Electronic Signature

Have you switched to electronic documents in the field of occupational health and safety and emergency situations, or are you preparing to do so? If so, you most likely have questions too. We've gathered here the 20 questions we receive most often about the electronic signature on SSM/emergency-situations documents and answered each one clearly, with legal grounding. We've grouped them into four topics so you can easily find what interests you.

The basics of the electronic signature

1. What exactly is an electronic signature?

An electronic signature represents data in electronic form that is attached to, or logically associated with, other data in electronic form, which the signatory uses to sign. In other words: it is the digital equivalent of a pen signature, but it isn't limited to an image of a handwritten signature. Depending on the underlying technology, an electronic signature may have either minimal legal value or full legal value, equivalent to a handwritten signature. That is precisely why, when we talk about SSM and emergency-situations documents, the type of signature matters just as much as the signature itself.

2. How many types of electronic signature are there?

The eIDAS Regulation (EU) 910/2014 defines three types of electronic signature, in increasing order of the guarantees they provide:

• Simple electronic signature (SES) — the most basic form: a checkbox on a form, a typed name, a scanned image of a handwritten signature.
• Advanced electronic signature (AES) — uniquely linked to the signatory, allows the signatory to be identified, is created using data under the signatory's sole control, and detects any subsequent alteration of the document.
• Qualified electronic signature (QES) — an advanced signature created with a qualified device and based on a qualified certificate issued by a qualified trust service provider.

3. Which types of signature does Romanian legislation accept?

All three. Law 214/2024, in force since October 8, 2024, transposes the provisions of the eIDAS Regulation into domestic law and recognizes all three types. It should be noted that recognition does not mean equivalence. The fact that a signature is accepted as evidence does not automatically mean it has the value of a handwritten signature. Its actual legal value depends on the type of signature and the nature of the document, and for documents within the scope of employment relationships the rules are strict, as we will see in the next section.

4. What is the difference between a simple signature and an advanced one?

The difference lies in the guarantees provided, not in appearance. A simple signature offers no guarantee regarding the signatory's identity or the document's integrity: anyone could tick a box or paste in an image. An advanced signature, by contrast, is cryptographically linked to the signatory, allows the signatory to be identified, and detects any subsequent tampering with the document. In other words: a simple signature confirms, at most, a gesture, while an advanced signature confirms who signed and that the document has not been altered after signing.

5. What makes an electronic signature "qualified"?

An electronic signature is qualified when it cumulatively meets two additional conditions beyond those of an advanced signature: it is created with a qualified electronic signature creation device and is based on a qualified certificate issued by a qualified trust service provider. It's worth knowing: the qualified signature is the only one that has value equivalent to a handwritten signature unconditionally, in any situation. For this reason, it is the maximum level of legal security you can choose.

The electronic signature in employment relationships (including SSM/emergency situations)

6. What type of electronic signature is mandatory on SSM and emergency-situations documents?

On SSM and emergency-situations training records, and in general on all documents arising from the individual employment contract, an advanced or qualified electronic signature is mandatory. This requirement follows from the combined provisions of Law 208/2021, Law 214/2024, and Government Decision 259/2022. A simple electronic signature is not sufficient for these documents. We consider this the most important distinction an employer must keep in mind before choosing a digitization solution.

7. Why can't I use a simple electronic signature on employment documents?

Because, under art. 4 para. (9) of Law 214/2024, a simple electronic signature produces the same legal effects as a handwritten signature only in three limited situations: documents of reduced patrimonial value, documents recognized by the party against whom they are invoked, and documents expressly agreed between professionals (in the sense given to this notion by the Civil Code). Documents arising from the employment relationship do not fall into any of these categories, given the public-order nature of labor law. In other words: on an SSM record, a simple signature simply does not confer full legal value on the document to which it is applied.

8. What actually happens if I sign an SSM record with a simple signature?

The document's legal value is severely diminished in terms of evidentiary weight. Under art. 5 para. (4) of Law 214/2024, a document signed with a simple signature that does not fall within the legal exceptions no longer has full legal value, but is reduced to the status of prima facie written evidence (început de dovadă scrisă). In practice, this means the document no longer proves anything on its own, and the employer would need to supplement the evidence with other means of proof admissible or that may be legally obtained by the authority evaluating the document (e.g., witnesses, presumptions, or expert opinions). Exactly the opposite of what you wanted to achieve through digitization.

9. What does the Labor Code say about the electronic signature?

The Labor Code was amended by Law 208/2021 (which approved Emergency Ordinance 36/2021) with clear provisions. Under art. 16 para. (1²), the employer may opt for an advanced or qualified electronic signature, or for an electronic seal, when drawing up all documents within the employment relationship, under the conditions established through internal regulations or the collective labor agreement. At the same time, art. 16 para. (1⁶) provides that the employer cannot require the employee to use the electronic signature. In other words: digitization is a right of the employer, but using the signature remains optional for the employee. We emphasize that the term "electronic signature" as used in art. 16 para. (1²) does not refer to the simple electronic signature defined by Law 214/2024.

