Digital Signatures

Signatures Before DocuWare

• Agreements created by manually locating information in ERP, typing into a Word template

• Paper copies circulated internally for wet signatures

• Documents scanned to PDF and filed

• Agreements emailed or posted to customers for completion

• Customers add missing details e.g. company name or VAT number before signing

• Completed documents returned to client via email or post

• Internal final approval given manually

• All tracking performed through a spreadsheet

• Over 600 agreements per year, plus additional documents for new customer onboarding

The Risks of Manual Signature Processes:

• This approach required significant administrative effort

• Introduced risk of errors and delays

• Limited visibility into document status

• Disjointed from overall business processes - no reminders 

• Reliance of good recording keeping from staff

   

  

The DocuWare Digital Signature Solution

DocTech redesigned the process using DocuWare’s digital workflows and Integrated digital signatures:

• The master Word template is stored securely in DocuWare

• Customer data flows automatically from ERP into DocuWare—no rekeying

• Dates from ERP automatically determine when workflows should start

• Seven days before the due date, DocuWare triggers an automated process that:

• Merges customer data onto the Word template

• Sends the agreement to the customer via integrated Signature Platform

• Allows the customer to add required information (e.g. VAT number)

• Collects the customer’s digital signature

• Stores the signed document back into DocuWare

  
  

  The Benefits of DocuWare's Integrated Signatures:

• Start to Finish, the process is automated, eliminating repeated manual effort

• Document status can be fully tracked: sent, signed, outstanding, or overdue

• Automated reminders can be issued as needed

• Secure digital signatures improve compliance and provide robust audit trails

The solution not only removes the administrative burden but also ensures accuracy, auditability, and a far more professional experience for the client's customers.

How Digital Signatures Reduced Costs & Admin Time

Long term client Mosscare St Vincent's Housing Association had huge success with their integration, reducing admin time, improving processes and most importantly, removing travel for tenants with documents to sign. 

Enlisting digital signature technology improves the speed of auditing, provides a smoother turnaround on contract completion and reduces all associated costs.  In a Covid world where remove working is common place, they also offer convenience to your clients.

Digital signatures can be used internally or externally with suppliers and clients. They give the ability to sign multiple documents remotely utilising two-factor authentications for security.

Our digital sign services easily integrate with our document management system, creating the perfect way to manage and sign documents associated with workflows and notifications. 

This article on Housing Digital's website explains about how paperless software has saved MSV £22,000 per year.