Successfully reported this slideshow.
We use your LinkedIn profile and activity data to personalize ads and to show you more relevant ads. You can change your ad preferences anytime.

[Webinar Slides] E-Signatures 101- An Introduction to Digital Transformation with Electronic Signatures

843 views

Published on

Check out these webinar slides for an overview of of the basic terminology, concepts, and laws related to electronic signatures.
Want to learn how to incorporate E-Signatures into your overall Enterprise Content Management approach? Visit: AIIM.org/ECMTraining

Published in: Technology
  • Be the first to comment

[Webinar Slides] E-Signatures 101- An Introduction to Digital Transformation with Electronic Signatures

  1. 1. Underwri(en by: Presented by: #AIIM Informa(on Is Your Most Important Asset. Learn the Skills to Manage It E-Signatures 101: An Introduc(on to Digital Transforma(on with Electronic Signatures Presented September 21, 2016 E-Signatures 101: An Introduc(on to Digital Transforma(on with Electronic Signatures An AIIM Webinar Presented September 21, 2016
  2. 2. Underwri(en by: Presented by: Richard Medina Co-founder and Principal Consultant Doculabs Aphrodite Koukoulas Marke5ng Programs Manager eSignLive™ by VASCO Host: Theresa Resek Director AIIM Today’s Speakers
  3. 3. Underwri(en by: Presented by: Richard Medina Co-founder and Principal Consultant Doculabs Introducing our Featured Speaker
  4. 4. Underwri(en by: Presented by: Agenda §  What is the difference between an electronic signature and a digital signature? §  How can you prove who e-signed? §  What legal and compliance requirements do we need to consider? §  What do signers need in order to e-sign? §  What ROI metrics have others reported? §  How do we get started? What’s the cost? What’s the effort?
  5. 5. Underwri(en by: Presented by: Electronic Signatures What – Exactly – Are Digital Signatures? 1.  Electronic Signatures §  E-signatures and variaRons 2.  DigiRzed Signatures §  Digital representaRon of handwri(en signature (e.g., CC signature on tablet) 3.  Digital Signatures §  Advanced Electronic Signatures, Open Digital Signatures, Open Signatures, X.509 Signatures §  Open, interoperable standard that confirms document integrity, signer idenRty, and intent 4.  Document EncrypRon Digital Signatures
  6. 6. Underwri(en by: Presented by: Digital Signature Requirements 1.  Open, standards-based technology 2.  Integrated with standard directory systems (AD, others) 3.  ProducRzed integraRon with: §  Desktop applicaRons §  ECM systems §  Workflow and BPM tools §  Devices §  Other applicaRons 4.  Can address both document-centric and data-centric signature applicaRons Digital Signatures Electronic Signatures SP WF SP +3P WF e.g. K2, Nintex Workflow BPM
  7. 7. Underwri(en by: Presented by: Loan Applica(on Processing Scenario (Current State) 7 ApplicationsAdjudicaitonMailRoomApplicationsProcessingGroup Incoming Application Form and Supporting Documentation (Fax) Approved? Incoming Application Form and Supporting Documentation (Mail) Enabling Technology E-mail Fax Spreadsheet E-mail Determine Processing Technician Recipient Review Account Route to Technician Manual Sorting Determine Underwriter Determine Application Type Underwriter Review of Application Applications Manager Review Wet Signature Route to Underwriter Authorized to Approve? Incoming Application Form and Supporting Documentation (E-mail) E-mail E-mail Fax E-mail Incoming Application Form and Supporting Documentation (Fax) Incoming Application Form and Supporting Documentation (Mail) Incoming Application Form and Supporting Documentation (E-mail) Incoming Application Form and Supporting Documentation (Fax) Incoming Application Form and Supporting Documentation (Mail) Incoming Application Form and Supporting Documentation (E-mail) Prepare and Deliver Documents Yes No Yes Manual Process Step Unmanaged Electronic Process Step ,(e.g. unmanaged email, fax, etc.) Managed Electronic Process Step Legend Quality Check Document(s) for legibility and sort into applications Determine Documents to Review Verify Documents are Complete