10. What is a qualified timestamp and why does it matter?

A qualified timestamp is independent technical proof of the exact moment a document was signed. Under art. 7 of Law 214/2024, applying it gives the document a certain date and time within the meaning of the law. It should be noted that this is precisely the element that cannot be reproduced on paper: a paper record bears a handwritten date, which can always be called into question, whereas an electronic record carries a time anchor that no one can retroactively falsify.

11. Can an ITM or ISU inspector refuse an SSM document signed electronically?

No. Under art. 16 para. (1⁸) of the Labor Code, control bodies are required to accept employment contracts, addenda, and documents concluded in electronic format, without also requesting them in paper form. The same obligation follows from art. 25 para. (1) of Law 214/2024, under which authorities and public institutions must accept electronic documents signed in accordance with eIDAS. There is only one condition: the electronic signature must be legally valid, meaning advanced or qualified.

Validity, verification, and common misconceptions

12. How do I check whether an electronic signature is valid?

The easiest way is to open the PDF document in a reader that displays the signatures panel, such as Adobe Acrobat Reader. There you can see whether the signature is valid, who signed it, when it was applied, and whether the document has been modified after signing. A valid signature with a recognized certificate is marked distinctly. In other words: you don't need to be a cryptography expert to verify a signature — you just need to use a tool that reads the data behind the document.

13. If the certificate expires, does the signature become invalid?

No, provided the document was correctly timestamped. Certificate expiration affects the ability to create new signatures, not the validity of signatures already applied. A qualified timestamp anchors the signature to a moment when the certificate was valid, and this remains demonstrable even after expiration. It's worth knowing: this is precisely why the timestamp is not a technical detail but the pillar that ensures a record signed today remains valid years from now.

14. Is it true that the electronic signature must be applied on every page?

No. This is one of the most widespread misconceptions, carried over from the logic of paper documents. When a physical document is signed on every page, the purpose is to guarantee that no page has been replaced. In the case of an electronic document, this principle is ensured automatically: the electronic signature covers the entire document, and any subsequent alteration, even to a single page, invalidates the signature. In other words: electronically, a single signature protects the entire document — far more secure than a handwritten signature on every page.

15. Does an electronic signature need to look like a handwritten signature?

No. The legal value of an electronic signature does not depend on its visual appearance. An advanced or qualified signature may not appear on the page as a signature at all and still produce full legal effects, because the proof lies in the cryptographic data, not in the image. Obviously, a scanned image of one's own signature pasted into a document is not an advanced signature — at best, it is a simple signature. Appearance does not make the signature; the technology behind it does.

16. What does it actually mean that the electronic signature's "legal effects cannot be denied"?

This is the non-discrimination principle enshrined in art. 25 para. (1) of the eIDAS Regulation: an electronic signature cannot be denied legal effect and admissibility as evidence in legal proceedings solely because it is in electronic form or because it does not meet the requirements of a qualified signature. However, an important nuance should be noted: the principle guarantees that an electronic signature cannot be rejected outright, but it does not automatically elevate it to the level of equivalence with a handwritten signature. For documents within the sphere of employment relationships, this equivalence remains conditional on the use of an advanced or qualified signature.

The electronic signature on the SSM.ro platform

17. How does signing work on the SSM.ro platform?

We built the SSM.ro platform so that signing is as simple as possible for the user. After going through the training material and, where applicable, passing the knowledge assessment test, the worker applies the signature with a single signing button. The resulting document is an SSM or emergency-situations record signed electronically, with an advanced or qualified signature, accompanied by a complete audit trail. In other words: the worker doesn't need to know anything about cryptography to sign correctly — the platform handles the technical side. See also the Signing Documents guide.

18. Who provides the electronic signature in SSM.ro?

Here is a clarification we always make: SSM.ro is not an electronic signature provider. The platform has integrated authorized providers — qualified trust service providers such as certSIGN, Namirial, or STS — ensuring users have legally valid signatures at accessible prices and without complicated prior procedures. We have taken on the complexity of integrating with these providers ourselves, so that the user benefits from a compliant signature without having to deal with the technical or contractual side.

19. How much does the electronic signature cost on SSM.ro?

The model is transparent: a platform subscription, plus a cost per advanced electronic signature, with no minimum packages imposed. Because prices may vary depending on the type of signature and your volume, the most accurate way to find out the exact cost for your organization is to use the pricing calculator on www.ssm.ro. It's worth knowing: under the Labor Code, the cost of electronic signatures used on documents related to the individual employment contract is borne by the employer, not the employee.

20. Do workers need their own certificate or any prior procedures?

No. One of the major advantages of the SSM.ro platform is that the worker does not need to purchase a separate digital certificate or go through any prior procedures. The advanced electronic signature is made available instantly, directly within the platform. Obviously, this removes one of the biggest barriers to digitization: the idea that each employee should have to obtain their own electronic signature before being able to sign a training record or any other document arising from the employer/employee relationship.

Conclusion

The electronic signature in the field of occupational health and safety and emergency situations is not a technical detail — it is a decision with direct legal effects. Remember the essentials:

• On documents related to the employment contract, an advanced or qualified electronic signature is mandatory.
• A qualified timestamp ensures a certain date.
• Control bodies are required to accept the electronic format.

The SSM.ro platform provides compliant advanced and qualified signatures, with no prior procedures, at prices you can find directly in the pricing calculator.