A Secure, Efficient, and Effective Way to Do Business
Electronic signatures or eSignatures have emerged as a reliable and effective alternative to traditional signatures. Online document signing allows individuals and businesses to sign and send important documents anywhere around the globe within minutes. They offer unparalleled convenience, security, and efficiency, making them an essential tool for modern business operations.
Reasons for Signing Documents Online
There are several reasons why signing documents online has become increasingly popular.
- Convenience: Signing and sending documents online is extremely convenient as they can be done anywhere and anytime. Online document signing eliminates the need for physical signatures, printing, scanning, and mailing, saving time and resources. Additionally, online document signing can streamline workflows and improve collaboration, enabling multiple parties to sign a document simultaneously, even if present in different locations.
- Efficiency: It is also highly efficient, allowing individuals and businesses to sign and send documents quickly and easily. Online document signing platforms offer a range of tools and features, such as document templates, automatic notifications, audit trails, and reminders that can help streamline workflows and improve productivity. All these can be particularly beneficial for businesses that require frequent or large-scale document signing, such as legal firms or financial institutions.
- Security: Finally, online document signing offers enhanced security features, such as encryption and authentication, that can help protect the integrity and authenticity of signed documents. Many eSignature platforms comply with global industry standards and regulations, such as the Electronic Signatures in Global and National Commerce Act (ESIGN) in the United States and many more, and offer several security measures that add an extra layer of protection, particularly important for sensitive or confidential documents.
Laws and Regulations for Online Document Signing
There are several laws and regulations in place to establish a legal framework that enables the use of electronic signatures while ensuring their validity and enforceability.
- In the United States, the Electronic Signatures in Global and National Commerce Act (ESIGN) and the Uniform Electronic Transactions Act (UETA) establish the legal validity of electronic signatures in most transactions. ESIGN and UETA define an electronic signature as "an electronic sound, symbol, or process attached to or logically associated with a contract or other record and executed or adopted by a person intending to sign the record."
- In the European Union, the eIDAS regulation (electronic Identification, Authentication, and Trust Services) sets out a legal framework for using electronic signatures and other electronic trust services. eIDAS defines three levels of electronic signature: simple, advanced, and qualified. Advanced and Qualified electronic signatures are slightly more complex and demand higher authentication standards. They carry the same legal weight as a handwritten signature.
- Many other countries have laws and regulations governing electronic signatures. For example, Canada has the Personal Information Protection and Electronic Documents Act (PIPEDA), while Australia has the Electronic Transactions Act 1999.
While electronic signatures are legally valid in many jurisdictions, some documents may not be for electronic signage. These include wills, trusts, and certain types of powers of attorney. Additionally, some industries, such as healthcare (HIPAA) and finance (E-Lien), may have additional regulations governing electronic signature usage.
Benefits of eSigning
In addition to the convenience and efficiency of eSigning, there are several other benefits, such as:
- Increased accuracy: Electronic signatures eliminate the risk of human error, such as missing signatures or incorrect dates.
- Improved document tracking: With eSigning, you can track the progress of your document and see when it has been signed and by whom.
- Enhanced security: eSignature platforms use encryption and other security measures to protect the integrity and authenticity of signed documents.
FAQs.
How to Sign Documents Online?
Signing documents online can be done in a couple of simple steps.
- Take the time to research and select a reputable and user-friendly eSignature platform.
- Upload the document to be signed directly from your computer, cloud storage service, or email. A few other tools have integrations with primary email services to skip the process of downloading and uploading files.
- Add your signature by following the instructions provided by the eSignature platform. You can use your mouse, stylus, or touchscreen to sign the document, and most platforms allow you to customize the appearance of your signature.
- Once you have signed the document, reserve a copy for your records and send it back to the sender via the eSignature platform.
Is online document signing free?
Online document signing can come at a cost, although some providers may offer limited free plans. These plans may provide basic functionality, such as signing and sending a limited number of documents in a month. However, to access more advanced features, a subscription may be required. Similarly, for increased usage, there may also be a per-document fee for the users.
Paid plans often come with additional features, such as document tracking, audit trails, and the ability to customize branding and templates. Enterprise-level schemes may also be available for larger organizations with more advanced needs. Thus, choose a tool that fits all the requirements without exceeding the budget.
Can I send signed documents for free online?
Yes, you can send documents that you have signed for free online using certain service providers. However, there may be costs associated with the electronic signature service itself. Free plans typically have limited functionality and may only allow you to sign and send a certain number of documents per month.
Is it secure to sign documents online?
Yes, online document signing can be secure when proper security measures are in place. Reputable service providers use encryption technology and other security measures to ensure the integrity and confidentiality of signed documents.
Electronic signatures are also subject to various laws and regulations, such as the Electronic Signatures in Global and National Commerce (ESIGN) Act and the Uniform Electronic Transactions Act (UETA), which help to ensure their validity and enforceability.
Regardless, it is substantial for businesses to carefully evaluate their chosen service provider's security measures and compliance with relevant laws and regulations to ensure the security of their signed documents.
Are eSignatures legal?
Yes, eSignatures are legal in most countries, including the United States and the European Union. Note that there are laws and regulations governing eSignatures, and not all eSignature platforms may be compliant with all these laws. So choose an eSignature platform that is law-abiding in your jurisdiction and offers the necessary security features to protect your documents. Additionally, consult with legal counsel before implementing eSignatures in your business operations to ensure compliance with applicable laws and regulations.
