Digital Signature Blog

Digital Signatures Enable Documents That Start Digital Stay Digital!

Removing Obstacles To The Paperless Office

Many professionals dream of a "paperless office." No paper equals no paperwork, right? For physicians the day has come where satisfying patient clinical encounters come and go without the hassle and aggravation of finding and reviewing mounds of medical records for each patient. Missing charts and misplaced labs no longer have to exist.

In the past, the percentage of revenue invested for information technology in the health care industry has been significantly less than other major industries, such as financial services. With health care being an information intensive endeavor, the complexity of the information needs, and the reluctance of some physicians in health care to adapt effectively to paperless solutions.

There are several reasons why businesses don't begin the paperless process, some of those reasons are:

It is not the way we do it.
I don’t know where to start.
It is too expensive.
It’s unreliable.
Confidentiality is compromised.
The whole world is not doing it.
It decreases productivity.

There are a variety of physicians practice management software applications that have been developed, and now there are digital signature solutions for the health care industry as well. By using a digital signature solution, you are able to cure some of the immediate challenges - improving patient care, controlling costs, meeting government regulations.

The result is streamlining and integrating your health care processes – administrative and patient-related records, documents, forms and business communications which allows you to reduce costs and increase the amount of time spent on patient care.

Digital signatures replace the paper and pen in a fast paced environment, and slow and expensive paper-based approval processes with fast, low-cost, and fully digital processes with the patient, throughout the health care industry.

Digital Signatures: The Solution for the Paperless Office

With budget reductions affecting most businesses, there is an urgent need to improve efficiency and reduce costs. One of the easiest areas to reduce costs is those associated with printing countless documents that usually have to be scanned at a later date.

The slow rollout of digital signatures—despite laws clearly establishing their parity with wet signatures—exemplifies the inefficiencies still plaguing the digital world. E-signatures are a key step in executing a document management strategy. "With an e-signature, a document can be turned around in minutes not days." No matter how good the rest of the online experience is, “anytime you need an ink signature you trip yourself up by falling into the paper mode.” Nicole Kealey, Adobe

When people think of a paperless office, they usually focus on how to store documents in a digital form. This is important, but it misses the real point of going paperless. The real benefit comes from creating  documents in way that they are digital for the entire lifetime. Once a document gets printed out, you’ve broken the paperless life cycle.

THE GREEN BOTTOM LINE

Going green is almost synonymous with going paperless. By shedding paper a business can reduce the enormous environmental and business costs associated with paper’s creation, transport and disposal. However, kicking the paper habit will not be easy. Consumers’ hearts are in the right place, but if the paperless process is inconvenient or confusing most are not going to switch. It’s up to businesses to create a digital environment that consumers want to join because it is superior to their current paper-based environment. Some institutions are already working toward this goal by more fully automating back-end processes and making better use of digital signatures.

Despite the myriad challenges faced by large institutions in today’s economic climate, it might just prove to be a perfect time for small- and medium-sized institutions to focus on green initiatives and grab market share from their competitors who have put these inniatives on the back burner. It’s an opportunity to innovate and help the environment.

Automated Document Factories vs Digital Signature Solutions

The Vicious Circle

Your output is a critical customer touch point that allows you to complete sales and communicate in a compliant manner important documents. You can’t adjust your output to respond to customer expectations and marketplace demands with an inflexible infrastructure. Manual processes can cause each stage of production—data creation, formatting, printing, finishing and mailing—to be disconnected from the next, requiring manual administration that is prone to error and inefficiency. Many organizations have output systems that lack the flexibility, scalability and resilience to adapt to changing demands. There needs to be a better way.

Many companies turned to Automated Document Facrtory solutions. Automated Document Factory (ADF) solutions are designed to be vendor-neutral, closed-loop systems that can automate and control your entire print and mail operation.

With an ADF solution you can:

* Make the best use of every dollar you spend on mailings
* Prove that every envelope is mailed with accurate customer information
* Maximize throughput and asset utilization at one or more sites with centralized management
* Improve mailroom integrity
* Lower postage costs
* Achieve comprehensive output management

Yet, this still does not solve the issue as well as a digital signature solution can. With a digital signature solution you can sign with confidence as ell as eliminate costly overhead.

SIGNiX MyDox empowers decision makers and users to access any print form, document or business communication, and approve steps in pivotal business processes in a manner that is secure, auditable and compliant.

