What to Look For With E-signatures

Is your business like mine and you have agreements or other documents that need signatures? With paperwork needing to be signed, and not usually seeing our clients in person, I’ve used an e-signature software for a while.

Electronic Signatures have been around for years and utilized by many industries, but it has become more important as of late because of the impact of the pandemic. But how do you make sure that the document signed is not altered and the correct person has signed it? When reviewing these signatures, you need to ask yourself six questions:

1.       Who signed the document? (Signer Authentication)

2.       Did they mean to? (Affirmative Act)

3.       Has the information been properly disclosed and consented to? (Compliance)

4.       Has the document changed in any way? (Document Authentication)

5.       Is this document available to all who needs to sign? (Access)

6.       How can this all be proven? (Evidence)

Whatever means you use to provide or receive electronic signatures need to meet the above criteria. The best way to provide proof is to use a program that instantly provides an audit trail, and most importantly one that cannot be edited in any way.

If you want additional security and further proof of your compliance, choose a program that requires authentication. There are a few ways to do so: Knowledge based authentication or a one-time passcode. There are third party companies that, based from the identifiers of the person signing, generate a set of questions to be answered. One Time Passcode Authentication generates a code that can be sent to a phone number or email provided.

Most signature platforms already comply to the listed criteria, but it is also important that you research what additional policies your industry needs you to uphold to comply completely and provide the proper audit trail.

If you have any questions about which software is necessary for your specific business, contact your business attorney or IT professional for advice. If you don’t have someone to help you, touch base with me at 310-534-5577 or contact@abandp.com, and I’ll give you contact information for those I know and trust.

Candy Messer

Candy Messer is a and profitability/growth advisor working with entrepreneurs in service-based industries to help them have successful businesses.  With more than 22 years of experience in the industry, Candy understands the stresses business owners  face and offers customized services  to meet their varying needs.

Candy started Affordable Bookkeeping and Payroll (AB&P) with the goal of providing businesses with top notch bookkeeping and payroll services at a reasonable price.  Her company energizes business owners by removing  the burden of  compliance tasks as well as working with them to identify issues preventing higher profitability and/or growth. As a result of using her services, clients have peace of mind and the freedom to do what they love. 

Candy was named Woman of the Year for 2009-2010 by the Peninsula Chapter of the American Business Women’s Association, and 2011 Entrepreneur Mom of the Year by Today’s Innovative Woman magazine.  In 2012, the El Camino College Foundation honored her as a Distinguished Alumni of the Year. Affordable Bookkeeping and Payroll was named 2016 Small Business of the Year by the Torrance Chamber and Intuit’s (creator of QuickBooks software) 2016 Firm of the Future.

Candy is co-author of Business Success With Ease released in 2013 and Navigating Entrepreneurship released in 2014 and is the host of “Biz Help For You” which can be found on iTunes, Tune-In, Stitcher, IHeartRadio and Spotify.

Candy has been married since 1992 to her husband Garth and they have a son, daughter, son-in-law, and soon to be two grandsons. When not running her company, Candy enjoys reading, crocheting, logic puzzles and spending time with friends and family.

http://www.abandp.com
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