by 
In our modern world, where speed and security are essential, managing processes and documents has become a central concern for many organizations. The need to ensure document integrity, from creation to archiving and disposal, raises important questions about the use of electronic and digital signing methods, such as integrated electronic signing.
Document life cycle and electronic signing
For many, electronic signing may seem like the ultimate solution when it comes to document security and validation. However, it is crucial to consider not only the moment of signing but also the entire document life cycle. Before signing a document, it is crucial to ensure the traceability of the process that generated it in the first place.
And after signing, there arises the need to manage the document in terms of validity, renewal, retention, delivery, and proper disposal.
Daily practice reveals that documents can be both the result and the starting point of organizational processes or actions.
For example, a contract may arise as a result of a negotiation process, while an expense report may trigger a reimbursement process.
Therefore, effective document management goes beyond simply applying an electronic signature. When considering the adoption of a document management solution, it is essential to address the complete business scenario.
This involves defining requirements and a comprehensive view of the entire document life cycle. Ignoring this holistic approach can result in significant compliance and management challenges later on.
Document management with integrated electronic signing
When managing self-contained documents or those that start a process or action after their creation, it is crucial to establish clear guidelines for their life cycle.
This includes determining the rules for removal or disposal, approval or publication, and who has the authority to execute these actions.
Additionally, it is important to define who can or should sign the documents and ensure proper traceability and recording of all activities related to these company assets.
In a second scenario, when managing documents that are a consequence of a process or action prior to their creation, it is also essential to define appropriate procedures for managing this cycle.
This includes ensuring compliance with the authorization levels for generation, respect for departmental cycles, generation of records and traceability, and alignment of responsibility assignments with company policies.
Moreover, it is necessary to establish who can or should sign these documents and ensure that all involved parties agree with the outcome achieved.
It is important to emphasize that a simple electronic or digital signature does not resolve all aspects of document management.
In fact, in many cases, it can generate additional problems, such as loss of traceability, unauthorized access, and lack of clarity about the final version of the document.
When evaluating compliance and document signing strategies, it is crucial to adopt a comprehensive approach that considers their entire life cycle. This not only ensures compliance with regulations and internal policies but also promotes operational efficiency and information security.
In summary, integrated document management and digital signature not only offer immediate benefits in terms of security and efficiency but also establish a solid foundation for continuous improvement, cost reduction, and enhanced performance of the involved teams.
It is an essential approach for organizations looking to stay agile and competitive in a constantly evolving business environment.
Fusion Platform: document and process management platform with integrated signing features
Neomind’s Fusion Platform is a comprehensive solution for document and process management, offering essential features to ensure integrity and security at all stages of their life cycle.
By integrating document and process management, Fusion Platform enables a holistic approach to handling electronic signatures and the complete traceability of the process that originated the document.
This integration helps organizations effectively meet compliance and management demands, ensuring not only the validity of signed documents but also proper governance throughout the entire document process, from conception to final disposal. Try Fusion Platform for free for 15 days.
