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eSignature Project Presentation



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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 @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?