How to Assess Your eSignature Cloud Service Provider’s Security with Confidence

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When looking for an eSignature Cloud Service Provider (CSP), security and privacy are crucial. Your eSignature CSP will likely be helping you manage sensitive information. So, it’s important to choose a provider that you can trust to protect your organization’s and your customer’s data. In this article, we review six things to look for when assessing a CSP’s security and privacy protection.

Industry Security Certifications

The world of data processing is complex, even dangerous. In this age, data drives much of our day-to-day life. Hence, there are malicious actors always trying to steal and ransom data, and compromise data processing systems. Thankfully, many security frameworks like the globally adopted NIST Cyber Security Framework (CSF), have been developed to help keep organizations safe.

There are many security frameworks and standards. In the cloud industry a few important ones include:

  • NIST Cyber Security Framework together with other supporting NIST standards
  • ISO 27001, ISO 27017 and ISO 27018
  • Service Organizational Control (SOC) (1, 2 and 3).

These frameworks contain important security guidelines and controls that help ensure the protection of your data. If your CSP has or leverages one or more of them, it means that your data is likely well-protected.

Note that there are three SOC certifications: SOC 1, SOC 2, and SOC 3. SOC 1 focuses on financial reporting and might not be relevant to your needs. SOC 2 was partially created in response to the rise of cloud computing. In most cases, it will be the most relevant. SOC 2 Type 1 signifies that a CSP has been initially audited and the controls were found to be in place. SOC 2 Type 2 signifies that the CSP has maintained the controls over a period of time. Finally, a SOC 3 report is a more general type of report that’s often used for marketing purposes. It covers much of the same topics as a SOC 2 report, but is simpler and easier to digest.

Legislative and Regulatory Compliance

When it comes to government laws and regulations, things can get complex. Depending on the jurisdiction, the laws and regulations that apply will be different. For eSignature CSPs, privacy protection legislation and electronic signature legislation are legal considerations.

In Canada, one law to keep in mind is the PIPEDA. It stands for “Personal Information Protection and Electronic Documents Act”. As its name suggests, it covers personal information and electronic documents.

With its first part, PIPEDA applies to Canadian private-sector organizations. Specifically, those that collect, use or disclose personal information in commercial activity. Organizations subject to a provincial privacy law that’s substantially similar, are often exempt from PIPEDA. Examples include organizations in British Columbia, Quebec and Alberta. Ontario, New Brunswick, Nova Scotia and Newfoundland and Labrador have also adopted substantially similar legislation. Note that in British Columbia and Nova Scotia, provincial privacy laws require public sector organizations to store and access personal information in Canada only. In the rest of the provinces, Canadian data residency may be encouraged, but isn’t mandatory. Therefore it is very important in these cases to use CSPs that store your data in Canadian data centres. To help assure your customers, you may wish to ensure that your organization’s data remains in Canada regardless. If you are not sure which Canadian laws apply to your organization, this decision tree can help:

In the United States, there isn’t one set of regulations that governs data privacy protection. Instead, several federal and state laws determine how to handle and protect data. For example, organizations in California may be subject to the California Consumer Privacy Act (CCPA).

Other countries also have their own laws and regulations governing data privacy protection. CSPs with customers in the EU may be subject to privacy regulations from the EU General Data Protection Regulation (GDPR).

The second overall consideration is the legality of electronic signatures. There are a myriad of Canadian federal acts and regulations that address eSignatures. Examples include:

  • PIPEDA, Part 2 (governs private-sector organizations’ use of electronic documents and signatures for purposes required by federal laws)
  • Secure Electronic Signature Regulations
  • Electronic Payments Regulations (annexed to the Financial Administration Act (FAA)
  • Payments and Settlements Requisitioning Regulations (annexed to the FAA)

Besides these, over 20 federal acts and 30 regulations include references to “electronic signature”.

As well, most Canadian provinces and territories have enacted e-commerce and e-transaction laws. These provide electronic equivalents to paper-based signatures, along with other requirements.

In the US, there are numerous related laws including:

  • The US Electronic Signatures in Global and National Commerce Act (E-SIGN)
  • The US Government Paperwork Elimination Act (GPEA)
  • The US Uniform Electronic Transactions Act (UETA). This covers most States, D.C. and the US Virgin Islands.

As well, some FDA-regulated industries may need to be compliant with the Code of Federal Regulations (CFR) Title 21 Part 11. This identifies certain technical eSignature requirements. Some examples of these industries include:

  • US drug makers
  • Medical device manufacturers
  • Biotech companies
  • Biologics developers
  • Contact research organizations (CROs)

There are many other existing and evolving eSignature laws around the world. For example, the EU Regulation No 910/2014. This covers electronic identification and trust services for electronic transactions in the European internal market (eIDAS).

One often misunderstood fact is that laws and regulations don’t have associated technology certification programs. Simply put, there aren’t any third-party audits to check compliance with them. That’s different from the industry security frameworks and standards that discussed above.

Ultimately, it is up to your organization to operate under applicable laws and regulation. Your CSP and its eSignature solution should help you remain compliant with all relevant regulation. But in general, you will still remain responsible and legally accountable.

