The Online Digital Signature Way

A Digital Signature Blog


Month List

March 21, 2017

Independent verification of signed documents is so important.  We know it is one of the key reasons people choose Secured Signing. It is the reason Secured Signing uses a personal PKI digital signature for every document signed. The signed document contains everything needed to verify the document is authentic and reliable. We don’t need to keep a copy of your document so we don’t.

But accidents happen and on occasions people can forget to save their signed document somewhere safe. Secured Signing now provides the option to keep an online or cloud based archive of all signed documents.

It’s your choice to enable the cloud archive option. In My Settings it is simply a case of turning on the cloud storage option.  For enterprise accounts you can choose to enable cloud storage for all accounts or just some.

With cloud storage enabled, when the singing process is complete and the document is removed from Secured Signing, a copy will be saved to the cloud. We use a specialised service provider for the storage and documents are held in an encrypted format for peace of mind.

The My Documents page provides a complete history of all the document you have added to Secured Signing. It shows you a summary for each document and the option to display the log or audit trail for each document. If you enable cloud storage, you will also be able view the signed document.

The optional cloud storage service is offered to Secured Signing customers at no additional cost.

Another great option to ensure you never lose a signed document is to setup a default completion recipient. Adding your records team as the default completion recipient means that Secured Signing will send them a copy of all signed documents automatically without you having to remember. You may also be able to use the email address for your recordkeeping system as the completion recipient.

Til next time,

Cheers John


General

June 23, 2016,

There are many, many people who love the simplicity and speed of Secured Signing just as it is.  For quite a few of our business customers though, they are seeing even greater time saving and convenience by integrating Secured Signing to their core software system. This post explores the myriad of ways you can integrate Secured Signing to the software you use all day, every day.

The first and simplest option is using Smart Tags. If the documents you sign with Secured Signing are generated from your core system, why not take a few minutes and modify the template so those documents become Secured Signing ready. The Smart Tag documents your system generates can be added to Secured Signing in batches without any need to position signatures.  It’s a great time saver!

A Smart Tag is simply some text within the document that Secured Signing recognises as a marker for where a signature should appear and who needs to sign. Check out the Smart Tag demonstration videos in the How It works part of the website - http://www.securedsigning.com.au/support/demo-videos.

Another popular integration is completely avoiding the time suck and boredom of data entry by plugging Secured Signing’s Form Direct into your core business software. This also means your data is free of keying errors and updates are processed without delay.

If you’ve used Secured Signing Forms, you know they are great for enforcing mandatory items and making sure you have a complete form filled and signed the first time - all with no paper!  Form Direct provides additional capabilities like dynamic form elements that hide questions most people don’t need to answer, as well as data validation and lookup.

Did you know, that as well as a signed form, Secured Signing Form Direct can also return the data entered into the form. For some customers we supply the form data as a file they can use with an existing upload process in their software. For other customers, we write the data directly into their system to create and update records automatically - no data entry!

And finally, the pièce de résistance - the Secured Signing application programming interface or API!  Closely integrating your core software system with Secured Signing gives you access to the full range of online signing capabilities without leaving the system you use day in, day out for maximum convenience.

Check out the Connectors page to see if an existing integration is available for the software you use. If not, get in touch and we can start the conversation about your needs and the integration capabilities of your system.  If you are a developer looking to extend your system with secure PKI digital signatures, check out the resources on our Developer page - https://www.securedsigning.com/developer/api-documentation

Till next time,

Cheers

John



General

May 3, 2016

In my opinion, eSignatures are easily the most innovative, efficient and cost-effective method of digitally signing online documents – everything from PDFs through to Word files. The wonder of these digital signature solutions is that they can attest to the validity and authenticity of both online and offline forms across industries that include the insurance, real estate, education, and local government sectors, as well as many others. A SaaS platform enables number of parties to sign legally binding digital papers such as application forms and corporate invitations in a mere matter of seconds: this significantly cuts down on 'administrative busywork' – something I'm sure no-one enjoys doing.

By using the latest in PKI technology, eSignatures offer users secure and easy-to-use solutions that digitally link a signatory to their signature. This guarantees total accountability for every document signed. Specialised cryptographic processing accurately detects any changes made to a signed document, effectively maintaining its data integrity. The beauty is: documents and their digital signatures can be authenticated and signed through online cloud-based services from a home or office computer.