  8. 8. Underwri(en by: Presented by: 8 8 UnderwritingMailRoomApplicationsProcessingGroup Incoming Application Form and Supporting Documentation (Fax) Approved? Incoming Application Form and Supporting Documentation (Mail) Enabling Technology Capture Imaging/ECM Workflow Determine Processing Technician Recipient Route to Technician Scanning and Indexing Underwriting Review of Application Manager Review Electronic Signature Route to Underwriter Authorized to Approve? Incoming Application Form and Supporting Documentation (E-mail) Prepare and Deliver Documents Workflow automates the internal review-and-approval cycle, reducing the time to approve and enabling escalation if approval steps are not completed in pre- determined time windows. This ensures timely completion and minimizes the potential for late penalties. Processing technicians can access application form and supporting documents from the repository right from their desktops, saving time spent searching in paper file cabinets. Underwriters and managers can access supporting customer documents from the repository, saving time over searching through paper file cabinets, email folders, and share drives for corroborating documentation. The ability to find documentation has the potential to reduce the number of applications that have to be pended (and are thus more expensive to process). Imaging/ECM Workflow Imaging/ECM Workflow Imaging/ECM Workflow Imaging/ECM Workflow Workflow automatically determines appropriate Underwriting individual to receive application for approval, based on business rules or other criteria to balance workloads across available resources. Incoming faxes and their key fields are quality reviewed, indexed via OCR or manual keying, and invoice images are automatically routed to the correct processing technician (based on index data). Paper documents are scanned, quality reviewed, key fields are indexed via OCR or manual keying, and images are automatically routed to the correct processing technician (based on index data or load-balancing criteria). All applications are stored in the repository, where they are accessible online to downstream users in the loan application processing flow. All incoming applications received and processed centrally, which: · Reduces the time required to get incoming applications into the process from days to hours. · Saves time for technician or underwriting staff that formerly received applications and had to spend time determining where to route them. · Institutes a common, controlled process · Saves on shipping and courier costs, and reduces lag time Manual Process Step Unmanaged Electronic Process Step ,(e.g. unmanaged email, fax, etc.) Managed Electronic Process Step Legend Yes No Yes Quality Check Document(s) for legibility and sort into applications All documents, processes, and actions by underwriters and managers are logged and stored in the repository – and are thus accessible for review, appeals or audits. This reduces the time and cost of discovery and facilitates compliance. Review Account Determine Underwriter Determine Application Type Determine Documents to Review Verify Documents are Complete Loan Applica(on Processing Scenario (Future State)
  9. 9. Underwri(en by: Presented by: Where E-signature Fits
  10. 10. Underwri(en by: Presented by: Where E-signature Fits
  11. 11. Underwri(en by: Presented by: An Ugly But Useful ROI Calculator
  12. 12. Underwri(en by: Presented by: What’s the Hard Business Case?
  13. 13. Underwri(en by: Presented by: Simple Decision Tree for Evalua(ng Opportuni(es Start Build the data capture capability into an application Configure capture platform to process scanned forms post-signature Configure capture platform to process forms post-e-sign Develop as an online form (i.e. for online experience/data entry) Integrate e-sign capability Develop as an online form (i.e. for online experience/data entry) Is e-signature acceptable? Can we build into application? Used only for data capture (i.e. not signed)? High-volume form? High-value form? Low-value/low- volume form? Leave in current state End End End End YES NO NO YES YES YES NO YES NO NO YES
