There is no doubt: the acceptance of the digital signature is unstoppable. The latest market report produce by Report Buyer for Business Insider says about this technology: “The international digital signature market is expect to reach 9,000 million euros by 2023, mainly due to the increase security in organizations, the growing interest by governments to eliminate paperwork and the increasing importance attach to e-commerce and online transactions around the world with the best online signature apps“.
This increasing spread of the digital signature is relate to the idea of the office as a room without papers. While this may seem like an oxymoron, the truth is that it’s an idea we’re already familiar with.
Just do a three-minute search on Google to find news about paperless spaces: The Dubai government plans to get rid of paper altogether by 2021, Australia’s real estate industry plans to conduct all transactions online by 2019, and the city of Austin, USA, is already doing business first steps to become a paperless church.
Given this data, the question is not whether offices will go paperless, but when they will. No use of paper now.
An essential part of the story
In the course of history, the paper has accompanied us in various functions. The most important of these has been the conveyance of cultural, legal and administrative content in a durable material that is cheap and easy to develop and use.
Since its invention in China in 200 BC. Chr. Paper is an indispensable tool in our world. The appearance of Gutenberg’s printing press in the fifteenth century also enable the mass transmission of all kinds of information on this material, especially for the emerging bourgeois class who needed an adequate means of keeping their books of account in writing. We must remember that up until that time in Europe, parchments made from animal skin were used, which implied that the manufacture of books was scarce and expensive.
The gradual introduction of paper to the Old Continent is also relate to events such as the Industrial Revolution, which from the nineteenth century made it possible to manufacture this material on a large scale using cellulose (derived from wood) for various purposes.
At the end of the 1980s, the debate began about the need to introduce an efficient recycling system for waste, including paper. However, it was not until the decade of the 1990s that legislation began to be pass on it. Today it is believe that there are three types of paper that can be use as a raw material for recycling: milling, pre-consumer waste, and post-consumer waste.
Why this paperless trend?
While it seems that the terms “paper” and “office” are inevitably linked to the point that they are inextricably linked, the truth is that with the digitization of organizations there is a turnaround that is becoming increasingly acute.
There are several reasons for this development:
The economic savings
The physical documents must be print, copy, sent to the recipient for signature, store and, if necessary, destroy. This is associate with a considerable financial outlay.
Better organization of documents
The files are useful, but they take up more and more space; there is also the risk of some documents being misplace or lost, with the various consequences this can have for the organization.
Greater agility in closing transactions, contracts, and agreements
Digitization allows you to perform various operations more conveniently and quickly, regardless of the distance. This saves a lot of time that can be use for other tasks to improve productivity in an organization.
The massive use of paper has an enormous ecological impact due to the so-called carbon footprint (the gases that cause the greenhouse effect). Therefore, the reduction in paper consumption will result in less pollution.
10 Ways in which the best inline signature app can help you go paperless
There are 10 simple things to consider when choosing an E-signature online app (standard electronic signature) solution for your business. While not all of them are obvious, they are critical factors in the smooth implementation, management, and use of such a system, affecting every aspect of your business processes. To ensure a low total cost of ownership (TCO) and a quick return on investment (ROI) for your digital signature solution, read on.
1. Sealed Documents
The document is well protect with the help of a proper Public key and it is encrypt. This means you guys don’t have to wait for the pin. You can use digital signature online pdf files for direct emails.
Tip: Only digital signatures base on Public Key Infrastructure (PKI) technology can really seal a document. Any other type of solution can easily be forget.
2. Multiple Application Support
Many electronic signature Online solutions only support PDF and Word applications, which may be sufficient for some. However, if your company needs to digitally sign in additional programs such as Excel, AutoCAD, and web applications, this type of solution will not meet your needs.
Tip: Make sure that the applications you plan to sign in to your organization are support by the solution you choose.
3. Graphic Signatures
Of the standard applications that have the digital signature capability, almost all lack support for graphic signatures. This is a major shortcoming. Graphic signatures ensure that the signature is visually perceptible and has a psychological effect: The signatory can be certain that he has sign the document and that it is legally compliant.
Tip: Sometimes different graphic signatures are required (e.g. initials, full signature). Make sure your solution has this capability.
4. Multiple signatures
Many digital signature solutions do not allow the document to be change once a signature has been apply. This is good in terms of sealing the document, but problematic when the technology also prevents additional users from adding their require signatures to the document.
Tip: If your company requires multiple people to digitally sign a document, make sure your solution offers this feature.
5. Zero IT Management
Be aware that the time it takes to deploy a system is usually lengthy and resource-intensive. IT staff can spend weeks managing the select digital signature solution. On the other hand, the company may choose to hire an extra man to manage the task or implement a help desk just to ensure that users can digitally sign their documents. The costs can skyrocket.
Tip: Make sure that your solution is up and running the moment it is deploy on your network and that it has zero management requirements on your checklist.
Each regulation has its own specific requirements for electronic documents. For example, FDA regulation 21 CFR Part 11 for the pharmaceutical market has numerous requirements that most digital signature solutions do not meet.
Tip: Review the regulations for your industry and make sure the solution covers all of these needs.
7. Transportability (can be checked worldwide)
Would you like your customers or partners to be able to validate files that you have electronically signed? This seemingly trivial task is not that trivial after all. Not every digital signature can be transport outside of your organization. In fact, digital signature technology isn’t always embedded in your document.
Tip: Make sure that your documents can be validated by external users without them having to install a third-party application.
8. Seamless user registration
Implementing your digital signature solution needs to be as simple as possible. Make sure your organization can start digitally signing documents as soon as the solution is deploy, without having to log in to a “wizard” or contact IT for assistance.
Tip: Make sure your solution is able to automatically and seamlessly update user profiles from the company’s user directory.
9. Easy to Use
Make sure you choose a system that is easy to use. You don’t want staff to have to run a wizard when they A) load the signature application onto their PC and then B) every time they want to sign a document. The involvement of IT staff should be kept to a minimum. You can get Customized and Standard E-Signature with these apps.
Tip: A single click should be enough to ensure that your document is seal and legally compliant.
10. Total Cost of Ownership
Not everyone takes the TCO into account when purchasing a digital signature solution. However, to ensure you don’t overpay in the long run, consider the following costs: initial product cost, deployment, help desk, digital certificates (which may be a yearly recurring cost), and developing support for the application you are using will sign.
Tip: Never go for those signature apps that cost you more. The best online signature app will cut down your expenses as well.