How Mobile In-Person eSignatures Improve Document Workflows

In most cases, businesses need signatures where all individuals are in the same location when they are either doing some real estate transactions, enrolling employees, signing a financial document, or making a service agreement. In using paper-based methods, it takes time because one will have to print out a document, sign it, scan it, and save it. Electronic signatures that use mobile technology are more realistic in such cases. Using in person signing mobile, business people can incorporate electronic document signing within the in-person meeting process.

Mobile in-person signing becomes very helpful when a document is made by one person but requires signing and reviewing by another person. Rather than sharing paper documents or setting up a time when the signing will take place, it is possible to use a mobile device. This makes the whole process easy for the customer, the employee, or the business partner.

What Is Mobile In-Person Signing?

Mobile face-to-face signing is a method whereby an electronic document is presented to a person for signing in a face-to-face situation. In mobile face-to-face signing, the documents are not printed just because the aim is to obtain a signature, but the document is done electronically. Whether in advance or at the start of the meeting, the document is prepared.

How the Process Works

A typical workflow starts with the right document being prepared, along with determining which fields need to be attended to. During the meeting, the facilitator places the document on the screen of a mobile phone and enables the signer to read it, fill out the fields and sign the document electronically. Once the document is signed, it can be processed further according to the company’s document processing protocols.

This workflow differs from sending a document via email for its signature. The distinguishing element of the workflow described above is the physical presence of the people involved; the document is available for signing during the meeting. Therefore, this workflow is suitable for companies dealing directly with their customers, patients, clients, tenants, or new hires.

Why Businesses Use Mobile eSignature Workflows

Paper-based signing adds a number of administrative actions which do not necessarily help to make a better transaction. The staff needs to print the form, find a scanner, rename the file, send copies via email, and file the paper where it is supposed to be filed. In case the document has some missing data or wrong data, there may be a necessity to repeat the same actions.

Mobile eSigning may cut down these handoffs, keeping all actions with the document in one digital chain. The staff will be engaged in checking the document, helping the signer to fill in the necessary information, and making sure that everything was done.

However, it is not only a matter of convenience. SignNow says about the average ROI of 700% per year, time saving of six hours per week per employee, and 80% of documents being successfully completed. Of course, it is a result of the work of other companies, not guarantees for yours.

Practical Applications of Mobile In-Person Signing

Mobile signing is more apparent when it is related to particular business transactions. Various sectors have varying documentation needs; however, the one similarity among them all is the need to gather the necessary data and signatories in a timely manner.

Real Estate Transactions

Real estate agents regularly interact with potential tenants, buyers, sellers, and property owners in person. There are various kinds of interactions where one of the parties might be asked to sign some documentation such as lease agreements, property acknowledgements, service contracts, etc. Having a mobile workflow, one is able to show the document that needs to be signed at the appointed time instead of having only printed copies of it.

For instance, one can use an electronic signing process when discussing a document related to the lease and getting the needed signature from a new tenant. One must make sure that everyone is aware of all the necessary disclosures and that the document meets all the state and local regulations.

Healthcare Administration

Healthcare entities deal with consents, acknowledgments and other documents that might require signing in person by a patient. The use of mobile signing solutions will allow the staff to get the signatures in person from a patient, eliminating the necessity to manage separate paper copies.

However, there are some additional factors that have to be considered by the healthcare institutions when implementing such a solution. signNow mentions that HIPAA is one of the compliance features of its services, where the business associate agreement (BAA) is required when necessary.

Human Resources and Employee Onboarding

In general, HR departments acquire signed policies, acknowledgements, and other employment-related paperwork from new employees. Personal onboarding is the process that helps to review the paperwork and clarify any questions before signing them.

It can be useful for HR professionals to use a mobile device to go over all the papers systematically. It will help to make sure that the proper information has been provided by the new employee and that the procedure of storing the signed paperwork complies with the company’s internal procedures.

Financial and Legal Services

Financial planners, accountants, lawyers, and similar professionals might have meetings with clients to go through contracts, approvals, and agreements. Mobile signing could be useful here in order to fill out the required paperwork during the meeting especially if the client requires an explanation of the document.

However, these people should be careful about identity verification, who has the right to sign the document, document retention, and any regulations of that kind. Some of the documents might require witnesses, notary public, specific signing requirements, etc. It is important to know what kind of documents can be signed digitally and what cannot.

How signNow Fits Into a Mobile Signing Workflow

signNow offers the facility of signing documents electronically to facilitate their business processes in digital form. Their statistics include 28 million users and 352 Fortune 500 customers, and include such well-known companies as Apple, Walmart, FedEx, Tesla, and Xerox. This gives an idea of what sort of scope the program may have; however, it does not prove that each of their clients makes use of this signing option.