This proves especially useful when it comes to working with the highly sensitive material of finance and legal firms. Through the use of secure and traceable encoding, the signing of extensive online documents by multiple parties is efficiently streamlined into a simple, almost instantaneous process. This advanced technology effectively boosts a business's administrative functioning by cutting down the number of clerical errors and reducing the amount of time spent on notarising vast stacks of work – not to mention serving as an eco-friendly way of quickly signing papers from anywhere in the world. As well as allowing users to sign numerous, verified forms in seconds – be it a loan application, leasing agreement, or follow-up transaction – eSignatures also make it easy to manage a traceable yet paperless archive for stress-free auditing. Ultimately, the benefits of using digital signature solutions are exhaustive – who wouldn't choose increased productivity over ineffectual labour?

Til next time!

Cheers

John


General

March 31, 2016

You may have seen the news item recently that nearly half of our current jobs will be replaced by technology. It’s been a recurring lament since the first labourer was replaced by a steam engine.  At a personal level, the rapid transformation of the economy and work is certainly challenging but, from enough distance, there are jobs that no one misses.I doubt anyone who used to collect night soil buckets regrets sewerage systems replacing outside toilets.

The word ‘computer’ used to be a job title, not a name for a device. Before electronic computers, there were people whose whole career was manually calculating tables that were used by other trades and professions. Ships were literally lost due to errors in the manually created log tables used by their navigators.

Considering this broader sweep of history, I don’t feel bad about my personal campaign to make data entry jobs redundant. When our only option was paper forms, someone manually entering data from those forms into software systems was a necessary evil. There are now better options.

Many organisations have made a sort of dead end progress with electronic forms that can be completed on screen but then have to be printed to be signed and sent back. Considering someone still needs to manually re-key what has already been typed into the electronic form, it’s not really much progress. What is needed is proper online forms, integrated to our software systems.

Form Direct solutions from Secured Signing can be filled in and signed on any device using a plain web browser. Mandatory fields are enforced and data is validated as it is entered, ensuring forms are complete and correct the first time. The completed and digitally signed PDF of the form sorts out your compliance and record keeping obligations. But the game changer is you also get the data that was entered into the form. This can be supplied as a file that is uploaded to your system or, better yet, we can call your software in real time and load the data directly.

Posting the data entered into your online forms directly into your core business systems not only saves duplication of effort, it improves the quality of your data.

Do your bit to get a data entry person a better job! Get rid of your paper forms and fillable PDFs.  Get some proper online forms that give you a digitally signed record and post data directly into your core business system.

Til next time!

Cheers

John


General

March 3, 2016

Each time I install some new software I am asked to sign to agree to the software licence for that product. To do this, I click on the box that says “I Agree”. If you have read that last sentence carefully you may be thinking that clicking a box is not ‘signing’ a document. Surely there needs to be some process that mimics a physical signature on a piece of paper?

Not at all! Most countries now have some sort of legislation that recognises business will be transacted electronically. In Australia and New Zealand this is the Electronic Transactions Act.  The legislation lays down the requirements for valid e-signatures. These include being able to demonstrate the identity of the signer and demonstrating their intent. The other test is that the method used to sign the document is “as reliable as appropriate for the purpose”.

There is no need for any process that looks like a traditional signature. So, a tick box is a legal signature. With your software licence there is no option to do anything but agree to the standard document. For this case, a tick box is likely to be as reliable as appropriate for the purpose.

Beyond these absolutely standardised documents, the trick is knowing what you are agreeing to.

The Western Australian courts recently found that a series of email messages constituted a legally binding contract. No tick box in sight, just the send button - repeatedly. Of course it took a court case or two, and who knows how much money to get an understanding that there was a contract and what was agreed.

To avoid this complication in your life there is a better alternative. Signing electronic documents online using a PKI based digital signature gives everybody a crystal clear understanding of who is agreeing to what.

A digitally signed electronic document is better than a tick box, or a simple electronic signature, in two important ways.

The first is that the signature is tied to the document content. If anything changes in the document, the signature is no longer valid. This is usually checked every time the document is opened. The second is that the digital signature creates an irrevocable link between the signer and the document. The signature cannot be forged nor copied to another document.

In these ways, the PKI based digital signature is as reliable as appropriate for any circumstance. If it’s important enough to sign, then anything other than a true digital signature isn’t good enough.

Secured Signing allows you to sign, or invite someone to sign, your document or form with a personal PKI digital signature for the price of a stamp. Register for a free account and securely sign your first electronic document now.

Till next time

Cheers

John


General