by Selma Chauvin – EMEA eCommerce Senior Manager
Paper is Obsolete. Old-fashioned. Out of Date. Yeah, yeah, we all know that. But we are still using a lot of paper, right? We’d prefer not to. But honestly? Trying to find a trustful solution that fits ALL our needs is so complicated.
The year has just started. This is a time for good resolutions, don’t you think? Finding a solution you will enjoy, use and trust, this is your purpose. To choose wisely, here are five questions to ask yourself before selecting a digital signature solution.
1. Is the digital signature solution user-friendly?
When choosing new software, user experience is key. Especially when end users are not necessarily technical experts. The easier it is, the more likely it will be used by all – including your clients, suppliers and so on.
I’d suggest you ensure the following requirements are met:
- Pick a solution that doesn’t require extensive technical expertise use. Look for drag and drop options; templates people can use in a click. If you need to read the manual before getting started, it’s not a good way to start with a digital signature solution. It should be simple and intuitive.
- Pick a solution people can use from any device. Does the solution have an app? If not, this is not a good sign. And if the website is not designed AT ALL for mobile phones, run. You will thank me later.
- No hardware should be required to install/update on a device. Cloud services provide the best user experience. Try to focus on solutions you can access directly from your browser. (And what about data security? No worries, we’ll talk about that later.)
2. Does it integrate easily within my existing infrastructure?
Modern companies use a lot of tools. And different tools have different configurations. How great would it be if using a digital signature solution was transparent for final users? Visit the partner pages of the suppliers on your shortlist and check if they have integrations with the other tools you are already using.
And if they do not, ensure they are dynamic enough in this area or agile enough to be able to adapt to any solutions you may want to use in the future. Digitisation is a whole process and digital transaction management (DTM) is just a part of it.
3. Is the authentication secure enough?
When I’m meeting prospects and customers at tradeshows in Europe, the main question I’m asked to is: “How can I ensure the person who is signing IS the person I asked to do so?”
This is such a crucial question. Look for a solution that offers different ways to authenticate and identify the signer. It could be a One Time Pin Code Authentication (OTP), sharing a common secret or password that is asked before signing… It should be included in your digital signature solution.
This is an easy way to reinforce authentication for critical contracts, for instance. Maybe you don’t think you need Advanced Authentication right now? That’s fine. Just ensure you have a provider that can support you if your needs change.
4. Is my data secure?
Transaction security and data security are critical when talking about digital signature. Documents requiring approvals are significant to your company. It’s important to ensure they are managed and stored securely.
Regulations are local – at least in Europe. Ensure your data is saved, stored and managed in European countries. DocuSign is an American company, but our data servers and R&D team are in Europe for our local customers.
5. Is it legal?
In July 2016, a new regulation called eIDAS became the standard for European Digital Signature. Ensure the solution you choose is compliant with eIDAS requirements.
And the cherry on the cake, if your provider is a Certification Authority, this gives you the trust and confidence you are looking for.
Does this help? Now that you know what you are looking for, it’s time to try the solutions you shortlisted.