IT managers are using electronic signatures to aid their employees.
According to Forbes and Business Insider the market for electronic signatures is expected to reach over 9 billion dollars by 2023. This indicates that electronic signatures have a significant impact on the way companies organize and manage their daily operations.
While eSigning can be a great benefit to businesses, it is important that they are implemented in a process-based way that is safe, manageable, and easy to use.
IT managers need to identify ways that the internal electronic signature process can be automated, efficient, safe, and quick. Below are 5 best practices that IT managers and administrators can use to optimize electronic signature usage.
#1: IT Managers can support sales personnel by automating electronic signing for purchases
These days, electronic signatures play a significant role in sales. Electronic signatures are used for everything, from online sales to the increased use of digital sales contracts.
Purchase transactions can be approved and completed in seconds.
IT managers can support sales efforts by embedding electronic signature directly into the company's website. Customers will be able to quickly complete sales with legally binding electronic signatures.
IT managers can support their company's profits by making sales contracts digital. This allows for fast preparation, sending and signing.
#2: Establish Usage Hierarchies for Better Management
Electronic signatures will not be used in the same manner by everyone. IT administrators and managers must clearly define employee access rights and capabilities to eSigning.
You should set department- and user-level security options that allow you to control who can see what documents. This is an important security measure that will ensure your company is able to keep customer personal identifiable information (PII), safe.
It is also required to comply with industry standards.
#3: Connect and Integrate the Apps Employees and Customers Already Use
IT managers will be celebrated as heroes if they are able to connect their company's electronic signing usage with popular apps being used by employees and customers.
eSign Genie is an electronic signature software that offers tons of native integrations. It can also be easily integrated using platforms such as Zapier.
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Electronic signature users can save and store documents in the cloud with intuitive and fluid integrations. Triggers can also be created that allow for quick communication between the CRM software and electronic signature software.
#4: Ensuring security is one of the most important steps IT managers can take
When using electronic signatures, security is an important aspect to consider. Electronic signatures must be stored securely and sent with visibility controls.
IT managers should choose electronic signature software options that offer a variety of security features, such as:
- Dynamic 256-bit encryption
- Secure storage in U.S. data centres
- Signing can be tracked at all times with detailed auditing capabilities
- Signing that is tamper-proof and leak-proof
- Compliance with ESIGN/UTA requirements
- HIPAA compliance capabilities available to those who have been mandated to comply
- SOC 2 Type 2 compliance with the AICPA's 5 trust service principles and strict adherence to them
- You can customize the visibility features to control who can see your documents
#5 - Clearly Outline Company Usage & Document Storage Policies
When it comes to using and implementing electronic signatures within a company, consistency is crucial. IT managers need to work with every department to determine how and when electronic signatures should be used after eSigning is implemented into company procedures.
This can be done by incorporating electronic signature procedures into company manuals and standard operating procedures (SOPs).
Electronic signature usage also requires storage. Digital documents should be stored in a secure way for future access, just as traditional wet-ink documents would need a filing system.
Identify the location of all documents and set access guidelines and limits. You can automate the filing process to have completed documents automatically saved to cloud storage services like Google Drive.