ADMIN NIGHTMARE #1 – Getting a document signed… correctly and on time
Getting the correct documents signed on time without any missing elements is a great achievement – particularly when it involves several departments, entities, etc… When it happens, you should celebrate. An enthusiastic whoohoo in the middle of the office or bursting into your boss’ office fist punching the air would be the strict minimum.
Why? Simply because anybody involved in such a process know it takes an incredible amount of energy and resilience to get done, particularly within an acceptable timeline. Have you ever asked yourself what the proportion of time was spent printing, scanning, sending and seeking for signatures versus doing what makes you successful?
So, what could be done? You have most likely already heard about electronic signature – that great piece of #admintech enabling qualified and experienced professionals to spend less time as calendar masterminds, elevator stalkers and email spammers?
Right. If you are not using electronic signature, you are missing out. Not because being aboard the high speed digital train is cool and trendy… We are talking about efficiency, operational excellence, all parties’ satisfaction, compliance and in the end, business opportunities.
Basically, electronic signing allows for the full digitalisation of the business process, saving you time and costs (exit all the paper related activities) whilst reducing the risk of loss, destruction or incompleteness, improving the ability to search, edit and share and removing the need for bulky, physical storage place – doing all of this whilst giving you a full audit trail of your process. Not bad.
Ok. All of that sounds great. But is it legal?
YES. The electronic signature is legal throughout the European Union – and in many other countries, including the United States. The directive behind it (eIDAS) provides a predictable regulatory environment that enables secure and seamless electronic interactions between businesses, citizens and public authorities. It also defines three types of electronic signatures to meet the specificities and requirements of all parties.
At Docunify – as part of our #admintech solutions (read more about what we do here) – we support the Advanced Electronic Signature model giving a great range of identification and authentication part whilst fitting with the tools you already have in place. It’s so easy!
We didn’t talk about security?!
Humm, we did a bit. We said electronically signed documents offered the possibility to keep an audit trail. This means they contain more information about who signed it – things such as names, authentication history, email addresses, signer IP addresses, chain of custody, geolocalisation, completion status, etc…). This protects the document from unauthorized tampering – things paper can’t really do.
* SOUND OF A PARTY BOMB BEING FIRED
DOCUNIFY is a paperless collaboration platform for medium to large firms involved in administration matters with multiple counterparts. Docunify core offer consists of a secured collaboration environment coupled with a series of features to enhanced the experience, improve productivity of your teams, generate savings in time and money. With servers located in several jurisdictions in Europe, our goal is to be able to answer country specific hosting constraints of our clients and their regulated businesses.