One of the most powerful capabilities built into MyDox is the ability to easily and seamlessly capture any paper forms and documents and connect them to processes that may already be active. For users, this means they have the ability to convert paper forms to electronic forms. In situations where a wet signature is required or where federal or state government mandates require both options (paper and electronic forms) to be offered to consumers.

Business Focus
Gain valuable time and focus on customers through internal and external business process, not paper documents.

Speed
Enhance productivity and efficiency with straight-through electronic document workflow and increase speed of sales.

Security
Trusted tamper-proof documents through authentication, verification and certification.

Cost Reduction
Savings comes fast and easy with cost prevention from traditional paper where customers have calculated double-digit savings.

Profitability Improvement
Digital signatures results in attractive paybacks on the business and customer side.

Lean
Elimination of duplication of efforts, old practices and processes, the manual physical world.

Green Effect
Reduce dependency on paper through digital signatures with a green workflow, an asset that promotes corporate responsibility.

Digitaly signed documents, contracts, forms and business communications are critical to your business operations. They provide a lasting record of decisions taken by your organization and agreements with your customers, partners and suppliers. And they also can clearly demonstrate your organization’s compliance with various laws and regulations.

When moving the signing processes online, it’s imperative that your electronic records provide the same, if not greater, compliance and auditability than what you have with pen and paper or even simple click wrap e-signatures.

Going Digital Adds More To Your Budgets Bottom Line

When going paperless, the true commitment needs to come from the top.  If the principals of the company aren't serious about wanting to become proficient in digital, it's not going to happen.

One point most businesses overlook when discussing digital signature solutions, is the reality of budgets and the understanding of how going paperless can really add to a businesses return on investment. Although we are seeing more and more of a shift these days businesses are typically only getting 1/4 of the budget they used to get. Going paperless can help add more money to other budget items while increasing efficiency.

From real estate offices to health care professionals, and insurance to education, all these industries can directly benefit from going digital. Digital signatures use a form of encryption technology called Public Key Infrastructure, or PKI. Each user has a pair of keys, one public and one private. When a person sends a document, a digital signature is generated from the private key. Then the recipient “authenticates” that signature by running a verification on the document, using the public key to ensure that the two pairs of keys click together to get validated. And when this is all completed the signature and document are forever all in one, not separated anytime, like other solutions.

Different industries have different needs as do different departments. Departmental solutions are available to address human resources, customer service, and many others. Discover how your organization can benefit from a digital signature solution, and how each department within the company can optimize business communications that require signatures.

Free Report: Digital Signatures vs e-Signatures. Which is best for your company?  Download it now.

 

 

The Benefits of Going Paperless

The green businesses movement has certainly taken hold over the last decade. Until recently taking an operation wholly or partially paperless has met with varying degrees of success. many high By going paperless  a business at least in part can join the going green effort and reduce costs.
                
A business can save massive amounts of paper through electronic documentation. Energy savings are just as important and can be found by minimizing the use of print and copy machines. Supporting the green movement helps the environment and shows clients that your business cares about affecting it in a positive way.                
                
Traditionally businesses have spent countless dollars time and space maintaining paper business records.  Recently more and more business owners have cut costs and improved their operational efficiency by going paperless.  If this is something you've considered you may want to look into ways to incorporate digital signature technology to further reduce paper waste.    
                
By using esignature software or digital signatures you can now know that the documents you electronically sign are trustworthy and are an authenticated paperless transaction. Digital signatures are inserted into the document and easily travel electronically to their destination assuring the sender the signee data integrity and overall trust. Digital signature solutions can be seamlessly integrated with any business application without needing to change the existing workflow.    
                
Benefits                
                
*  Signer Authenticity                
*  Reduced Processing Time                
*  Reduced Operational Costs                
*  Security and Confidentiality for Documents and Data                
*  Enhanced Process Efficiency and Optimization                
*  Speedy Decision-making and Approval Process                
*  Non-repudiation and Integrity                
                
Digital signature software can now meet the demands of large    transaction-driven businesses that currently rely on manual or semi-automated financial and operational signing processes. Whether the signing processes are performed on a daily weekly  monthly or yearly basis digital signatures can now be trusted.    
                
Until now standard e-signature solutions have focused on low risk transactions and low volume applications. The next-generation solution delivers significant value to companies by allowing business critical applications involving important legal and financial transactions to be digitally signed as part of a fully automated electronic process.