Third-Party Data Sub-Processing

Third-party evaluated security certifications are a good proxy to test how well a CSP handles an organization’s data. However, sometimes you may wish to go a little deeper. Especially about third-party data sub-processors involved in the provision of an eSignature service.

For example, ask questions about the sub-processors that the CSP uses to process data. What data do they share with them for sub-processing? In which countries are those sub-processors storing that data? Does your CSP hold them accountable to the same high security standards that the CSP uses? Has your CSP provided you details on their sub-processors? Are they certified? Have you agreed to their use, in contract?

Another best practice is to document the types of technical and organizational measures (TOMS) that are expected to be in place. Around the world, this is done using a Data Processing Agreement (DPA). You’ll usually see it as an appendix to the main contract with the CSP.

Security Governance Principles

Having a corporate culture stressing the protection of data and implementation of standard privacy practices is very important for a CSP. Even with security certifications, a CSP always needs to take security and privacy seriously at all levels. Good info security and privacy governance ensures that a company can operate securely. It means they’ve got the right board and executive involvement, leadership, organization, policies, standards, practices, processes, and tools.

To assess a CSP’s information security and privacy governance, here are a couple tips. 1. Check if the CSP’s goals and priorities are linked with security and privacy. 2. Make sure that the CSP has designated senior individuals responsible for overseeing and making security and privacy decisions. Usually this is the Chief Security Officer (CSO) and Chief Privacy Officer (CPO).

Solution Security and Privacy

Your cloud software provider’s product must be designed with security in mind. For cloud solutions, there are several important requirements. For example, using TLS 1.2 or 1.3 certificates to encrypt “data in transit”, and encrypting “data at rest”. It’s also important to know how the service keeps data in customer accounts separate from each other. Qualys is an app that can help you assess how secure a cloud-based application is. An “A” means that the web application is securely built using the latest web protocols. A “C” or “D” indicates seri

Your eSignature CSP’s solution should be designed and maintained with security and privacy in mind. For example: implementing a Development-Security-Operations or “DevSecOps” approach to software development. This helps ensure that security is considered at every stage of the software development life cycle. Another example is using the “Privacy by Design” or PbD principles, practices and approaches. This is a solid way of ensuring privacy considerations at every stage.

One simple check that you can undertake is to test the security of its website. Go to and input the CSP’s website URL, and then run the test. A score of “A” or higher suggests that the CSP pays attention to security. A score of “B+” or below may suggest otherwise. Under no circumstances these days should a CSP be permitting the use of older SSL, or weak TLS 1.0 and 1.1. Nor should it be permitting the use of weak browsers, protocols or ciphers.

Also check the CSP’s website for a comprehensive Privacy Policy or Privacy Statement. The policy should explain the CSP’s privacy practices in detail and kept current; less than one year old. It should also provide you with relevant contact info (e.g. Chief Privacy Officer). This is important if you have any questions. You should also be able to find government privacy legislation contact info. In case you want to file a complaint, that is where you would send it.

Solution Security Features

An eSignature CSP solution should support your privacy and security needs. This is especially true if you’re handling sensitive information. So, you’ll want to look for solution features that help you control and protect that information. For example, look for strong password dynamics and standardized multi-factor authentication methods. Ideally they should be available for both the creators and signers of your documents. Also look for SAML 2.0 capability so you can use your own organizational electronic identifies and related security policies.

Also, ensure that you will have the ability to use more secure ones eSignature options. For example, those that involve the use of public-key infrastructure (PKI) and notarization services. These are often called “digital” signatures.

You will also want to look for granular security roles and the ability to restrict certain documents to a few individuals. Make sure to clarify and ask questions!

Contract Signing in HR Using eSignatures

When managing people and employees, there’s always a lot of paperwork involved. New employees need to sign contracts, contractors need to sign agreements, and every year staff might need to sign acknowledgement forms. If you’re managing a large number of employees, all the paperwork can pile up. It takes a huge effort to sort everything out and make sure that all the forms are in place. Not to mention the mistakes that people make when filling out a form. It could be missing a mandatory field, or filling something in with the wrong type of information. Mistakes like these just make life harder for everyone. That’s where an eSignature tool like Signority comes into play.

Standard Forms/Contracts

For standard forms or contracts that don’t change regardless of who is signing the contract, a feature like the Signority eSignature Template is what you’re looking for. By setting up a form as a template, you’ll be able to instantly access and send the form to anybody who needs to sign. If there are multiple administrators in your organization who also need to use the form, you can set up the form as a template once, then share it with everyone who needs to use it. Just make sure that all your coworkers are in the same eSignature account team as you are.

The great thing about a feature like Signority’s eSignature Template is that you can set up a custom workflow for each of your forms. For example, let’s say you have a contractor work agreement form. For this form, you need to have the contractor sign first, and then have an authorized representative from your company sign. You can set this workflow up in the Regular Template by adding two recipients, and then assigning an order for them. This way, you can easily set up any contract signing process as an eSignature Template.

