visit campus offices in person or rely on mailing paper forms. Instead, they can complete paperwork quickly and easily from their laptops, tablets, or smartphones—whenever and wherever it’s convenient for them.
This flexibility is especially important for students who may be studying remotely, faculty who work off-campus, or staff members spread across multiple locations.
Stronger Compliance
Efficiency is essential—but it can't come at the expense of compliance. In higher ed, you’re working within strict regulations like FERPA, and any process involving student data needs to follow the rules. Plus, for electronic signatures to be recognized as valid, they need to comply with specific regulations like the Electronic Signatures in Global and National Commerce (ESIGN) Act and the Uniform Electronic Transactions Act (UETA).
An electronic signature platform (particularly if you opt for one that’s specifically built for higher ed) can help you stay on the right side of these requirements without slowing things down. These tools comply with regulatory standards to help you collect legally valid signatures while also protecting sensitive student and employee data.
Beyond legal compliance, these platforms also provide detailed audit trails with essential information like signer identity, timestamps, and document history. This makes it easier to verify the legitimacy of signatures and maintain accurate records.
Improved Security
You might think the dusty filing cabinet in the back of the office is safe and secure, but electronic signatures offer a whole new level of security.
Many electronic signing platforms use advanced encryption methods to protect documents during transmission and storage, thereby preventing unauthorized access. These platforms also include multi-factor authentication, digital certifications, or other identity verification steps to confirm the signer’s identity before allowing them to sign off.
Once they’re signed, documents are tamper-evident—and administrators are immediately alerted of any attempts to alter a signed document. It’s a layer of security and safeguarding that’s just not possible with your previously trusty filing cabinet.
Cost Savings
Electronic signature platforms do require a bit of investment, and it’s tempting to think of wet signatures as “free” in comparison. However, there’s a surprising amount of expense wrapped up in the paper, ink, printing, postage, and physical storage you need for this legacy approach. When you’re processing thousands of documents a year, those expenses add up fast.
You also can’t forget about the hidden cost of inefficiency. Chasing down signatures, reprinting lost forms, and managing physical files all eat up valuable staff time.
Electronic signatures streamline those tasks and free up your team to focus on more strategic work—without adding a huge line item to your budget.
Sustainability
Sustainability is a growing priority for colleges and universities, and not just as a glossy mission statement. Institutions are increasingly looking for ways to reduce waste, cut energy usage, and make operations more environmentally responsible.
Moving away from paper-based processes is a simple yet effective step. Electronic signatures reduce the need for printing, scanning, mailing, and storing physical documents, all of which carry environmental costs.
Signed, Sealed, Streamlined
Paperwork doesn’t have to be a major pain. With electronic signatures, higher ed institutions can move faster, stay compliant, and make things easier for students and staff members.
While pen and paper might feel familiar and comfortable, it’s no longer the most practical (or secure) way to collect signatures. In short, it’s a digital world—and your signatures should be too.
Softdocs
Tags
