11 Essential Resources For Your New Paperless Office

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Starting a digital office can seem a daunting task. You want to go in and go all the way – but what if you overlook a key aspect and everything stops working together? Not to worry. Here’s the list of resources you will need to utilize in your new paperless office. With nothing missing. Well, expect the paper.

PAPERLESS INVOICING

Freshbooks is a great service that can convert your billing and invoicing system to a secure electronic database. This “cloud accounting” service delivers a fast, accurate, easy to use, and professional interface for all your billing needs. Automated invoicing is available, as is integrations with Paypal and other online payment services. Use the system to generate reports, track expenses – even get the app to ride along.

PAPERLESS MEETINGS

TeamViewer lets you conduct paperless meetings and manage data within the paperless. You get remote access to any device 24/7 from any computer or mobile device. Hijack your colleagues’ laptops to access data during meetings, plus use screen sharing, video and file sharing, included whiteboards, and teleconferencing to be effective and paperless. When meetings are over, upload slides and info to Dropbox or Basecamp easily and share the digital copies.

Doodle and SurveyMonkey provide free service for conducting and scheduling meetings but don’t provide device connectivity and takeover capabilities.

PAPERLESS SCANNING AND FAXING

Turboscan is an excellent app that allows phone cameras to be used as scanners which then convert captured images to PDFs. High-quality photos are editable and may be stored and sent singularly or as large files.

Your office may also need a larger scanner for digital imaging. Here’s a PC World review of the best scanners for a paperless office.
eFax takes incoming faxes and puts them into your email box and easily-searchable emails. Receive and send faxes online from any smartphone, tablet, or computer.

PAPERLESS MEMOS AND NOTES

Evernote lets you organize notebooks of digital notes, tasks, and can sync all your devices. Whether you use a laptop or an Android phone, you can have all your notes and thoughts wherever you go. Circulate ideas between team members

PAPERLESS PAYMENTS

Square and Paypal Zettle let you process credit cards from the convenience of any mobile device and send paperless receipts to customers.

Shoeboxed lets you send your mass of paper receipts into the Shoeboxed office and receive digital versions in return. They’ll scan your papers and index them in your account, letting you get reports and integrate the data into your database systems.

PAPERLESS SIGNATURES

Signority streamlines the essential process of acquiring customer signatures with one seamless digital application. Send and receive signed documents via a user-friendly interface usable across any device. Need help on how to create an electronic signature document in Signority? No problem! Check out our Knowledge Base, or contact our customer support. Signority is great for the all agile businesses, allowing you to sign PDFs instantly, edit and store documents with one touch, and move forward faster.

Looking to take your business paperless? Sign-up now and get a 14-day free trial to a Signority Plan!

How we interpret Customer Success

Nobody can deny Farm Boy, a local Ontario grocery store, of its food’s freshness and the quality. It’s my favorite place to shop with plenty of varieties for all occasions, and they’ve always got something for when I can’t come up with a dinner idea; daily fresh made soups, sandwiches, duo or trio ready-to-go meals. The bakery has all types of breads, the butchery section is filled with marinated shish kebabs, tasty sausages, and other delicious meaty foods. When holidays come, they even offer family meal kits. Farm Boy is more than a grocery store to me. It provides me with meals-on-the-go that are healthier and higher quality than what you might get at many restaurants. By now, you should be getting an idea of what kind of the store Farm Boy is. But it goes even further. One day I was there looking for ground pork. Although I had seen Farm Boy selling ground pork before, it wasn’t something that they sold every day. That day, they didn’t happen to be selling any. Tough luck. Not expecting anything, I decided to ask a staff member beside me who was placing meat packages on a shelf. To my pleasant surprise, she said, “We don’t have any today, but I can ground what you’ve selected while you finish your shopping. Just come back in 5 minutes”.