Acknowledgement Forms

Sometimes a form needs to be sent to hundreds or thousands of employees at the same time. An example of this might be a policy acknowledgement form that all staff need to sign. In this case, a feature like the Signority Bulk Sign feature is the thing to use. A bulk signing feature can save your organization hours or even days of work. You can electronically send hundreds of copies of forms at once just by uploading a list of recipient names and emails to your eSignature application. Reporting features also allow you to manage all the forms sent out in one place. You can instantly search for who has yet to sign the document, and even see what each person has inputted into the form.

Signority’s Bulk Sign feature also allows you to build custom workflows for your form, just like any other eSignature document.

Save time by reducing errors

With an eSignature tool, you’ll be able to mark certain fields as “Mandatory” and others as “Optional”. Since the signing process happens on the eSignature app, the app will be able to enforce these mandatory fields. That means that your signer won’t be able to send back the document to you without filling in these fields.

eSignature tools also offer different types of fields, such as text fields, number fields, dropdown menus, radio buttons, and more, to ensure that the recipient is inputting the right type of information. The last thing you want is for your signer to put in their name where their phone number is supposed to be.

Using these features, you’ll drastically cut down on the amount of time both you and your recipient spend on signing a contract. No more going back and forth trying to get forms completely properly.

The Breakdown: eSignature vs. Digital Signature


An electronic signature is information in electronic form (can be sound, symbol, process, etc.) that is associated or attached to a document. This means that so long as we can demonstrate that the signature is associated with a person and that there was intent to sign, everything is legally binding and accepted (all of this can be seen in Signority’s audit trail).

A digital signature is actually a form of electronic signature that uses an encryption algorithm that helps validate who the signer is. It also ensures that the document cannot be tampered with, as the signature becomes invalid if the document is changed after signing. This helps prevent repudiation by the signer, making it almost impossible to deny having signed the signature. Essentially, these issues are some of the biggest challenges to electronic signatures, and digital signatures are able to help overcome these issues.

Electronic Signatures: An Overview

You may be wondering how electronic signatures even work in the first place? Before we can get to the difference between digital signatures and electronic signatures, let’s discuss what an electronic signature is first.

According to the Canadian Uniform Electronic Commerce Act (UECA), an electronic signature “means information in electronic form that a person has created or adopted in order to sign a document and that is in, attached to, or associated with the document.” The American equivalent is the Uniform Electronic Transaction Act (UETA) and the Electronic Signature in Global and National Commerce Act (ESIGN). Their definition is “an electronic sound, symbol, or process attached to or logically associated with a record and executed or adopted by a person with the intent to sign the record.”

At the heart of both definitions is the capture of the intention with which a signature is added. What that implies is that the electronic signature doesn’t have to look anything like your handwritten signature when it’s applied. It can be a symbol, a typed text, or even an image or sound. So long as the intention is present, then it is legally accepted and binding. In this sense, if the association with a person is demonstrated and the intent to sign is also demonstrated, the signature will meet the signature requirements stated above. This is done through the audit trail and by authenticating and determining who the signers are and what was signed.

Signority’s e-signature solution is able to capture all of this data through its detailed audit trail with time stamps, multi-factor authentication methods to validate the signer’s identity, and by securely storing the data to prevent tampering.

Digital Signatures: An Overview

We’ve explained what an electronic signature is in the previous section. The digital signature further improves the security and authenticity behind each electronic signature, acting like a digital “fingerprint” for a signer of a specific document.

The biggest challenges with regards to secured signatures have always been:

Is the signer who they say they are?
Is the signature valid and hasn’t been forged?
And has the document been tampered with?

In history, to counteract these challenges, the existence of notaries were introduced and played a key role in assuring authenticity and trust of a document.

Similar problems still exist today for the electronic world. However, digital signatures were created to help serve the purposes of notaries in the past. Certification Authorities (CAs), a trusted third party, now serves as the notary in terms of verifying a signer’s identity. Rather than being present at the time of signing, like a notary would, a CA acts as a trusted third party organization that ensures the security of the Public Key Infrastructure (PKI) and providing digital certificates for signers, both of which are necessary for a digital signature transaction.

The technology behind secured Digital Signatures

A digital signature is unique to each individual signer. To ensure this, electronic signature solution providers follow a protocol called the PKI. The PKI uses a mathematical algorithm to generate two keys for the signer, a public key and a private key. The two keys together make your digital certificate, which help validate the signer’s identity.

When a document is electronically signed and completed, a unique “fingerprint” of a document (called a hash) is generated by using a mathematical algorithm. This hash is, then, encrypted by the signer’s private key. The encrypted hash and the document certificate issued by a trusted CA are both attached to the digitally signed document, thereby completing the digital signature transaction.

To validate the signer’s identity and verify the signature, the signer’s public key is used to decrypt the document hash. During decryption, a new hash is calculated and matched with the original encrypted hash. If the two are the same, the signer is validated, as the two keys must match and create the same hash.

Benefits of Digital Signature

All of this finally brings us to the question, what’s the point of all of it and how will it benefit my business? As stated at the beginning, an electronic signature captures the intent and also helps prove who the signer was and what was signed in the first place.

