An article published in the New York Times, by Floyd Norris “Are Banks Losing Lots of Documents”, was recently brought to my attention. After reading through Norris’ thoughts and the quotes provided by those featured in the article, it got me thinking about how eOriginal’s electronic process could prevent documents from being lost or forgotten.

In Norris’ article, complaints and concerns ranged from the constant need to mail or fax every single document, to some believing documents are being lost on purpose. Norris does point out, however unlikely that it seems, it is still a common belief.

So this brings us to, how can eOriginal help your company to prevent lost or misplaced documents? The answer is in our SmartSign secure electronic signature and eVaulting applications.

After a customer is prepped and ready to sign your documents, whatever they may be, contracts, NDAs, eMortgages, loan docs, etc., our system will keep your documents in order and track and monitor every action taken against your documents, from when your documents are ready to be signed, to when the eSignature is applied, and throughout the entire lifecycle of your documents.

Our SmartSign eSign application is designed to quickly and smoothly integrate into your business process or systems. The “front end” eSigning tool allows your customers to electronically sign your documents online, allowing your team to execute contracts while they still have your customers on the phone or within minutes after they electronically receive your documents. The entire eSigning process is completed online enabling straight-through processing for your company and greater convenience for your customers. One-time or first call resolution eliminates the need to ship your documents and eliminates the chances of documents becoming lost.

After a document is eSigned, we bind your documents in a digital tamper evident seal then directly deposit your documents directly into our eVault, so there is no opportunity for your documents to get lost in transit or misplaced among other paperwork. The digital seal identifies the final executed document as the original, which is the first step we take to help protect your business agreements and ensure legal compliance.

Once a document is deposited into the “back end” eVault, its processes secure your documents, so that they retain their commercial value by adhering to important legal and regulatory standards. One component of that process that makes our eVault extremely valuable is the exceptional audit trail that follows your documents throughout their entire lifecycle. The audit trail tracks every single action that has been taken against your documents. You’ll have the ability to view and track your document’s progression, status, and complete history. Our eVault also allows you to control access to your documents. Adding another level of security, only those employees or persons with the proper credentials will be able to view and manage your documents. So. in combination with the audit trail and rights access, you’ll always know where your documents are or have been and who has had access to them, eliminating questions like, “Where are my documents?” and “Who say them last?”

Finally your documents can be easily referenced within our secure eVault. Reference identifiers that you define allow you to more quickly query and find the documents you need. No longer will you have to thumb through file after file looking for a document that may have been misplaced; a quick search in our system will be all you need to complete your search.

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Using an electronic signature process results in a “greener” company…in more ways than one.  From an environmental perspective, paper has been eliminated and mailings are reduced.  There are less resources being consumed, yet more contracts are being signed.  That’s the other “green”.  Sales reps close deals faster, and customers will use your products and/or services much quicker.  Repeat orders come in rapidly, which means your company is moving products faster and your customer satisfaction levels are higher.  All of this happens because of the efficiencies gained through the use of electronic signing.

Besides the benefits listed here, upgrading your paper process to an electronic one also adds more flexibility and cash flow into your existing infrastructure.  Resources and funds are now able to be allocated towards something other than filing, maintaining or storing documents.  And, because of the increase in productivity most businesses find themselves able to move ahead in directions they thought would have been years away while using a paper process.  Faster contract close times, a lighter environmental footprint and more satisfied customers are the benefits you can look forward to when adding electronic signatures.  Actually, using an electronic signing process may make your competition turn green…with envy, if they are still using paper to close deals.

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