COVID-19 has changed the way we live dramatically. Churches having to go online overnight, 80 year old parents learning how to use Zoom to connect with their families, businesses switching to a completely remote workplace. Our lives are all becoming digital. Customer support especially. These days, a large portion of customer support services are automated through the use of AI chatbots and answering machines. Sometimes I feel like I’ve won a lottery when I call a hotline and have a human answering on the other end of the line. Automation is great for the service providers employing them, but what about for the customers? Is it better to give our customers a “take it or leave it” attitude that often comes with automated support? Or should we tune-in to their problems? Although many Software-as-a-Service (SaaS) providers may see it as costly and inconvenient to provide personal support to customers, at Signority, we believe that it’s a key component to Customer Success.   

When a customer stumbles upon a problem, it’s important to clear their questions as soon as possible, regardless of the size of the customer. That’s why, when you contact Signority’s customer support, whether you need help finishing an online contract signing process, or have questions about how to set up an electronic signature, you will have a real human answering the line. 

Our support response times are posted on our website, but we have been delivering support much faster and aim to continue to do so in the future. We also believe in listening to our customers. Customer requests are directly handed off to the product development cycle. Our product roadmap is based on our customers’ needs. 

This is how we operate at Signority; personally connecting with our clients to ensure their success. After all, there is no better reward for a company than loyal customers who are successful.

Jane He, CEO

Want to learn more about our product? Try it out for free for 14 days!

Wet Signatures vs. eSignatures | Which is more secure?

eSignatures have been around for over two decades, but many businesses have yet to make the switch from paper signatures to electronic ones. One of the main concerns is that eSignatures lack the security necessary to ensure that the document’s contents are kept confidential and the signatures coming back are legally valid. Let’s see if this is true by doing a side-by-side comparison of paper signatures and electronic signatures.

Wet Signatures

Physical or “wet” signatures are the traditional pen-and-paper signatures that are physically applied to a document. For these types of signature, the document to be signed may be sent to the signer via mail or other method to be signed privately. At other times, the document is signed in the presence of one or more other people. Paper signatures are a physical representation of a person’s identity and serve as proof of their consent to and acknowledgement of the contents laid out in the document. More often than not, a paper signature’s validity is based on trust. As the person who requested the signature, you must trust that the person who signed the document is who they say they are. As a signer, you must trust that your signature is not being forged to sign documents without your consent. Since wet signatures don’t come with a report that tells you what happened to a document prior and during signing, there is no way to directly trace the signature back to where and by whom it was signed.

In addition, with wet signatures, if the documents are not scanned and uploaded to the cloud, there is a risk of a natural disaster occurring and destroying the contents. This is another risk that businesses must face if they opt to continue to sign papers using paper.

eSignatures

An eSignature is an electronic piece of data that is created by an individual. The application of this piece of data to a document represents the signer’s identity and consent to and acknowledgement of the contents in the document. It serves the same function as a wet signature. However, since all the signing activity is done in the cloud, eSignature applications can track and observe a signer’s actions during signing. Signority’s eSignature solution tracks the name,  email address, IP address, and time of date of every action performed by the signer during signing. This allows document senders to have a full traceability report for each of the documents they get signed. Compared to wet signatures, this makes verifying a signer much easier, and can save businesses legal headaches down the line. For a signer, as long as you have full ownership over your email address, only you will have access to the documents you should be signing. If someone does try to impersonate you and eSigns a document without your consent, all their activity will be logged through the document’s audit trail. This information can be used to show who really signed the document. Furthermore, the use of SMS 2-factor authentication, and other authentication methods helps ensure the identity of the signer.

In terms of document storage, digitally stored documents are backed up in the cloud, so in case of a disaster, you won’t lose your documents. In addition, almost all eSignature providers have industry best-practice security certifications such as SOC I and SOC II certification and ISO 27001:2013 certification. These certifications verify that the company handles their customer data securely, protecting it from outside attackers, and can effectively recover from incidents that would otherwise lead to loss of data.

Finally, documents signed with eSignatures often come with a digital signature applied to the document by the eSignature provider. This digital signature can act as a type of tamper-proofing mechanism to detect whether or not a document has been tampered with. You can learn more about what digital signatures are here.

With all this information, it’s clear that eSignatures are a good choice for many companies. They provide superior security and traceability for signed documents. Not to mention they also cut down on the time you spend on each document that needs to be signed!