The key benefits of digital signature is that it works with the electronic signature rather than replacing it. When you apply the digital signature to a document, the cryptographic operation helps bind the digital certificate and the data being signed into one unique digital “fingerprint”, the uniqueness of the certificate and the data is what makes digital signatures so viable.

As a result, you can be assured of 3 things:
Signer identity is valid – you will know that the signers are who they say they are
Tamper-proofing – you can be ensured that the document hasn’t been tampered with, otherwise the signature would be invalidated
Non-repudiation – the signer cannot deny having signed the signature and is possible to prove in court HSM or Hardware Security Module

For Signority to have digital signatures available for users, it uses a Notarius Hardware Security Module (HSM) to help store and manage the digital keys that are used in the digital signing process. It also acts as the key generator for the digital certificate.

Adobe AATL Certificate Policy requires that digital certificates are stored on FIPS-compliant hardware. HSM is FIPS-compliant, which allows Signority to provide digital signatures.

Ready to use eSignatures and Digital Signatures for your business? Take advantage of Signority’s 14-day free trial!

What is Data Residency & Why is it Important?

Have you ever asked yourself, “how important is my personal information, and where is this kind of data being stored?”  These are the kinds of questions that are asked when discussing data residency. Before diving deep into what data residency is, and its importance, let’s first break down what personal information is and its different types.

What is Personal Information?

The Office of the Privacy Commissioner of Canada (OPCC) states that, according to The Personal Information Protection and Electronic Documents Act (PIPEDA), personally identifiable information (PII) is classified as “any factual or subjective information, recorded or not, about an identifiable individual.” According to the OPCC website, PII includes: 

  • Name, age, ID numbers (SIN), income.
  • Social status, evaluations, opinions, disciplinary actions.
  • employee files, credit score, employee files, loan records

Other types of information include Personal Health Information (PHI) which, according to the Information and Privacy Commissioner of Ontario’s Guide, 

  • Relates to the individual’s physical or mental condition, including family medical history; or
  • Relates to the provision of health care to the individual; or
  • Is a plan of service for the individual; or
  • Relates to payments, or eligibility for health care or for coverage for health care; or
  • Relates to the donation of any body part or bodily substance, or is derived from the testing or examination of any such body part or bodily substance; or
  • Is the individual’s health number; or 
  • Identifies a health care provider or substitute decision-maker for the individual

Data Residency

Data residency, otherwise known as data localization, refers to the legal and administrative prerequisites forced on the geographic or physical location of an individual’s or organization’s data.  In addition to addressing data storage, data residency also highlights how data is processed and creates conversation among legislators and citizens regarding data management and the safety of citizens’ data. When sensitive data is being managed, it’s vital that an organization’s data stays secure and locally stored. Companies and organizations could also qualify for various tax benefits based on what kind of data is being stored and where it resides. More importantly, the data being stored would be subjected to the laws and regulations of the country that stores it. While the Government of Canada does not have severe laws prohibiting companies or organizations from storing their data outside the country, numerous provinces have put up guidelines and regulations regarding the protection and handling of their resident’s data.

How Signority Can Help Secure Your Data?

Signority takes great pride in being the largest Canadian eSignature provider whose data centers are located in Canada. Signority’s main servers are in Montreal and we have ensured that our back servers are also located in Canada. This ensures two things. First, if one server location is affected by an outage, your documents will remain safe, secure, and accessible. Secondly, this ensures all our customer’s personal and private information is securely stored within Canadian borders, a key requirement ensuring our compliance with the PIPEDA and HIPAA acts, as well as the SOCIII, ISO270001, and PCI certificates. In addition to complying with Canada’s data residency laws, Signority follows strict security protocols when handling customer data. 

On top of the many security features, Signority also offers products and services at a low price without compromising the quality of our customer service received or our product itself. 

Now, ask yourself again, “how important is me and my client’s personal information, and where is this kind of data being stored?” 

Ready to send secure eSignatures with Signority? Sign up for a 14-day free trial today!

Signority eSignatures in Canada

Signority Blog

In financial podcast episode 16, Darlene interviews the CEO of Signority, Jane He.

“Financial podcast” was created and developed by Customplan Financial Advisors Inc. to promote financial literacy in Canada. They interview professionals from various fields on topics that matter to you. Jane was invited to talk about e-signatures in Canada in their 16th episode.

Jane has been in the hi-tech industry for 25 years, and In 2010, she started Signority. The company made many several significant milestones: in 2016, the Department of National Defense of Canada successfully deployed that platform through the federal government innovation program, and, for the first time in history, Signority helped the Government of Canada eSign the first MoU with the Government of Great Britain.

In the podcast, Jane states that “in the legal definition, a signature is your intent to consent to an agreement. As long as it proofs your intent, a dot, a line or any other format is a legal signature.” She adds that signatures may not be easily legible as people tend to add their own styles and personalities, but as long as they are authentic, they are legal. Then she states that “in the digital world, we have the technology not only captures the handwriting signature, but also captures IDs, when, and where a person signs a document. These data serve as court evidence and legal proofs.”

