What are the benefits of using secure digital signatures for HR processes?
- Increased efficiency
- Improved security
- Remote accessibility
- Enhanced compliance
- Reduced human errors
- Document safekeeping
Human Resources is one of the departments in a business or corporation that needs signatures very often. From employee agreements to benefits and payroll forms, from performance evaluations to compliance documents, HR may require signatures to ensure legal and regulatory compliance as well as for documentation of the agreements between companies and their employees. It’s natural to wonder, then: can you optimize the process without losing security and legality? The answer is yes. Here’s how digital signing can benefit HR processes.
Through electronic documents affixed with digital signatures, the HR department reduces paper waste and speeds up the process of signing.
Multiple hard copies of contracts and agreements take up a lot of space in the department’s filing system, and using so much paper is harmful to the environment over time. For that reason, many businesses have switched to electronic documents for record purposes and even contract-keeping.
Another benefit is that they make the process so much faster. Instead of waiting for a paper contract to be sent to the signatory (or to multiple signatories, one after the other), one document can be sent out via electronic means and signed by numerous people in mere minutes.
Digital signatures do not sacrifice the legality and security of the document for convenience, or any other benefit. Instead, legality and security become another benefit that digital signatures provide.
That’s because digital signatures encrypt their documents with verification techniques to ensure that documents cannot be tampered with and that signatories are who they claim to be. This authentication process is unique to digital signatures, and it ensures not only the security of the document as it is passed from signatory to signatory but also the legality of the document itself. Thus, a digitally-signed document can stand as undeniable proof in court.
To keep them safe, paper contracts need to be kept under lock and key or physically brought around by HR representatives when necessary. Electronic documents, however, can be signed or processed by HR from anywhere with an Internet connection, reducing the need for travel and physical document exchange.
Again, this doesn’t diminish or lessen how safe they are. Digital documents are safeguarded in terms of permissions, with the owner or representative being able to choose who has access to the document when they can access it, and the terms of their use.
As mentioned above, unlike other forms of electronic signing which may not be secure, digital signatures employ the use of encryption to keep them safe, authentic, and secure. This also allows them to be considered legal and binding in any court of law.
For example, Twala is both supported by the Department of Science and Technology (DOST) and fully compliant with the Philippines’ Electronic Commerce Act (RA 8792) and the Supreme Court’s Rules on Electronic Evidence. It adheres to all major eSignature laws in many jurisdictions all over the Philippines and the world.
Reduced human errors
Before, during, and even after a paper document is signed, it can be in danger of getting lost, misplaced, or damaged. Electronic documentation eliminates the risk of manual errors like those. Since the files are stored online, there is no risk of them getting lost or damaged by physical means.
The only way they can be tampered with is through purposeful misconduct, which can even be traced using the digital document’s encryption. With digital signature services like Twala, audit trails are kept of every document, such that any changes are recorded and taken into account. You’ll be able to see immediately if someone is purposely tampering with your document.
We mentioned above that to keep documents safe, they are usually kept under lock and key by HR representatives. Not only does this take up a lot of space that can otherwise be used for more productive means, but it also puts the documents at risk of accidents like fires or floods, or crimes like theft. Besides the loss and damage these incidents cause, they also create a sense of unease, discomfort, or fear among your employees.
While some of these cannot be avoided—accidents like fires and floods, for example—you at least won’t have to worry about your electronic documents, and can instead focus on the safety and well-being of your team.
In this article, we discussed how digital signing can benefit HR processes by highlighting its benefits in contrast to physical documentation. We also discussed a little about why digital signatures are more secure than other electronic signing means.
At Twala, we are an online contract signing service that allows you to automate your documents, keep them authentic with identity verification and blockchain digital IDs, and archive them via secure cloud storage. See more of what our technology can offer on our Features page. And if you’re interested in using Twala for your company’s documentation and contract processes, contact us today or book a free demo to know more!