When you state that you are moving away from traditional, paper-based document management practices, you send signals to the rest of the world that you are progressing for speed, efficiency, accuracy, document safety, and security. Companies, industries, and individuals can’t stick to conventional digital document management practices in the fast-paced digital world because they must keep pace with the technological advancements today. No organization is allowed to ignore these changes.
How is digital document management different from paper-based document management?
The invention of paper was a revolution in the annals of human history that drastically impacted our communication practices. Humanity could move away from non-verbal and verbal communication practices to paper-based communication. Concepts like “nation.”. Nationality, nationalism, culture, and civilizations started spreading to the wider public with the advent of the printing press, which promoted paper-based digital document management practices.
The advent of the digital era expects organizations and individuals to react quickly to any occasion, and companies can’t afford to wait for ages to complete a document transaction following manual practices. Documents are quite an essential part of operations in this modern era, and companies routinely transact a wide variety of documents on any given day.
Understanding eSignature is your first step:
Before stepping into digital document management practices, it is essential to understand the significance of electronic signature software, which transformed the way companies create documents and conclude deals in the digital era.
Your eSignature reflects your identity:
Prior to widespread eSignature adoption, companies were spending several hours manually preparing paper-based “tender” documents, “business agreements,” contract” agreements, NDA documents, and more. Electronic signature software transformed the way companies interact with employees, competitors, and other agencies like governments and regulatory authorities. Digital signature platforms have transformed the whole scenario.
Hod Digital signature platforms promote “Ease of Doing Business":
Digital transformation is one of the most influential factors of the early 2020s, when the massive eruption of the COVID pandemic forced companies to step away from conventional document signing that demands the physical presence of ‘Signers’. The software as a service (SaaS) platform emerged to the forefront, allowing companies to complete document transactions from a unified platform that offers multiple services such as document creation, preserving pre-defined templates, customization, quick and easy document sharing methods, and remote signing of documents with a ‘digital signature’.
How can companies take their document management practices to the next level with the help of eSigns?
Organizations can create documents effortlessly by simply dragging varied fields available in the platform. Companies can create custom documents by setting these fields as per the business expectations.
Digital signature platforms provide ample scope to store documents in a digital repository safely, facilitating companies to retrieve, archive, and preserve them in a safe location.
Organizations can find multiple document-sharing options on eSignature platforms such as ‘Bulksend’, ‘GetLink’, and ‘Workflow’. They can share documents with anonymous customers using 'GetLink'; they can create workflows to wrap multiple documents for instant sharing; and Bulksend is helpful in dispensing documents to many users in one go.
Document forgery is one of the key challenges of manual document transactions, and organizations can overcome this challenge with the help of digital signatures, which are free from document tampering. Electronic signature software takes every measure to ensure document safety by adhering to norms such as two-step authentication, digital seal, and digital signature. While two-step user authentication verifies user identity, the digital seal and digital signature practices that the platform offers turn the document tamperproof by issuing a certificate stating the author and signer details.
Organizations can build a world-class digital ecosystem by switching to a digital document management system that automates their daily document management routine. Electronic signature platforms can be integrated quickly with the existing operational systems to manage workflow. Companies need not waste productive employee hours in searching files, documents, and recreation of agreements multiple times. A digital document system offers predefined templates for companies to customize to meet emerging market or business needs.
Cloud-based eSignature platforms are capable of withstanding agile market situations and allow companies to react to emerging client needs instantly. Digital signature platforms are highly adaptable to any hardware or device the user intends to access. Above all, digital signature tools allow companies and their multiple stakeholders to track document status and access them remotely.
Companies can edit PDF documents online and share them quickly with the intended users, specifying fields for multiple signers. When a company shares a workflow, consisting of agreements or business deals with multiple stakeholders, the eSignature platform allows users to access documents in the order of priority for signing. Companies can set hierarchies by specifying the first signer, followed by the successive signatories.
The eSigns is not just software; it is a service provider as well. The SaaS platforms are highly collaborative with exceptional cross-communication channels, facilitating effective interaction within and outside the company. Companies can interact seamlessly with external and internal stakeholders at a time using digital document management systems.
A digital signature is legally valid across the globe, as several countries have enacted laws to protect users from document tampering. Companies, irrespective of their size, can switch to digital signature platforms because they are very flexible to operate in the cloud or on-premises.
Final thoughts:
The eSigns enhances the document management abilities of companies with its advanced features. AI-enabled digital signature software helps companies take their document management abilities to the next level with the enhanced speed and agility of the SaaS platforms. Apart from providing document safety, electronic signature tools comply with global legal norms, making them valid across the economies of the globe. Finally, digital document management systems help companies optimize resources as they are cost-effective. Explore our previous article for more on how companies can take their document management abilities to the next level by clicking here. For more informative blogs visit our blog page.