Although she admits that it can be hard to prove a simple signature without evidence, we can solve this problem with the concept electronic signature, secure electronic signature/digital signature and the signature workflow to meet legal requirements. Those legal requirements are stated in the PIPEDA (The Personal Information Protection and Electronic Documents Act):

  • the electronic signature must be unique to the person using it;
  • the person whose electronic signature is on the document must have control of the use of the technology to attach the signature;
  • the technology must be used to identify the person using the electronic signature; and
  • the electronic signature must be linked to an electronic document to determine if the document has been changed after the electronic signature was attached to it.

Signority’s many features such as multi-factor authentication, and digital seals ensure that these requirements are met. Jane sees eSignature technology as a process; like a signature ceremony rather than scribbling your name on a digital document.

When asked about security,  Jane assured that all documents signed using Signority are secure. Signority has the Canadian government security clearance. She states that there is a security officer and privacy officer at Signority, that policies are reviewed by their lawyer periodically, and that they have established a privacy breach protocol.

Signority is not only secure, but as Jane details in the podcast, anyone with access to a browser can use Signority. In the signing process, there is no special software or equipment required.

She also highlights that eSignatures can be used in all sectors; it’s also suggested to talk to your lawyers before you use it and also check your industry’s regulation and by-law besides federal and provincial acts. Signority has been serving insurance and banking companies for several years, and is proud that CSIO, Canada’s industry association of property and casualty insurers has selected Signority as its eSignature provider since 2015. For individuals, the CRA has given the green light for Canadians to file personal and corporation income tax by eSignature for the first time in history, largely due to the pandemic.

If you would like to listen to the podcast yourself, click on the link below!

A Paperless Business and 5 Ways You Can Achieve It Now

Achieve a paperless business with Signority

Read on to learn about the five ways you can turn your business into a paperless business – today.

Flashback: it’s 1980.

Inflation is creeping higher and Americans are helplessly watching their purchasing power vanish into thin air. Retirement funds dwindle while it gets harder to put food on the table. The dollar’s inflated to 10% and everyone’s worrying about buying things before they go up in price. Anxious consumers are purchasing goods the same way squirrels pack away nuts for winter.

Problem is, this ever-consuming loop of fear is actually driving prices higher. Fear contributes to a rapid, debilitating buying cycle. And as prices go up, employees ask their bosses for a raise. Bosses comply with wishes, left with no choice but to raise prices. The result is a self-fulfilling prophecy of inflated prices.

But here comes Paul Volcker, the newly appointed Federal Reserve Chairman. Notorious for his devil-may-care attitude and allowing his socks fall scrunched about his ankles, he’s intent to fix the economic mess. His way.
Traditionally, inflation is supposed to stop once you stop printing money. Volcker’s stopped the presses, yet things just keep getting worse! Having iced the economy, we’re in a recession now too, and Volcker is facing an uproar.

But he’s sticking to his principles, cool and collected. Winter is coming, heck, it’s already here – but the Fed Chair knows that a frozen economy must thaw before financial security springs anew.
What did Volcker do to end the woes of inflation?

He showed the American people that the problem was all in our heads. He didn’t succumb to convention, refused to print more money, and made us all stand firm. This is what allowed the dollar correct itself. We had to stop worrying and just accept things as they were for a season.

By the end of a 1981, inflation dipped to 9% – then 6%, then 4%. Since then, inflation has remained relatively tame at around 2%.

What does inflation have to do with the paperless office?

The obstacles to a paperless office are in your head. Just like inflation.

Paper consumption and papertrail headaches are a ‘mo’ paper, mo’ problems’ scenario in the modern office. Since the “paperless office” was heralded in 1978, we’ve all looked ahead to a space-age time where we’d save trees and feel great about it – all while increasing efficiency and productivity.

Well, that time is now.

The Modern Paperless Office

You still with us after that Doctor Who-style history lesson?

Now in the present day, we’re enjoying a wireless age of information that empowers us to send, receive, and consume immense amounts of data formerly reserved only for sheets of paper. The internet and cloud platforms allow our ideas to circulate without boundaries, be they time, or space, or paper.

And yet, companies in the US already spend more than $120 billion a year on printed forms, most of which are outdated in three months or less. The average office worker uses 10,000 sheets of paper a year. Businesses pay for this wasted paper, pay to file it, pay to search through it, and pay to have it tossed out when more space is needed.

By comparison, the internet creates 7.5 million blog posts each day, but we never have to print those files. They simply exist, or can be stored and sorted as we see fit. Imagine if we printed all the articles we read and circulated. How much would that cost? You’d need to print and distribute each Word file, Google Doc, Adobe Acrobat PDF, and Adobe Reader you read all year. That’s an unrealistic, costly number.
This is the beauty of the paperless office: infinite informational capability, zero limitations. So here’s the five best ways to move forward to this paperless reality.

1. Paperless Meetings

According to a recent AIIM survey, 59% of respondents said that the biggest driver of paper consumption is meetings. The second highest user of paper was signatures.

If you’re serious about a paperless office, start in the meeting room. Printouts for each employee across every meeting adds up fast, yet most documents are trashed immediately afterwards. While paper is flexible, portable, and easy, the same is true of modern technologies.

For example, Doodle and SurveyMonkey provide free service for conducting and scheduling meetings.

