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.

eSignature Project Presentation

889 views

Published on

Considerations for an eSignature project.

Published in: Technology
  • Be the first to comment

eSignature Project Presentation

  1. 1. Porter-Roth Associates 1 Electronic Signatures: Behind the Scenes of an eSign Project eSign ApplicationSender Signer
  2. 2. Porter-Roth Associates 2 Bud Porter-Roth Porter-Roth Associates 415-381-6217 info@erms.com http://www.erms.com @BudPR - Twitter
  3. 3. Porter-Roth Associates 3 Introduction eSign ApplicationSender Signer eSign App Storage / Archive On-premise Storage / Archive
  4. 4. Introduction As show in the graphic, eSign is actually a fairly simple concept: You create a document/contract You bring it into an eSign app and “tag” it where the signature, date, etc. goes You send it to the customer The customer signs and it is “returned” You countersign The customer gets the fully signed contract You archive it away some place But wait, there is more… Porter-Roth Associates 4
  5. 5. Porter-Roth Associates 5 Signers eSign only works via email (hyperlinks) Identify all signers who will receive eSign documents Obtain primary signer names and email addresses Obtain secondary signer names and email addresses Determine if you need an intermediary signer (someone who can forward the email) Develop use cases for each of the above
  6. 6. Porter-Roth Associates 6 Authorized Signers  Who is an “Authorized Signer (AS)”? Will need to work with each company to determine who an AS is  While obtaining names and email addresses Request verification that the names provides are authorized to sign for that business  There may be several ASs in a large company  Who is the primary AS  Should all documents go to the primary AS first?  What is the contingency plan for this?
  7. 7. Porter-Roth Associates 7 Keeping the AS List Secure For getting the AS names and emails, you may initially use an Excel spreadsheet Will this data remain in an Excel spreadsheet or will you upload it to another program or application Whether it remains in Excel or is uploaded, it must be secured as it contains PII Once completed, how will you update and maintain?
  8. 8. Porter-Roth Associates 8 Test the eSign Waters Let your customers know you will be using eSign technology Ensure that you provide ample technical and legal literature. Think about a FAQ. Determine what to do if a customer declines to participate – a use case scenario Develop best practices around answering questions from customers (do not get into the position of providing “legal advice”) If you are the Help Desk, are you prepared?
  9. 9. Porter-Roth Associates 9 Managing Your Signed Documents eSign senders receive return documents eSign applications store eSign documents in different repositories eSign applications have different ways of naming your documents Determine early in the project how you will name your documents for storage Develop a common, but accepted standard naming convention for your documents
  10. 10. Porter-Roth Associates 10 Storing On-premise or Cloud eSign applications are typically cloud- based but may offer on-premise eSign applications typically store the documents within the applications Determine early in the project where you want your permanent documents stored Cloud only, on-premise only, both
  11. 11. Reviewing The Document  Your “paper” document may not lend itself to electronic signing  After deciding on an eSign application, and getting to know it, review your paper documents to determine if changes need to be made  Look at the “Date” block or the “Signature” block  Look at check boxes, for fill-in the blank info areas  Do you require “signers” to attach documents such as a drivers license or power of attorney? How will this happen?  Do you allow “signers” to supply info at a later date?  Work through each document you will send and document each “use case” that may affect the signing procedure Porter-Roth Associates 11
  12. 12. Porter-Roth Associates 12 The Document – Part 2 Many paper documents have language around a paper-based process Do you have phrases like “Hand delivery” Do you have written on the document “Certified Mail” Do you have instructions like “Sign both copies and return with the enclosed envelope” Review all documents and be prepared to change these types of statements
  13. 13. Porter-Roth Associates 13 Potential eSign Challenges Are your documents, once signed, never changed? eSign applications typically “LOCK” a document once “executed” or completed You cannot add, delete, or change the eSign document one completed Determine early on if you will have to “amend” a signed document in any manner Changes will have to be secondary documents to the original Review the need for naming conventions
  14. 14. Porter-Roth Associates 14 U.S. Only or International? “Electronic Signature” documents are only one type of the eSign application There are actually two types: Electronic Signature Digital Signature There is ample literature to describe these to technologies but briefly: Electronic Signature – US Digital Signature - International
  15. 15. Conclusion eSign technology is proven and established eSign is legal in the U.S. but sometimes not recognized locally eSign is flexible and can meet “most” of your signing workflows eSign does require some work on your part to work with your customers eSign may require some internal changes on your part to work efficiently Porter-Roth Associates 15
  16. 16. Porter-Roth Associates 16 Conclusion & Questions Questions? info@erms.com

×