  14. 14. Underwri(en by: Presented by: How to Evaluate Opportuni(es 1.  Is the form acRve or obsolete? 2.  Does the form require a signature? Can the signature be electronic or must it be ink? 3.  Is the form purely for data collecRon, but has no signature or retenRon requirements? Could it be replaced by a data capture applicaRon? 4.  Are they low, medium, or high volume (thousands, 10ks, or >100M per year)? 5.  Is it part of a high value business process (e.g., is it part of revenue generaRng process)? 6.  Does it have a significant impact on customer experience? 7.  Does it meet branding standards? 8.  Does it meet customer/user experience standards? 9.  Is the form part of a larger set of forms or documents? Are other forms or packages involved in earlier/later steps in the process? 10.  Will the form require more indexing in the back office? Is it designed for auto-recogniRon? 11.  Does it require content validaRon upon receipt? 12.  Are there similar forms used by other business groups within your organizaRon? 13.  Is any form content common/reusable across other forms within your organizaRon?
  15. 15. Underwri(en by: Presented by: What Should Your Team Do? 1.  Be a core team of centralized resources 2.  Have enterprise scope – cross business areas 3.  Secure execuRve level support 4.  Have clear focus on forms usability, consistency, and currency 5.  Be acRon oriented – responsible for execuRon and/or implementaRon (not just standards and guidelines) 6.  Tightly align with IT for execuRon support 7.  Measure your results with regular reporRng 8.  Address the “3 lenses” of communicaRon: (your) product, compliance, and client experience Compliance Product Client
  16. 16. Underwri(en by: Presented by: Next Steps
  17. 17. Underwri(en by: Presented by: Management Consulting Objective Enterprise Content Management (ECM)
  18. 18. Underwri(en by: Presented by: Thank You! Richard Medina rmedina@doculabs.com +1-312-953-9983 www.doculabs.com
  19. 19. Underwri(en by: Presented by: Aphrodite Koukoulas Marke(ng Programs Manager eSignLive™ by VASCO Introducing our Speaker
  20. 20. Underwri(en by: Presented by: Analyst Predic(ons Forrester predicts e-signature transacRon volume to exceed 700 million transacRons in 2017 at a 53% annual growth rate Aragon Research predicts market to reach $30 billion by 2020
  21. 21. Underwri(en by: Presented by: •  New business processing •  ePolicy delivery •  eDisclosure delivery •  Online memberships •  Claims and appraisals •  Account maintenance •  Mortgage •  Disclosures •  Lending •  Credit card applicaRons •  Account openings •  Deposits and payments •  Treasury management •  Wealth management •  Internal / OperaRons Banks, Credit Unions Financial Services •  Account Opening •  RRSP •  GICs •  Mutual Funds •  Financing and retail installment contracts •  Payment processing & merchant contracts •  Internal / Legal •  HR •  Procurement •  InspecRons •  Licensing •  Field force enablement •  Supply chain management •  OperaRons •  AccounRng •  Audits Government eContrac(ng •  Vendor contracts •  Contract approval process •  Contract award noRces •  Contract modificaRons •  NDAs •  Service agreements •  Delivery order requests Healthcare/Pharma •  Purchase orders for narcoRcs / controlled substances •  Consent forms •  Clinical trials •  Lab reports Other Insurance Companies Insurance Brokers •  Real estate transacRons •  Federal tax returns •  Law firms / client files •  Outsourced accounRng •  Safety/compliance forms for truckers / transporters •  New business •  Renewals •  Endorsements •  Account openings and maintenance •  Internal (accounRng, HR) E-Signature Adop(on
  22. 22. Underwri(en by: Presented by: Why E-Signatures? •  Reduce document handling costs - faxing, scanning, imaging, courier, manual QA; storage and retrieval •  Offload paperwork from service reps; reduce reliance on knowledge workers OperaRonal efficiencies & reduce costs Lower risk with error-free transacRons •  Complete transac(on in one session – retail call center or online •  Client never has to return paperwork due to missing signatures or data •  Reduce drop-off that occurs due to process delays Be(er customer experience •  Eliminate errors and any missing data or signatures through enforced business rules •  Reduces risk of non-compliant documentaRon •  Capture detailed audit trails demonstraRng regulatory and compliance requirements
  23. 23. Underwri(en by: Presented by: E-Signature Defined Authen(cate Associate Intent A(ribute act of signing to signer §  User ID/PIN §  Email address §  Shared secret §  SMS Passcode §  Online ID Service (KBA) §  Digital CerRficate §  Graphic signature capture §  Voice •  Associate acRon to document and signature locaRon •  Embed verifiable signature data in document and secure AffirmaRve acRon with clear purpose Apply at signature locaRon for clear intent (consumers) •  Click-sign •  Type name •  Signature-capture
