Check out these webinar slides for an overview of of the basic terminology, concepts, and laws related to electronic signatures.
Want to learn how to incorporate E-Signatures into your overall Enterprise Content Management approach? Visit: AIIM.org/ECMTraining
5. Underwri(en by: Presented by:
Electronic Signatures
What – Exactly – Are Digital Signatures?
1. Electronic Signatures
§ E-signatures and variaRons
2. DigiRzed Signatures
§ Digital representaRon of handwri(en
signature (e.g., CC signature on tablet)
3. Digital Signatures
§ Advanced Electronic Signatures, Open
Digital Signatures, Open Signatures, X.509
Signatures
§ Open, interoperable standard that
confirms document integrity, signer
idenRty, and intent
4. Document EncrypRon
Digital
Signatures
6. Underwri(en by: Presented by:
Digital Signature Requirements
1. Open, standards-based technology
2. Integrated with standard directory
systems (AD, others)
3. ProducRzed integraRon with:
§ Desktop applicaRons
§ ECM systems
§ Workflow and BPM tools
§ Devices
§ Other applicaRons
4. Can address both document-centric and
data-centric signature applicaRons Digital Signatures
Electronic
Signatures
SP WF
SP +3P WF
e.g. K2, Nintex
Workflow
BPM
7. Underwri(en by: Presented by:
Loan Applica(on Processing Scenario (Current State)
7 ApplicationsAdjudicaitonMailRoomApplicationsProcessingGroup
Incoming
Application Form
and Supporting
Documentation
(Fax)
Approved?
Incoming
Application Form
and Supporting
Documentation
(Mail)
Enabling
Technology
E-mail
Fax
Spreadsheet
E-mail
Determine
Processing
Technician
Recipient
Review Account
Route to
Technician
Manual Sorting
Determine
Underwriter
Determine
Application Type
Underwriter
Review of
Application
Applications
Manager Review
Wet Signature
Route to
Underwriter
Authorized
to
Approve?
Incoming
Application Form
and Supporting
Documentation
(E-mail)
E-mail
E-mail
Fax
E-mail
Incoming
Application Form
and Supporting
Documentation
(Fax)
Incoming
Application Form
and Supporting
Documentation
(Mail)
Incoming
Application Form
and Supporting
Documentation
(E-mail)
Incoming
Application Form
and Supporting
Documentation
(Fax)
Incoming
Application Form
and Supporting
Documentation
(Mail)
Incoming
Application Form
and Supporting
Documentation
(E-mail)
Prepare and
Deliver
Documents
Yes
No
Yes
Manual Process Step
Unmanaged Electronic
Process Step
,(e.g. unmanaged email, fax, etc.)
Managed Electronic
Process Step
Legend
Quality Check
Document(s) for
legibility and sort
into applications
Determine
Documents to
Review
Verify
Documents are
Complete
8. Underwri(en by: Presented by:
8
8
UnderwritingMailRoomApplicationsProcessingGroup
Incoming
Application Form
and Supporting
Documentation
(Fax)
Approved?
Incoming
Application Form
and Supporting
Documentation
(Mail)
Enabling
Technology
Capture
Imaging/ECM
Workflow
Determine
Processing
Technician
Recipient
Route to
Technician
Scanning and
Indexing
Underwriting
Review of
Application
Manager Review
Electronic
Signature
Route to
Underwriter
Authorized
to
Approve?
Incoming
Application Form
and Supporting
Documentation
(E-mail)
Prepare and
Deliver
Documents
Workflow automates the internal
review-and-approval cycle,
reducing the time to approve and
enabling escalation if approval
steps are not completed in pre-
determined time windows. This
ensures timely completion and
minimizes the potential for late
penalties.
Processing technicians can access application form and
supporting documents from the repository right from
their desktops, saving time spent searching in paper file
cabinets.
Underwriters and managers can access
supporting customer documents from
the repository, saving time over
searching through paper file cabinets,
email folders, and share drives for
corroborating documentation. The
ability to find documentation has the
potential to reduce the number of
applications that have to be pended (and
are thus more expensive to process).
Imaging/ECM
Workflow
Imaging/ECM
Workflow
Imaging/ECM
Workflow
Imaging/ECM
Workflow
Workflow automatically determines
appropriate Underwriting individual
to receive application for approval,
based on business rules or other
criteria to balance workloads across
available resources.
Incoming faxes and their key fields are quality reviewed, indexed via
OCR or manual keying, and invoice images are automatically routed to
the correct processing technician (based on index data).
Paper documents are scanned, quality reviewed, key fields are indexed via
OCR or manual keying, and images are automatically routed to the
correct processing technician (based on index data or load-balancing
criteria).
All applications are stored in the repository, where they are accessible
online to downstream users in the loan application processing flow.
All incoming applications received and
processed centrally, which:
· Reduces the time required to get
incoming applications into the process
from days to hours.
· Saves time for technician or
underwriting staff that formerly
received applications and had to spend
time determining where to route them.
