Author: Laura Bulmer
There is a huge trend at the moment with organisations questioning the methods and solutions they use with documents requiring signatures. This is all part of organisations continually looking to find ways to enhance efficiency and streamline operations.
Many will already use a digital signature platform but they may now be seeking to have these be more integrated with their core business systems and processes rather than a standalone system they have to continually check.
One transformative solution is the adoption of integrated electronic signatures with their document management system such as DocuWare. These facilitate the swift and secure signing of documents without the need for physical presence. This guide outlines the essential steps to implementing electronic signatures effectively within your organisation.
Electronic signatures are digital representations of a person's intent to agree to or approve the contents of a document. They offer a legally binding and compliant method to sign documents, applicable in both face-to-face and remote scenarios. By integrating electronic signatures, businesses can significantly reduce turnaround times, enhance security through features like two-factor authentication, and achieve substantial cost savings by eliminating the need for printing and paper.
1. Assess Organisational Needs:
Identify the types of documents that require signatures and evaluate current workflows to determine where electronic signatures can be integrated to improve efficiency.
2. Choose a Reliable Solution:
Select an electronic signature service that aligns with your organisation's requirements. Consider factors such as ease of use, integration capabilities with existing systems, and compliance with legal standards. For instance, VIDsigner offers a robust electronic signature service adaptable to both in-person and remote situations.
3. Ensure Legal Compliance:
Familiarise yourself with the legal validity of electronic signatures in your jurisdiction. In England and Wales, electronic signatures are legally recognised, provided the signatory intends to authenticate the document and any relevant formalities are satisfied.
4. Integrate with Existing Systems:
Opt for a solution which seamlessly integrates with your current document management system and other applications, such as CRM or ERP systems. This integration streamlines workflows and ensures a cohesive digital environment.
5. Train Staff and Communicate with Stakeholders:
Provide comprehensive training to employees on how to use the new system effectively. Clear communication with clients and partners about the transition to electronic signatures will facilitate smoother adoption and address any concerns.
6. Monitor and Optimise:
After implementation, continuously monitor the system's performance and gather feedback to make necessary adjustments. Regularly updating the system and training materials will help maintain efficiency and address evolving organisational needs.
A practical example of successful electronic signature implementation is Mosscare St Vincent's Housing Group (MSV). Managing nearly 9,000 homes across Greater Manchester, Lancashire, and West Yorkshire, MSV faced challenges in obtaining legally binding signatures from tenants and employees, especially with the shift towards hybrid working models.
The traditional process required tenants to travel to sign documents, causing delays and inconvenience. By integrating VIDsigner with their existing document management system, DocuWare, MSV streamlined their operations, reducing administrative burdens and enhancing tenant satisfaction. This integration led to significant improvements, including a reduction in travel for tenants, enhanced security through two-factor authentication, and substantial cost savings.
Read the full case study here.
Implementing electronic signatures is a strategic move towards digital transformation, offering numerous benefits such as improved efficiency, enhanced security, and cost savings.
By carefully assessing your organisation's needs, selecting a suitable solution, ensuring legal compliance, and effectively integrating and training staff, your organisation can successfully transition to electronic signatures and reap the associated advantages.
Check out our latest blog here - Cloud vs. On-Premises DMS: Your 6 Step Cost-Benefit Analysis.
