eSignature Project Presentation
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Transcript of eSignature Project Presentation
Porter-Roth Associates 1
Electronic Signatures:
Behind the Scenes
of an eSign Project
eSign
Application Sender Signer
Porter-Roth Associates 2
Bud Porter-Roth
Porter-Roth Associates
415-381-6217
http://www.erms.com
@BudPR - Twitter
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Introduction
eSign
Application Sender Signer
eSign App
Storage /
Archive
On-premise
Storage /
Archive
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…
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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
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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?
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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?
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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?
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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
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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
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
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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
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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
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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
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
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Conclusion & Questions
Questions?