Electronic signatures are widely recognized as a necessity for modern organizations.
According to Association for Information and Image Management (AIIM) research:
- Authorization signatures are considered essential or very important for 84% of responding organizations.
- At least 70% see this as a regulatory compliance requirement while 63% cite legal concerns. 49% need signatures from people outside the organization.
- Nearly half of all respondents indicate a third or more of the documents they print are for the sole purpose of adding signatures.
With DocuWare, the process of obtaining, receiving and archiving electronically signed documents can be made part of a workflow. The document is sent directly from the workflow to an external signature provider such as ValidatedID. Once an individual’s identity has been verified, the signer is automatically notified by email that a document is ready for signing as part of a DocuWare workflow. Then the signed document is sent back to into DocuWare where the document and its index data are updated, and the workflow continues.
Setup is an easy, one-time only process - customers simply contact their Authorized DocuWare Partner (ADP) or their Regional Sales Director at DocuWare, to register their business with Validated ID. Customers work with their ADP to select the type of signature service that best fits their business. Pricing options range from a flat fee, an annual package, or a fee based on usage.
|The Advantages of Adopting Electronic Signatures|
|1. Tighter Security
|2. Easier Compliance:
|3. More Efficient Workflow:
|4. Mobile Access
|5. Cost Savings from Less Paper Use:
6. Space Savings
The range of electronic signatures that this new integration with ValidatedID offers
The type of electronic signature your organization chooses to implement varies according to whether signers visit your location in-person; what type of device they will be using for access; and the level of security needed.
Validated ID’s VIDsigner offers the following options:
Remote: For use anytime, anywhere. When a document is sent to ValidatedID in a workflow, the responsible employee receives a message and releases the signature from a smartphone, for example, using an SMS code. To ensure security, a double validation is performed via e-mail and a One Time Password (OTP) which is sent to the signer and enables them to confirm their identity.
Biometric: For face-to-face situations. Biometric signatures are handwritten electronically on tablets that can record the speed, angle and pressure applied by the signer. The biometrics are based on International Organization for Standardization (ISO) requirements.
ValidatedID’s VIDsigner encrypts biometric data and embeds it into the document, using a public key whose counterpart (private key) is stored in a notary’s office. In addition, to guarantee the integrity of the document, a timestamp and a one-time use digital certificate are used.
Centralized: A digital certificate stored in the cloud. Used via any tablet, smartphone or PC. With the centralization of keys and digital certificates, the complex generation of certificates is delegated to the service provider. The user simply authenticates through ValidatedID to sign his or her pending documents. Users can access ValidatedID from a smartphone app or or a web page via their PC, laptop or tablet. The centralized model provides the highest level of security and the most options for accessing the system.
In a report overview, Fortune Business Insights notes that, “Digital market growth is driven by the growing use of digital signatures to eliminate fraud, encourage technological innovations, and improve data integrity, scalability and transparency.” These concerns are shared by any organization that executes contracts, administers employee benefits, or works with vendors and in many other situations.
Find out more about DocuWare’s electronic signature capabilities.
Joan Honig is Marketing Content Manager at DocuWare.