A law firm has to manage a vast number of documents every day. Organizing these documents in the traditional way not only increases staff’s workload tremendously but also leaves law firms more vulnerable to security breaches. Moreover, printing all these documents is expensive and bad for the environment. Plus, having all signers come to sign a document is an expensive organizational nightmare, and wet signatures are more prone to signature forgery.
Fortunately, electronic signature software can solve all these problems. In addition to secure online document storage and organization, signatures are just a few clicks away, protected with several security measures to prevent falsification.
Signing a contract without thoroughly reading it first can be disastrous. Still, this often happens when others are around and everyone in the room is in a hurry. However, this is no longer an issue with pdfFiller, a document management solution with advanced e-signature features. For as low as $8 per month, it not only lets users peacefully read through and sign a document in their own time, but also allows them to edit any PDF to their liking. Furthermore, documents can be shared with multiple recipients and edited as a team. pdfFiller is secure, too, as it keeps documents safe by providing end-to-end encryption and password protection. Also, the software integrates smoothly with various third-party programs. The best part is that anyone can try pdfFiller without any risk for seven months, as it offers a 30-day free trial followed by an incredible 180-day money-back guarantee.
Signing documents electronically saves both time and paper, so it’s not surprising that wet signatures are fading into the background. Developed by the same Swiss team behind FAX.PLUS, one of the most reliable online fax services, Sign.Plus is a relative newcomer in the world of e-signature software. Every aspect of the platform speaks of Swiss precision, especially how documents are edited and signed. Users can create their own reusable templates, eliminating the hassle of recreating the same documents over and over again. The software is also secure, as signatures created are legally binding, and it’s compliant with numerous regulations, such as HIPAA and PCI DSS. Moreover, Sign.Plus integrates seamlessly with Google Workspace, letting you sign documents directly from Gmail. Most importantly, it’s possible to use the software for free if it’s mainly you signing documents.
Creating official forms and tracking down the required signatures is one of those time-consuming activities that businesses could do without. However, if you ditch wet signatures and start using e-signature software, this doesn’t have to be the case. This technology is fast and secure, and most companies provide free forms and templates, removing the task of creating them from scratch.
PandaDoc is a popular choice among e-signers, as it provides document editing tools alongside electronic signature options. Moreover, contact management is a piece of cake with the platform, as it’s possible to request signatures from multiple signers and save recipients’ contact details.
The software provides the means to get legally binding e-signatures and secures documents with various methods, such as two-factor authentication (2FA). What’s appealing for newcomers is that PandaDoc can be used free of charge, letting users experience the platform with no strings attached. If that’s not enough, all paid subscriptions can be tried out for free for 14 days.
Deciding which software to go for is no small task, but knowing what to look for is a good start. Above all, signatures must be legally binding so that contracts are admissible in court. Furthermore, the software has to support a wide array of file formats, including Word documents, Excel sheets, PDFs, and image files for scanned contracts.
With that in mind, the ideal software should offer several customization options. This means a variety of signature types and comprehensive document editing tools. While the platform will never compete with a dedicated text editor, it’s imperative that adding signature fields is easy. Additionally, the platform must offer strong security and privacy measures to prevent signature tampering and should be able to track a document’s status through audit trails.
Since a law firm uses numerous forms daily, the chosen provider should give users the option of saving reusable templates. It’s even better when it provides access to pre-made forms or an online library of forms. It’s also handy when the software supports various integrations, such as an invoicing program. Finally, there should be various pricing options for different sizes of law firms.
E-signature providers must follow strict privacy regulations. Besides privacy acts like GDPR, companies follow the ESIGN act in the U.S. and the eIDAS act in Europe. Additionally, some countries have their own e-signature laws, such as ZertES in Switzerland or PIPEDA in Canada. Electronic signature software is often compliant with additional regulations, too, such as HIPAA, PCI DSS, and SOC 2 Type II.
The most important measure they take regarding cybersecurity is to encrypt all documents. Storage protection changes from provider to provider, but most companies have methods like file and folder encryption or password protection in place. Alternatively, they may take an easier path by not storing documents at all. When it comes to securing their users’ accounts, e-signature platforms typically offer two-factor authentication.
Companies also make sure that file sharing is as safe as it gets. For one, it’s rare to find an e-signature provider that doesn’t supply audit trails that track a document’s status, which outlines who it’s been opened and edited by, their location, and whether they’ve signed it. Most companies issue completion certificates that contain this information, as well.
When all the information you work with is confidential, extra precautions must be taken. It’s a helpful first step to store everything digitally and sort documents into specified folders. This includes scanning physical documentation and adding these copies to the system. Everything should be categorized carefully and these practices should be followed by everyone across the firm.
When storing documents, make sure to protect all folders with passwords. Having healthy password hygiene by not reusing passwords and by switching to more complex ones is also essential. Moreover, it’s worth controlling employee access to documents, as not everyone should have the same level of authorization. Finally, always have backups on an external hard drive or safe cloud storage.
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