Document Management Software with Digital Signature

We have been in and out of lockdown, our normal routines severely restricted and our working routines have been disrupted, and it’s been nigh on impossible to meet with clients in-person! The advent of this pandemic has definitely changed the way we all do business and interact with customers. Businesses rely on technology and these...

Document Management Software with Digital Signature
Document Management Software with Digital Signature

We have been in and out of lockdown, our normal routines severely restricted and our working routines have been disrupted, and it’s been nigh on impossible to meet with clients in-person! The advent of this pandemic has definitely changed the way we all do business and interact with customers.

Businesses rely on technology and these digital tools help maintain business processes. However, many of these processes were designed for a pre-COVID working world. Working remotely and social distancing have become a norm, and businesses have had to be more flexible and adjust, just to survive! They have had to find new ways of doing things. New ways to actually operate their businesses! As a consequence, many offices are disappearing, and more and more businesses now operate as real entities but from their virtual offices, where employees work from home! No longer can clients simply pop in to the office for a quick meeting, to sign some papers or a contract, or drop off their personal documents!

To maintain previous high-quality levels of service and customer care, and to turn this disruption in to an opportunity, new technology and cloud solutions are being adopted by many different businesses. These solutions are predominantly cloud based services, and reduce or remove the need for people to be in the same place. Business contacts now meet virtually using the likes of ZOOM or Google Meet. VoIP (Voice over IP) enable businesses to share centralised phone services with their remote workers. There are also other impressive digital business tools that help change the way businesses operate and adapt to this new norm to which we are becoming accustom to! Significantly, these allow businesses to operate remotely if they choose, offering business flexibility and the certainty that their core business information and processes are secured in one central location; easily accessible from wherever they are working.

An example solution is cloud-based document management– a cloud based DMS can enable business documents to be shared securely, both within the business and externally with clients and business contacts, managing document processes, allowing documents to be securely reviewed, approved and digitally signed remotely.

Digital Signature Software
The exchange of documents between a business, its clientsand suppliers is a basic day-to-day business function. In the past, getting documents signed, either relied on: a face-to-face meeting,sending documents in the post or a lengthy process, where a client would be sent a digital document, the document was printed out, signed, scanned and then sent back as a yet another digital document.

Digital e-signature software solutions improve the efficiency of this process significantly, and make it more convenient and much faster. The pandemic has undoubtedly put digital signature solutions in the spotlight! They offer businesses the added advantage of being able to integrate easily with existing services. They can be used as an additional client facing resource accessible from a website, they provide clients with a personalised digital document cabinet or portal, from which clients can review and sign documents easily with just a click of a button, and they offer a service whereby documents can be exchanged securely between a business and client and visa versa!

Digital Document Management
The management of electronic documents within your business should be well thought through! Give careful consideration of how and where documents are stored, who in your business has access to the system, the documents and information they can access internally and any implication in respect to GDPR. Think about how to avoid storing duplicate documents, how you can manage document versioning. It’s not just about storage though, so think about the distribution of electronic documents and how they get to the correct recipient, consider automating notifications of delivery and how you can make clients aware about documents you uploaded somewhere for their attention. As you can see, there is much to think about!

If you are worried about the amount of time it’s going to take managing all these digital documents, why not consider digital document management system to help you address many of the things mentioned above?

Docusoft
Docusoft CloudFiler, offers an integrated solution, pairing digital signature software with digital document management. IT delivers a highly reliable solution to store, process, deliver and send documents for signature and approval.It gives your business a branded client Portal; clients login from your website so they can review, sign and approve documents that have been sent to them. Docusoft CloudFiler provides a robust digital document management system, digital document signature tool, portal and more – helping your business make another digital transformation to improve efficiently and automate manual processes.