Underwritten by: Information Is Your Most Important Asset. Learn the Skills to Manage It E-Signing in Europe: Find New Ways to Use eSignatures Presented 6 October, 2016 E - Signing in Europe: Find New Ways to Use eSignatures An AIIM Webinar presented 6th October, 2016
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AIIM-Webinar E-Signatures in Europe - E-Signing in Europe: Find New Ways to Use eSignatures
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Underwritten by:
#AIIMInformation Is Your Most Important Asset. Learn the Skills to Manage It
E-Signing in Europe: Find New Ways to Use eSignatures Presented 6 October, 2016 E-Signing in Europe:
Find New Ways to Use eSignaturesAn AIIM Webinar presented 6th October, 2016
Underwritten by:
AIIM is the Community for Information Professionals
AIIM believes that information is your most important asset.
Learn the skills to manage it.
Our mission is to improve organizational performance by empowering a
community of leaders committed to information-driven innovation.
User adoption is driven by perception of process trustworthiness (seucrity) and ease of use (convenience). Often underrated: Psychological (emotional / social) challenges and risk of existing paper based proceses.
Acquire, retain and grow customers
Streamline operations to be more cost effective and compliant
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The Survey Says!
Which of the following would describe your office or typical offices in your organization? (Check all that apply)
Globally, 65% are still signing on
paper
In Europe, this is true of 53%
Source: AIIM Industry Watch: Paper-Free 2016 – Are We There Yet?
0% 10% 20% 30% 40% 50% 60% 70%
Contracts, orders, booking forms, etc., are signed on…
We regularly scan documents, but mostly for archive
Piled high with paper and paper processes
Most of our important stuff is referenced and filed as…
Our MFPs are used more for copying than scanning
Faxes and PDF invoices are printed out before…
We run a clear-desk, mostly paper-free office
We have a digital mailroom, so mail is delivered pre-…
Other
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The Survey Says!
Why do you think there is still paper in so many of your business processes? (Max THREE)
Globally, 30% cite physical signatures as a requirement
In Europe, it is 35%
Source: AIIM Industry Watch: Paper-Free 2016 – Are We There Yet?
0% 10% 20% 30% 40% 50%
Staff prefer paper for handling/reading/notes
Lack of management initiatives or mandates to…
Lack of understanding of paper-free options
We need physical signatures on paper
Suppliers and customers continue to send us paper
Long term records keeping
Legal admissibility will be compromised
Not cost-effective to provide suitable…
Our regulators still insist on it
We are required to maintain a hybrid paper/digital…
There isn’t; we have made good progress on …
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Operational Risks of “Classic” Paper-based Signing Workflow
Afraid of E-Signing as perceived as insecure? Think again if you should rather be afraid about paper-based signing processes …
Fraudulent forms
Forging of Signature itself
Sniffing
Manipulation of Signatures and/or Content
Pre-Signing
Post-Signing
Fraud attempts may be internal (in-branch) and external (paper in transit)Trustworthy E-Signing Solutions can significantly reduce risk exposure.
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Business Requirements for Signature Capture
Identify for which purpose(s) in your business process(es) you require signatures
Primary purposes Evidence – Signatory approves and adopts the
contents of the document Conclusiveness – Content of the document shall be
binding
Secondary purposes Authenticating the identity of the person Content of the document has not been altered
subsequently to the affixing of the signature
Tertiary purpose Record keeping
Source: Stephen Mason, Electronic Signatures in Law (3rd edn, Cambridge University Press, 2012), pp 8 – 13; see also AIIM Webinar https://goo.gl/8wnqOG
* not exclusively but likely with a certain preference
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What to Consider
Legal requirements in the EU
Complexity and risk
User preferences and expectations
Anticipate objections
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Electronic Signature – Legal Requirements
Signature
Requirements
imposed by law*
for validity or enforceability
reasons
Qualified Electronic Signature
(QES) explicitly
required by law* as only
legally binding replacement for
wet ink signature (written
form)
No Signature
Requirements
imposed by law
for validity (conclusiveness) or
enforceability reasons
Form Free Agreements
Signing on paper today is
executed arbitrarily
Signature requirements wihch may restrict legal effect of e-signed documents to to using advanced or qualified electronic signatures are typically found in national civil and or commercial law per use case – e.g., for consumer loan origination
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Electronic Signature – Most Common Objections
Electronic signatures are not as secure as wet ink signatures
We are not allowed to use electronic signatures, we must capture signatures on paper
We can not use electronic signatures because we deal with customers face-to-face
We do not see an ROI for an electronic signature solution
We see the benefits of electronic signatures but this is low priority for us
Applying electronic signatures is complicated for employees and customers
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Common Pitfalls
Determining the level of integration
E-signing becomming a siloed application
Documenting business requirements
(Not functional or technical requirements)
Understanding EU Legislation and its impact
User reluctance
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Capture information Automate processes Interact digitally
Mobile
Analytics
Integration
Electronic Signature
Multichannel capture
Extraction & verification
Case management
Content management
Workflow & process
automation
Customer communication
management
Search
Manage content
Electronic Signature as Part of Digital Transformation
Does your e-signature intiative fit into the overall organization strategy on digital transformation? E-Signing has synergies with mobile ID, document composition, capture, and preservation, workflow processing and management as well data integration via robotic process automation.
Avoid to invest into a silo solution for „e-signing only“. Go for the broad picture.
E-Signing Workflow Quick start to implement an attended signing orchestration including document status tracking throughout the process – ideally as part of a holistic platform for digital transformation
Web-based Middleware Easy integration into business applications with corresponding browser plug-ins, mobile apps and device connectors
Desktop Client Stand-alone „classic“ rich client
Plug-ins for Intergration in to existing evronments – e.g., for Adobe Reader & Adobe LiveCycle
Software Development Kit (SDK) deep integration into business applications or mobile apps.
Identify the impact and challenges your organization may face.
Map and document signature processes, their purpose, associated documents, and signature activity.
Identify your required level of process security and need for evidential weight.
Establish governance policies and an E-Signature framework.
Develop business and functional requirements.
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Something to Think About
In our personal lives, we are willing to e-sign yet in our business lives, we are reluctant. It is time to take the first step and bring e-signing capabilities into the information ecosystem.
#AIIMInformation Is Your Most Important Asset. Learn the Skills to Manage It
Take your skills to the next level by learning best practices and technologies for managing content across the enterprise with AIIM’s Enterprise Content Management training course.