The question to ask for an organization willing to go mobile and sign documents in person is whether it suits their document needs. The team needs to look into the process of creating documents, the interaction with them, access to completed ones, and the management of pending documents by their staff.

This process needs to be simple enough for the employees to work with on a regular basis and clear for the signers. The testing of a sample document will reveal any confusing fields and unnecessary steps in the process.

Security, Compliance, and Recordkeeping

The use of electronic signatures should be done with the necessary focus on security considerations. The convenience of the signing procedure alone is not all it takes for an effective document management process; there is also the need to secure documents, restrict access and maintain records that will enable future audits.

Some of the security features offered by signNow include TLS 1.2/1.3 encryption of data in transit, AES-256 encryption of data at rest, audit logs, and two-factor authentication (2FA). Other features include compliance frameworks such as SOC 2 Type II, GDPR, 21 CFR Part 11, PCI DSS, ISO 27001, CCPA, and eIDAS.

Understanding U.S. Electronic Signature Laws

The Electronic Signatures in Global and National Commerce Act (ESIGN Act) and the Uniform Electronic Transactions Act (UETA) in the United States provide a significant legal basis for electronic records and signatures. These statutes do not imply that any document may be signed electronically in all circumstances without any further legal formality.

It is necessary to consider exceptions, consent conditions, and other specific requirements. In case of critical contracts, one can involve the assistance of an attorney to define whether the suggested procedure corresponds to the necessary requirements.

Maintaining Reliable Records

A proper workflow must make it clear who is accountable for drafting the document, ensuring that the document is complete, managing the signing, and archiving the final document. Audit trails can help with accountability by capturing all pertinent actions taken with regards to the signing process.

In addition to that, access controls and document retention policies need to be put in place. It needs to be made clear where the completed document will reside, who is allowed to access it, and how any discrepancies can be resolved. This is important irrespective of whether the signing happens on a mobile device or not.

Best Practices for Introducing Mobile In-Person Signing

For an efficient implementation, there needs to be a clearly defined and focused application. Instead of going for the conversion of all types of forms at once, companies can choose a commonly used document that has a simple process of signing and conduct a test with some employees.

Before each signing event, staff must ensure that the right document is opened, all required fields are there, and that the signer has sufficient time to check what he is signing. Here are the guidelines that will increase reliability of the process:

• Prepare documents: Ensure that the right document version is prepared and all required fields for signatures and information are included.
• Explain the signing procedure: Give signers enough time to check the document and ask any questions before signing.
• Protect sensitive data: Use proper controls and authentication procedures, especially for finance, legal or health care documents.
• Have a backup plan: Be ready for cases where the Internet connection fails, battery levels are low, signers have special requirements regarding accessibility, and when a paper version of a document is necessary.
• Check completed records: Ensure that all required fields are filled out and save the signed document following the policy.

In addition, organizations need to measure results in terms of time needed for the process, number of incomplete submissions, number of corrections made, and feedback from staff. Checking these measurements will help to understand if the mobile signing improves the workflow and what improvements are needed.

Frequently Asked Questions

What is mobile in-person electronic signing?

The mobile in-person electronic signature refers to the ability of one individual to present the electronic document to another individual for signing in a face-to-face meeting. The signer can view the document and fill in the necessary details through a suitable gadget. This type of signature is important when businesses wish to obtain signatures during an appointment rather than after.

Is an electronic signature legally valid in the United States?

Signature using electronic devices can be considered legally binding under the ESIGN Act on the federal level as well as under relevant state legislation (UETA if adopted in a particular state). But for some types of documents and business transactions, there may be extra requirements. Businesses need to examine what rules apply to their particular documents.

Can mobile in-person signing be used in healthcare?

This may be suitable for some administrative documents used in the healthcare industry, depending on whether the organization complies with all privacy, security, and recordkeeping standards. SignNow mentions that it supports HIPAA compliance, and a BAA will need to be put in place if required.

What security measures should businesses consider for mobile signing?

Companies need to assess encryption, authentication, access rights, audit trail, and record retention policies. signNow mentions TLS 1.2/1.3 encryption in transit, AES-256 encryption at rest, audit trails, and two-factor authentication. Companies also need to develop procedures for their employees in relation to document verification, completed record management, and access and security issues.

How can businesses decide whether mobile signing is worthwhile?

First, businesses need to pinpoint documents that get routinely signed during face-to-face meetings and evaluate how long they take to process. A brief pilot test can show if the use of mobile signing reduces printing, scanning, chasing, and correction activities. The results have to be evaluated in the context of the real cost incurred by the organization.

Does mobile signing eliminate the need for paper documents?

Absolutely not. Though mobile electronic signatures can cut down on the need for paper in certain transactions, there are others that might require physical paper documents and wet signatures among others. Companies must put in place standards for deciding what kinds of documents can be transacted electronically and have a fallback strategy.