Regardless of the industry, IT managers have the same important role: They develop, implement and maintain the IT resources a company uses to support its employees, increase productivity and maximize profits. This is achieved primarily through software tools design to help companies improve and streamline their business operations.

IT managers are increasingly using electronic signatures to support their teams. According to Forbes and Business Insider, the electronic signature market is expected to grow to over $ 9 billion by the end of 2023, suggesting that electronic signatures have a significant impact on the way businesses conduct their day-to-day affairs and operations handle organizational processes.

While electronic signatures are an essential business asset, they must be implement in a way that supports the workflow – secure, easy to manage, and easy to use. It is important for IT managers to find ways in which internal e-signature processes can be automated, run smoothly and securely, and enable rapid implementation. Below we present 5 best practices for IT managers and executives who guide and optimize electronic signatures.

Automate your digital signature online

IT managers can help sales reps with procurement by automating electronic signatures.

Electronic signatures play an important role in sales today. Thanks to electronic signatures, with the increasing use of online sales through digital sales contracts, purchase transactions can be approved and completed in seconds.

Create a usage hierarchy for better management

Not every company uses electronic signatures in the same way, and not everyone needs the same permissions. It is essential that IT managers and administrators clearly define the roles and options for employees to access electronic signatures. Make sure you set up user and department-level security options to control who can see documents and which documents can see them. This is an important security step to ensure that your company can keep users’ data (PII) safe for your customers, which is often a requirement for industry compliance.

IT managers are sure to be hailed as heroes if they can combine eSignatures in their organization with popular applications used by employees and customers. Electronic signature software, such as DocSignPro, has many native integrations and can be integrate through platforms such as Zapier with a few simple clicks.

With the insightful and fluid integration, digital signature online users can save and retain complete documents for easy access, set up triggers for quick communication and action between CRM software and e-signature software, and much more!

One of the most important steps an IT manager can take is ensuring security.

Security is one of the most important factors to consider when using electronic signatures. Sign documents must be securely store and sent, and visibility controls should be strictly enforce. IT managers should only choose electronic signature software options that offer various options and include security features like these.

• Dynamic 256-bit encryption
• Secure storage in a trusted US data center
• Detailed auditing functions so that signatures can be monitor at any time
• Tamper-proof and forgery-proof signatures
• Full compliance with ESIGN and UETA
• HIPAA compliant features for those who are require to comply
• Compliance with SOC 2 Type 2 and strict adherence to the 5 Trusted Services Principles of the AICPA

Retention of documents is set out.

When introducing and using electronic signatures in a company, consistency is crucial. IT managers should work with each department to determine how and when to use electronic signatures when introducing electronic signatures into business processes. One of the easiest ways is to include electronic signature procedures in the company manual or standard operating procedures (SOPs).

Integrate Digital signature online in business in different ways:

1. Customer admission form.

Acquiring new customers is an essential and essential part of any small business, regardless of the industry. Digital forms and papers can be sent directly to customers via email and sign and fill out anywhere, anytime. With electronic signatures, managers and employees can quickly and easily fill out the papers require for new customers. So that the customer base can grow quickly and efficiently.

2. Orders. 

By using digital signature online apps, small business owners and managers can approve the materials they need and purchase from suppliers. With digital orders, the required information, including payment details, can be created quickly and transmit quickly, easily, and securely between buyer and supplier.

3. Confidentiality Agreements (NDAs). 

Non-Disclosure Agreements (NDAs) are a standard legal form regularly enter into between small businesses and other companies or individuals. NDAs are essential agreements that protect certain information between the parties. Because NDAs are often an important step that must be complete before an agreement can move forward, they need to be complete quickly. Electronic signatures allow both parties to digitally sign NDAs to be fill out quickly and easily save for future reference.

4. Employment contracts. 

New employees and contractors are on the way to being hire. Has never been simpler than using electronic signatures. By digitizing the process, employers can email new or update employment, create customized contracts to their employees in seconds, and receive the complete and signed papers immediately. In addition, those responsible for human resources can use a detailed test protocol to understand the status of the contract.

5. Legal agreements. 

Electronic signatures enable small businesses to create and fill out legal agreements between parties that can be use in court. Because electronic signatures are legally binding in many cases. They provide owners and administrators with an easy way to create agreements such as letters of intent, loan agreements, real estate agreements, contractual terms, confidentiality agreements, and much more.

6. Sales orders. 

By implementing electronic signatures into their sales processes, small businesses can quickly navigate, streamline, and complete sales orders, supporting profitable growth and an ever-growing customer base. Customers can conveniently sign and approve purchases from any location and with any device.

7. Tax returns. 

Filing taxes on time is one of the most critical deadlines that small business accounting departments must meet. With the tax office now accepting many digital and electronically sign tax forms. This software tool can be an accountant’s best friend when it comes to making sure everything is submit on time.

8. HIPAA data protection forms. 

Implementing and complying with HIPAA data protection regulations is a priority for small private healthcare facilities – not just for themselves but also for their patients. Using an electronic signature Online solution that is secure and compliant with HIPAA laws, such as B. DocSignPro, enables doctors and healthcare professionals to upload essential documents such as B. HIPAA data protection forms to capture quickly. In addition, patients can confidently provide their Personal Health Information (PHI) and trust that it is safe.

9. Financial forms. 

For small business owners looking for financing or customers looking to enter into new financial contracts. Because the best online signature app offers the ability to fill out financial forms quickly and efficiently while complying with all FINRA guidelines.

10. Regulatory Compliance Forms. 

For many small businesses, complying with industry regulations is an integral part of everyday work. By using a software solution for electronic signatures such as DocsignPro, companies can ensure compliance with regulations and documents such as ESIGN, UETA, HIPAA, FINRA, FERPA, 21 CFR Part 11, and many more.

Summary

By embedding digital signature online right on their company’s website, IT managers can effectively support sales by enabling customers to complete sales with a legally binding E-signature app quickly. Digitizing sales contracts, creating quick mail, and signing them is also an excellent way for IT managers to support their company’s profitability goals.