· Institutes a common, controlled
process
· Saves on shipping and courier costs,
and reduces lag time
Manual Process Step
Unmanaged Electronic
Process Step
,(e.g. unmanaged email, fax, etc.)
Managed Electronic
Process Step
Legend
Yes
No
Yes
Quality Check
Document(s) for
legibility and sort
into applications
All documents, processes, and
actions by underwriters and
managers are logged and stored
in the repository – and are thus
accessible for review, appeals or
audits. This reduces the time
and cost of discovery and
facilitates compliance.
Review
Account
Determine
Underwriter
Determine
Application Type
Determine
Documents to
Review
Verify
Documents are
Complete
Loan Applica(on Processing Scenario (Future State)
14. Underwri(en by: Presented by:
How to Evaluate Opportuni(es
1. Is the form acRve or obsolete?
2. Does the form require a signature? Can the signature be electronic or must it be ink?
3. Is the form purely for data collecRon, but has no signature or retenRon requirements?
Could it be replaced by a data capture applicaRon?
4. Are they low, medium, or high volume (thousands, 10ks, or >100M per year)?
5. Is it part of a high value business process (e.g., is it part of revenue generaRng process)?
6. Does it have a significant impact on customer experience?
7. Does it meet branding standards?
8. Does it meet customer/user experience standards?
9. Is the form part of a larger set of forms or documents? Are other forms or packages
involved in earlier/later steps in the process?
10. Will the form require more indexing in the back office? Is it designed for auto-recogniRon?
11. Does it require content validaRon upon receipt?
12. Are there similar forms used by other business groups within your organizaRon?
13. Is any form content common/reusable across other forms within your organizaRon?
15. Underwri(en by: Presented by:
What Should Your Team Do?
1. Be a core team of centralized resources
2. Have enterprise scope – cross business areas
3. Secure execuRve level support
4. Have clear focus on forms usability, consistency,
and currency
5. Be acRon oriented – responsible for execuRon
and/or implementaRon (not just standards and
guidelines)
6. Tightly align with IT for execuRon support
7. Measure your results with regular reporRng
8. Address the “3 lenses” of communicaRon:
(your) product, compliance, and client experience
Compliance
Product Client
21. Underwri(en by: Presented by:
• New business processing
• ePolicy delivery
• eDisclosure delivery
• Online memberships
• Claims and appraisals
• Account maintenance
• Mortgage
• Disclosures
• Lending
• Credit card applicaRons
• Account openings
• Deposits and payments
• Treasury management
• Wealth management
• Internal / OperaRons
Banks, Credit Unions Financial Services
• Account Opening
• RRSP
• GICs
• Mutual Funds
• Financing and retail
installment contracts
• Payment processing &
merchant contracts
• Internal / Legal
• HR
• Procurement
• InspecRons
• Licensing
• Field force enablement
• Supply chain management
• OperaRons
• AccounRng
• Audits
Government eContrac(ng
• Vendor contracts
• Contract approval process
• Contract award noRces
• Contract modificaRons
• NDAs
• Service agreements
• Delivery order requests
Healthcare/Pharma
• Purchase orders for narcoRcs /
controlled substances
• Consent forms
• Clinical trials
• Lab reports
Other Insurance Companies Insurance Brokers
• Real estate transacRons
• Federal tax returns
• Law firms / client files
• Outsourced accounRng
• Safety/compliance forms for
truckers / transporters
• New business
• Renewals
• Endorsements
• Account openings and
maintenance
• Internal (accounRng, HR)
E-Signature Adop(on
22. Underwri(en by: Presented by:
Why E-Signatures?
• Reduce document handling
costs - faxing, scanning,
imaging, courier, manual QA;
storage and retrieval
• Offload paperwork from service
reps; reduce reliance on
knowledge workers
OperaRonal
efficiencies &
reduce costs
Lower risk with
error-free
transacRons
• Complete transac(on in one
session – retail call center or
online
• Client never has to return
paperwork due to missing
signatures or data
• Reduce drop-off that occurs
due to process delays
Be(er
customer
experience
• Eliminate errors and any
missing data or signatures
through enforced business rules
• Reduces risk of non-compliant
documentaRon
• Capture detailed audit trails
demonstraRng regulatory and
compliance requirements
29. Underwri(en by: Presented by:
Code once.
Deploy anywhere.
PRIVATE CLOUD PUBLIC CLOUD ON-PREMISES
U.S. Canada U.K. Germany Australia Singapore Japan Brazil
Common Plakorm
Common Integra(on
Framework
Common User
Experience
Enterprise E-Signature Service Bus
Scalability
Easily scale across mulRple lines of
business – both locally and abroad
Performance
Maximize system performance no
ma(er what deployment type
Data Compliance
Meet in-country data residency
requirements with global data centers
Cost
No upfront hardware or infrastructure.
Start developing in the cloud, then
deploy anywhere.
Deployment Op(ons