  24. 24. Underwri(en by: Presented by: Terminology Cheat Sheet Electronic Signature A legal concept. A way to capture a person’s intent to be legally bound by the terms of an agreement or contract. Digital Signature A mathemaRcal algorithm. A cryptographic technology used to make data tamper-evident. Iden(fica(on Verifying someone’s idenRty. Owen done through a government issued document (e.g., passport). Authen(ca(on Verifying a user’s credenRals (e.g., user name and password). Acribu(on Proving that a signature was applied by a specific user. More of a concern in face-to- face transacRons when sharing a device.
  25. 25. Underwri(en by: Presented by: Downstream Processing Archive Data Capture Doc GeneraRon E-Signed Record Hand-back Call Center In office Mobile Website In the field Where E-Signatures Fit In
  26. 26. Underwri(en by: Presented by: The E-signing Workflow • Username/pword • Email invite • SMS Text • Challenge- Response • 3rd Party ID Provider • DIGIPASS Authen(cate • On-screen • On-paper Present • Ancillary docs (e.g. drivers license) • Mandatory & OpRonal Doc Inser(on • Click-to-Sign • Click-to-IniRal • Signature Capture Sign • Text box • Checkbox • Mandatory & OpRonal Data Capture • Secure download • Email a(achment Deliver • Email • Link from Portal Access
  27. 27. Underwri(en by: Presented by: Document Security 1 digital signature per signer A digital signature and audit trail are created for each person that signs Tamper-proof Maintains the integrity of the document’s content as each person signs Detects changes Visibly invalidates the document and signatures if changes are made One-click verifica(on Audit trails are permanently embedded within documents, enabling quick verificaRon Embedded audit trail Documents are portable, no need to return to service to verify 3 signers = 3 digital signatures
  28. 28. Underwri(en by: Presented by: Reliably reproduce and prove HOW a document was signed All Ac(ons Click to sign / iniRal / accept / agree – download, save, etc. Time Stamp Log in / out, how long spent on each web page and document All Content Appearance of all web pages and documents presented to signers Audit Trails 1 million legal disputes deflected
  29. 29. Underwri(en by: Presented by: Code once. Deploy anywhere. PRIVATE CLOUD PUBLIC CLOUD ON-PREMISES U.S. Canada U.K. Germany Australia Singapore Japan Brazil Common Plakorm Common Integra(on Framework Common User Experience Enterprise E-Signature Service Bus Scalability Easily scale across mulRple lines of business – both locally and abroad Performance Maximize system performance no ma(er what deployment type Data Compliance Meet in-country data residency requirements with global data centers Cost No upfront hardware or infrastructure. Start developing in the cloud, then deploy anywhere. Deployment Op(ons
  30. 30. Underwri(en by: Presented by: Enterprise Plan Integrate with core systems and applicaRons. Fully supported web and mobile SDKs and API. Professional Plan Start e-signing in minutes using our stand-alone web service and mobile app. No IT support required. How to Get Started with E-Signatures SIGN UP FOR A FREE TRIAL OPEN A FREE SANDBOX ACCOUNT 3rd Party Connectors Drop into your favorite business applicaRons. Pre- built. And more!
  31. 31. © 2016 Silanis Technology Inc. All rights reserved. THANK YOU! QUESTIONS? APHRODITE.KOUKOULAS@ESIGNLIVE.COM SALES@ESIGNLIVE.COM Give e-signatures a try – 30-day free trial h(p://bit.ly/1phkJk0 Download our Beginner’s Guide h(p://bit.ly/2de3Txs
  32. 32. © 2016 Silanis Technology Inc. All rights reserved. Take your skills to the next level by learning best pracRces and technologies for managing content across the enterprise with AIIM’s Enterprise Content Management training course. Visit: AIIM.org/ECMTraining
  33. 33. Underwri(en by: Presented by: AIIM is the Community for Informa(on Professionals AIIM believes that informa(on is your most important asset. Learn the skills to manage it. Our mission is to improve organizaRonal performance by empowering a community of leaders commi(ed to informaRon-driven innovaRon. Learn more at www.aiim.org

×