But what about all the printouts during the meeting?

Try TeamViewer to conduct paperless meetings. This powerful office package gives you remote access to office computers 24/7 through any computer or mobile device. It also includes features for screen sharing during presentations, transmitting videos, sharing files, accessing whiteboards, and teleconferencing.

TeamViewer lets you avoid handouts by simply hijacking your colleagues’ laptop while you’re showcasing an idea. Then easily upload the slides to Dropbox or Basecamp so everyone gets access to the digital copy. Now everyone can reference ideas on the fly and there’s nothing lost.

When it comes to meetings and printouts, good technology puts an end to the printout cyclone that surrounds every meeting.

2. Electronic statements and payments

Remember the classic Seinfeld episode when George Costanza loses his fiancé to postage stamps? I’m sure your company is doing better than dear ol’ George, but my point is you needn’t stress over such minor things anymore.

The more online bill paying you do, the less you’ll shell out for postage, envelopes, and employee time (and potential damages) spent on invoicing, checks, and mailings. Office finances that run through the web make sure payments are prompt, immaculately recorded, and easily tracked. Business at the speed of paper is no longer efficient for many, especially when we consider the file shares, mobile, and social collaboration platforms in the competitive space.

Many merchants turn to apps like Square to process payments through smartphones. With recent developments in digital signature technologies — like Signority — getting bills paid and approved via eSignatures has never been easier. And studies show that consumers would rather receive paperless receipts through email than in hand.

Plus, think of all the papercuts you can spare your valued employees.

3. Digital Storage

If your business is located in a major urban center, space is a key concern.

In terms of rent per square foot, storing thousands of paper documents in San Francisco, Manhattan or Toronto can skyrocket office costs. Instead of renting additional office space for storage, convert files and have them stored on secured off-site servers or in the cloud. The latter option will be much cheaper.

And easier to access. Turn to PDF converters make the transfer process easy, PDF editors that allow you to make changes, and PDF readers to allow easy access to documents. Plus, you’ll save on the costs of disposing of sensitive materials.

A few companies in the digital signature space also provide their customers with full-fledged storage and document management solutions, as part of their monthly package.

With paperless storage, you’ll be able to access documents easily through keyword searchability as well, no more rummaging through file bins and back rooms. Digitally thumbing through thousands of documents is both cost and time effective for employees. This will also decrease the likelihood of losing valuable data.

4. Electronic Scanning and Faxing

Yes, scanning and faxing is still highly prevalent among businesses.

The paperless office saves on ink, paper, and hassles by eliminating the physical component by sending and storing documents seamlessly. The initial hesitation for many companies is that shuffling documents through a scanner will be less efficient than paper copies and cost in terms of employee work hours.

As Xerox reports, the US already spends roughly $460 billion in salaried time to simply manage paper-driven information overload.

Meanwhile, effortless digital solutions are abundant in this space. For example, Turboscan is an excellent app that allows phone cameras to be used as scanners which then convert captured images to PDFs for easy-send emails or upload to Signority for grabbing that quick eSignautre. For only $15 per month, eFax takes incoming faxes and puts them into your email box and paperless, easily-searchable emails.

5. Paperless Connectivity

Sending files instantly is the best aspect of a paperless office.

If you’ve got multiple offices, accessing relevant documents from anyplace is truly a revelation. And connectivity is only getting better. With the ever increasing internet of things, data usage and storage rates are up. Data accessibility is expected anywhere at anytime and streaming data is a given between more and more devices.

Quocirca’s recent report finds that 72% of enterprises surveyed already have “some paper-free processes in place and are planning to implement more.” Why? Because the companies that go digital create opportunities to spot bottlenecks and inefficiencies in their workflows while maximizing productivity and using fewer material goods.

In coming years, paperless offices will mesh with home offices. As the prevalence of AI increases, so will the use of private contractors and employees who work from home. Yes, telecommuting and working from home will signal a substantial reduction in paper and office costs for businesses, but more happier, more effective employees too — we know, contractors are a huge part of the Signority workforce.
As a Global Workplace Analytics study reveals, two-thirds of employees would take advantage of the opportunity to work from home, and 36% said they’d rather telecommute than receive a raise. Sharing documents with cloud-based platforms will have increasingly positive impacts for between workers, managers, and even clients.

For businesses moving with digital trends, digital signature services complete the paperless office model and Signority provides an affordable solution for seamless integration into your business process. A modern agile business means agile data, accessible from anywhere — even when it comes to connecting pen to paper — when every level of business is able to exchange signatures and data fluidly, companies can move forward at lightspeed.

Signing Off

These days, technology is inflating the capacities and capabilities of businesses in a big way. And like a balloon set to rise, integrated technology promises a positive impact upon how far businesses can stretch their money. From cloud platforms to handheld apps, it’s no secret that businesses directly benefit from being more connected and more effective than ever. In coming years, we’ll see the  best companies enjoying increased productivity, reduced costs, and a competitive advantage as a result of a move towards the paperless office.

As environmental concerns stay top of mind, companies with the paperless office will enjoy a boost in their bottom line. Value-conscious consumers eager to change the world with their purchasing power are always happy to endorse the green company with the paperless office. Will your company catch the trend upwards?


