No matter the size of your organization and the number of employees you have, managing employee documents is no small feat. There are plenty of documents that you need to manage, such as NDAs, employee contracts, tax forms, records, and so much more. If not done correctly, it can quickly get too overwhelming. It can also cause bottlenecks and slow down the productivity in your HR department. It also poses a negative impact on your entire organization.
Luckily, in today’s highly digital world, there is a myriad of online tools and solutions that can help you manage your document workflow. Adopting a paperless environment and taking advantage of electronic signature software and applications can surely help your HR department improve its overall efficiency.
When you use an electronic signature on employee documents, you eliminate the need to print physical copies of documents. Not only does this save your organization a lot of money, but it also speeds up the document turnaround time. Using electronic signatures on employee documents becomes at least 80% faster.
Switching to a more digital approach also helps reduce document errors and avoid inconsistencies. Avoiding inconsistencies and discrepancies can help you remain compliant with regulatory standards and requirements. This can help you avoid paying costly fines.
Despite the prevalence of electronic and digital signatures, there is still a huge number of individuals who are hesitant to make the switch. The vast majority are still unsure about the validity of electronic signatures in a court of law. Many of them ask, Are office contracts digitally signed legally binding?
The simple answer is yes, documents signed using digital or electronic signatures are legally binding. It has the same weight and validity of wet signatures written on printed documents. Many countries around the world recognize electronic and digital signatures to be legally binding and enforceable.
For example, in the United States, the government enacted a federal law, Electronic Signatures in Global and National Commerce Act, more commonly known as the E-Sign Act, regulating contracts entered into electronically or digitally.
The E-Sign Act enumerated a few requirements to ensure the validity and enforceability of any documents signed using electronic signatures. For instance, the law states that everyone involved in the paperwork has to consent to use electronic signatures when signing. The signer also must intend to sign the HR documents. There must also be proof attached to the paperwork to verify the electronic signature. Finally, the data integrity should be kept to ensure the document cannot be tampered with.
It is undeniable that there are more than a handful of compelling reasons why you need to start using an eSignature software in your office or organization. Here are some of the advantages that will convince you to make the switch.
For one, adopting a more digital means of signing documents saves you a lot of money. You no longer need to spend heaps of money on printing expenses. There’s no need to buy consumables such as printing paper, inks, and toners. You can also eliminate spending money on courier services. When you use an eSign software in your office, you can send the documents digitally.
Another advantage of using an electronic signature is that it improves your overall document workflow. Unlike the more traditional way of document signing, you do not have to wait long for signers to sign the documents. It only takes a few minutes to sign HR documents and other forms of paperwork digitally. Moreover, archiving and storing files is also a lot easier and quicker when done electronically.
When you integrate an eSignature software like Fill into your document workflow, you can automate other repetitive tasks, preventing your employees from being burnt out. It also gives you more time to do more important tasks.
There are many advantages to using electronic signatures in your organization and document workflow. But perhaps the most significant advantage that comes with a more digital approach to document signing is the reduction of office expenses.
For example, in the HR department, it is one of the most notorious departments for producing and processing hundreds, maybe even thousands of documents, from NDAs, employment contracts, compensation files, insurances, tax forms, personal forms, and so much more. If you print out all this paperwork, the amount of money you would spend on papers and printer supplies would be astronomical. Of course, you’d print the documents in multiple copies, depending on the number of employees. You also have to allocate funds to store and archive these HR documents.
On the other hand, if you adopt a paperless environment, you do not need to print anything to collect the signatures of employees. Everything can be processed electronically. You can simply send a signature request online, and they can sign the documents instantly.
Esign software and applications like Fill also allow you to store your files in a cloud for easy access and quick retrieval. This makes document management an easier task to undertake. There’s no need to buy additional storage equipment to store HR documents safely.
With the growing popularity of e-signature in human resources, more and more companies have introduced electronic signature software and applications to the market. Looking for the best signature for HR forms and contracts can be an even more daunting and confusing task. But don’t worry. We’re here to help you out.
When it comes to the best electronic signature for human resources, our top recommendation is Fill. Not to toot our own horn, but we offer one of the best electronic signature services today. We pride ourselves on providing a suite of amazing features designed to simplify your document workflow. From recruitment to the exit process, our electronic signature solution can make your lives easier.
With Fill, you can easily and securely send signature requests to collect employee signatures and to have various paperwork electronically signed. You can also create and send out forms to your employees. This allows you conveniently to collect important input or data.
Fill puts the safety and security of your data at the forefront of our service. Thus, we only use the highest level of security measures to safeguard your files and documents. Our digital and electronic signature software use military-grade encryption. We also offer HIPAA and GLBA-compliant solutions to ensure that you remain compliant with federal regulations.
Don’t trust us – trust them 🙂
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