Digital signatures have now become commonplace among businesses across the globe. The Organizations that have not yet implemented digital signing also wish to go electronic with signing the documents, but have doubts about its legal acceptance, security and costs. They are not sure if it is easy to implement and use.
Here are some reasons why companies should adopt digital signatures and clarifications of their doubts:
- Efficient, time saving:
Instead of printing, signing and physically transporting paper documents, you can just click to sign and mail the documents. This saves a lot of time as well as efforts that are needed in the physical paper based processes. A digitally signed document can be stored efficiently and retrieved easily. Physical storage of files is tedious task, the documents may get lost or destroyed and may take time to retrieve later.
- Cost effective:
Printing and shipping documents is expensive compared to using digital signatures on electronic documents. Digitally signing of electronic documents helps you to simply transfer the files electronically, saving the costs incurred in printing, transporting and storing the physical documents. Though initial investment in signing software and DSC may be higher, it is very cost effective in the long run.
- Better customer experience:
Faster delivery of documents reduces the time required for organizational processes significantly and enhances customer experience. Customers these days prefer online processes and electronic files. By implementing digital signing, users can also track when document was signed with the audit trails and time-stamps.
- Environment friendly:
By adopting digital signatures you achieve the last mile required to go completely paperless. Electronic processes save paper and help Organizations to go green.
- Legal Acceptance:
Digital signature is a digital equivalent of a handwritten signature. Countries having signature legislations provide digital signatures the same validity as the handwritten signatures. PKI based Digital signatures are legally acceptable in most countries.
- Security:
Digital signatures are more secure than physical signatures. Digital signatures use cryptographic algorithms and cannot be replicated, unlike the physical signatures that can be forged or copied. The digitally signed document cannot be changed without detection as it renders the signature invalid if any change is made to the document post signing. Also, Digital signatures ensure authentication, since they require digital certificates that are issued by a trusted third party, it unquestionably identifies the person as who he claims to be.
- Implementation and ease of use:
Initial setup and implementation of digital signatures might seem cumbersome and costly affair in the beginning but it provides good returns on investments. The convenience of signing documents electronically along with features like bulk signing, signing and mailing, password protection etc provides a lot benefits and ease of use.
Organizations across the globe have adopted digital signing for these reasons. It’s high time others also take up this green alternative.