Looking to go paperless? Sign-up now and get a 14-day free trial to a Signority eSignature Plan.

Release 5.0.1: Release Notes

Top 4 Emerging Insurance Trends

New Application Release from Signority

Release 5.0.1

July 6 2020

In this unprecedented global pandemic situation, we have received an overwhelming number of requests and questions from individuals, companies and organizations that have recently adopted work-at-home policies. We are working around the clock to take in all the tips and suggestions and turn them into new features that we believe will best help you to continue to work remotely and safely. Here’s an overview of what’s included in our latest Release 5.0.1.

Usage Report

This release brings to production a new dashboard usage report.  When you log into your Signority account, you will now have instant access to all the basic usage information for your account.  Here are the changes that have been made to the dashboard usage report:

  • The dashboard now displays your team role, team usage, subteam usage, your individual usage, and overage
  • The usage report coincides with subscription periods

A more detailed usage report can be accessed from your account’s “Team” page. The report includes:

  • Usage for each team member, as well as totals for each subteam, and a grand total for the entire account
  • Custom date range

Masked Tags

The need for a secure method to receive personally identifiable information (PII) remotely has become especially important today as many operations have turned online. As a result, a way to encrypt certain fields on a Signority document became imperative. Masked Text Tags allow you to request information from your recipients, just like a regular Text Tag, but any information entered into it will be encrypted on the document and cannot be accessed by anybody except for you as the sender through a .csv file. For more information on how to use this feature, visit our tutorial.

Me-Sign Enhancements

By using the “Add me” option to sign a document just by yourself, you are able to drag and drop tags onto the document and fill them out as you go. In this release, we fixed several issues with this process including:

  • Ensuring that the window to apply a signature or initial closes after clicking “Apply”
  • Allowing radio buttons to be renamed

That covers everything in the Release 5.0.1!  As always, we would love to hear from you and know what you think.  If you have any feedback or suggestions you can contact us at  Stay tuned for our next application release.

Q1 2020 Release Notes

The Paperless Journey, The Evolution and Future of Document Signing

New Application Release from Signority

Q1 2020 Release

April 14 2020

In these quarterly release notes you will find all of the new features and bug fixes that were released in 2020. All of these features have been suggested by our clients, and we’ve worked hard to implement them during Q1 of 2020.

French Localization

Signority now offers the option to make the signing process in French. Email notifications can be sent in French and in English, and the signing page is also in both French and English. To use this feature, you will need to select “Français” in the “Settings” in the Document Editor, or when adding the recipients for a new document:

New Feature Notifications

Your Signority account Dashboard now has a notification bell in the top left of the page. If there are any new features that have been released, the bell will swing when you log in. When you click on the bell, you’ll be taken to our Signority Updates page. Now you won’t miss out on any of our new releases and features!

Anchor Text

Anchor text is a group of text-based placeholders for different Signority tags such as signature or initial tags.  For longer documents, using these can save a lot of time.  You can manually type in the anchor text into the document and the system will automatically place the corresponding Signority tag where the anchor text has been typed.  This feature is very useful for API integrations.
Below is a list of anchor text characters and what Signority Tag they correspond to.  The first letter defines the tag type, and the digit represents the recipient.  Placing an “o” in front of the tag-defining character makes the tag optional.

Tag Type Mandatory version Optional Version Recipient
Signature Tag \s1\ \os1\ Recipient 1
Initial Tag \i1\ \oi1\ Recipient 1
Date Tag \d2\ \od2\ Recipient 2
Radio Button \r2\ \or2\ Recipient 2
Checkbox \c2\ \oc2\ Recipient 2
Text Tag \t3\ \ot3\ Recipient 3
Attachment Tag \a3\ \oa3\ Recipient 3

If you wanted to add a mandatory signature tag to the document using anchor text, you would type \s1\ in the location where the signature is to be placed (see example below).

When you send the document for signing, the Signority system will interpret the anchor text Tags and place the Tags accordingly onto the document.

When preparing a document, the colour of the Anchor Tags can be changed to match the background colour of the document so that recipients will only see the regular Signority Tags.
For more information on how to use anchor text, check out our anchor text tutorial.

Copying Other Users on Overage Notifications and Invoices

This new feature was requested by many of our customers.  Before Sprint 46, invoices and overage notifications could only be sent to the Team Billing Admin.  But now you can set your account up so that invoices and overages can be sent to up to 20 other email addresses.  To control who you want to receive these notifications, simply go to “Profile Settings” in the top right dropdown menu.  From there, go to “Account” and find the option at the bottom of the page title “My Invoice”.  Check the checkbox and then enter up to 20 email addresses.  Make sure to separate each email address with a comma.
Add email addresses
Once you’re done, hit “Save” and your invoices and overage notifications will be sent to the saved email addresses.  Now you won’t need to take the time to forward your invoices via email; it can be done automatically for you!

Streamlining the “Push” Feature

Recently we’ve had some customers having trouble with pushing large numbers of documents to another account. In Sprint 46, we fixed that issue, so pushing any number of documents to another account should be seamless and without interruptions.

Signority Printer Driver

Signority’s newly released printer driver allows you to upload documents to your Signority account without having to exit your desktop application. Uploading documents to Signority using the printer driver is like printing to a printer, but you’re printing to Signority.
To use the printer driver, you will have to do is download the Signority Printer Driver Installer Package.  You can find the Installer Package here. The printer driver is designed for the following Microsoft Windows platforms:

  • 32-bit English Only – Windows 8.1 & 10, Windows Server 2008 R2, Windows Server 2012, Windows Server 2016, Windows Server 2019
  • 64-bit English Only – Windows 8.1 & 10, Windows Server 2008 R2, Windows Server 2012, Windows Server 2016, Windows Server 2019

The Signority Printer Driver acts more like a program than an actual printer.  So if your company is using a server to host user terminal servers, or a print server that regular users cannot access, you can install the Printer Driver on each individual user terminal server.  Otherwise, it can be installed on a print server or hosting server.
For the full tutorial on how to use the printer driver, visit out knowledge-base tutorial.
That covers everything in the Q1 2020 release!  As always, we would love to hear from you and know what you think.  If you have any feedback or suggestions you can contact us at  Stay tuned for our next application release.

eSignature Solutions For Work-at-Home Measures

Young man working at home because of flu

Technological disruption in the world of business has brought about an unprecedented flexibility for today’s employees and workers.  With the recent outbreak of the COVID-19 coronavirus, millions of people around the world are under quarantine and many others have received advises to work at home.  However, thanks to technologies like electronic signatures (eSignatures), many people are still able to work relatively normally at home as though they were in their office.
So in this article, we are going to be exploring what eSignatures are, their legality under Canadian law, and how they can be used.

eSignatures:  What are they?

eSignatures have been around for nearly two decades, and they have been since recognized by many businesses and individuals. They are basically signatures in electronic form.  Under Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA), an electronic signature is “a signature that consists of one or more letters, characters, numbers or other symbols in digital form incorporated in, attached to or associated with an electronic document”.  Many of Canada’s provincial governments have also defined their own legislation for electronic signatures. For example, Ontario’s Electronic Commerce Act recognizes the use of electronic signatures as having the same function as regular “wet” signatures as long as they satisfy certain requirements.  These requirements are that the electronic signature must:

  •     Be able to identify the person who signed, and
  •     Be able to be reliably associated with the document signed.

In short, electronic signatures are legal.
eSignatures can come in many different forms, and typically have an authentication process with which to identify a signer. The authentication process could simply be asking for an email address and password, or a more complex multi-factor authentication involving SMS codes and other authentication methods. The authentication process helps to accurately identify the signer of a document.

How can I use eSignatures?

Often the easiest and most convenient way to obtain electronic signatures is to use electronic signature services like Signority. Such services often have built-in authentication methods and encryption processes. This keeps documents secure and private, while meeting the requirements for a valid electronic signature. They also facilitate the creation, tracking, and managing of signature-requiring documents. For example, Signority’s electronic signature service allows users to define a workflow for documents by simply adding an order in which recipients must sign a document.

Why should I use eSignatures?

An eSignature solution adds flexibility to your work, and lets you get documents signed at any time, anywhere.  This is especially important today as more people are forced to work at home due to the coronavirus pandemic. But not only does eSignatures give you added flexibility, but it also has many other benefits as well.  One of the most important is that eSignatures save a lot of time and bring flexibility for both you and your clients to gain high productivity. This increases your competitiveness in the market. So along with helping you continue working at home, eSignatures can also help you do your work better. 

Want to learn more about eSignatures? Download our Introduction to eSignatures eBook for free!

Sprint 46 Release Notes

Sprint 46 Release Notes

New Application Release from Signority

Sprint 46

February 9 2020

We’re happy to announce to our customers the launch of our latest application release, Sprint 46!  As usual, we have taken your feedback and suggestions to put together this new batch of bug-fixes and features.  Today we’re going to do a quick rundown of what’s included in Sprint 46.

New Features and bug fixes

  1. Copying other users on Overage Notifications and Invoices

This new feature was requested by many of our customers.  Before Sprint 46, invoices and overage notifications could only be sent to the Team Billing Admin.  But now you can set your account up so that invoices and overages can be sent to up to 20 other email addresses.  To control who you want to receive these notifications, simply go to “Profile Settings” in the top right dropdown menu.  From there, go to “Account” and find the option at the bottom of the page title “My Invoice”.  Check the checkbox and then enter up to 20 email addresses.  Make sure to separate each email address with a comma.
Add email addresses
Once you’re done, hit “Save” and your invoices and overage notifications will be sent to the saved email addresses.  Now you won’t need to take the time to forward your invoices via email; it can be done automatically for you!

  1. Streamlining the “Push” feature

Recently we’ve had some customers having trouble with pushing large numbers of documents to another account. In Sprint 46, we fixed that issue, so pushing any number of documents to another account should be seamless and without interruptions.
So that’s all for Sprint 46.  We hope to see you soon in Sprint 47, our next application release.  As always, we would love to hear from you and get some feedback on our service.  We are always looking for ways to make your experience with us better.