Tuesday, May 24, 2022

What makes electronic signatures secure for business usage?


An electronic signature is a legally valid and efficient way to get approvals on electronic documents. It replaces physical signatures almost completely. Electronic signatures are secure and verifiable. They address all the issues with handwritten signatures. Adoption rate of E-signature solutions is on the rise in India as it is around the world.


Tampering of paper documents and forgery of signatures is quite easy. How does one know if the paper has really been signed by the intended signer? One cannot.


An electronic signature on the other hand establishes beyond doubt the identity of the signer by performing multi-factor authentication. The typical factors used are email id, mobile number, access id, login credentials (such as Active Directory). The digital signature solution maintains the audit trail for traceability. It includes IP address of the signer’s system, timestamp as well as the reason for signing. Also once the document is signed, it is sealed or made tamper evident by certifying it using a PKI digital signature certificate.


Signatures done using digital signature certificates are also one kind of electronic signatures. The signature certificates are issued by a Certifying Authority after verification of the identity of the applicant. This ensures that the signatures are verifiable. Also, most signature certificates are issued in a FIPS 140-2 secure hardware device like a USB token or HSM. Also, every certificate is password protected thus providing multi-level authentication.


In the context of an enterprise, the digital signature solution TRUESigner is built in a way that builds a strong security framework ensuring only bonafide access to the signatures from authorized individuals and from whitelisted IP addresses only.


Thus, electronic signatures help with the last mile digitization in a safe, secure and scalable manner.




Tuesday, February 22, 2022

Need to sign a large number of documents? Automate your bulk signing!


When I visit offices or colleges or banks I always notice the amount of paper lying around on desks and filed away in cabinets. Given that we, at Truecopy Credentials (www.truecopy.in) are on a mission to help organizations go paperless, naturally my attention always turns to paper documents. I wonder how painfully time consuming it must be to get so many documents printed, signed, posted/emailed and filed away for future reference; that too on a daily basis!



The Need

Wouldn’t it be nice to have a desk that is free of clutter?


Wouldn’t it be lovely to have all that time spent of handling and signing paper added back to your life so you can spend it on something more meaningful?


Wouldn’t it be useful to store documents in a central repository from where they can be searched and accessed easily, anytime and from anywhere?


Wouldn’t it be less painful to literally not have to sign hundred and thousands of documents?


What you need is a reliable and scalable bulk PDF signer software. TRUESigner digital signing solution comes to the rescue.


What does TRUESigner bring to you?

To put it simply, it fulfills every need above. It totally automates signing in bulk. No matter from where your documents are generated - MIS or CRM or ERP or legacy systems or manually TRUESigner can help you automate signing. Whether you are looking for signing files on your desktop/laptop/smartphone or a bulk PDF signer software online, you are covered.


You can integrate APIs or simply setup the input/output folder interface. All you need to do is save the PDFs to be signed in the input folder; that’s it. TRUESigner will automatically sign them all and place them in the output folder. You have the flexibility of defining the signature placement on desired pages. You can also benefit from the unique anchor feature where the signature is automatically placed at the pre-defined anchor, for ex - “Authorized Signatory”.


Signatures can be done using USB tokens (they are also called as dongles), or with signature certificates placed in Hardware Security Module (HSM) or you can use electronic signatures too. These are all legally valid alternatives.


TRUESigner suite of digital signing solutions support DSC signing for Windows as well as Linux and Unix operating systems.


Who will find the bulk PDF signer software software useful?


1.     Human Resources department is perhaps the largest consumer of paper in the corporate setting. They can automate bulk signing of offer letters, increment and promotion letters, employment agreements etc using TRUESigner. It supports bulk distribution of documents like Form 16 and Org policies among all employees in one go for acceptance or counter signing.


2.     In colleges and universities, transcripts, mark sheets, degree certificates, rank certificates and admit cards are generated in large numbers. TRUESigner can automate signing of these documents.


3.     Bank processes also involve a large number of documents that includes client communication, term deposit receipts, investment documents as well as internal approvals. TRUESigner helps banks and other Finserv companies to go completely paperless.


4.     Insurance companies can well benefit from the bulk signing capability to sign and distribute policies.


5.     Clinical and Analytical laboratories can bulk sign and distribute reports.


No brainer, right? These are only a few examples. Just think about your business. Are you printing and signing paper? Are you doing this over and over again? Do you wish you had a better way of doing this? If your answer is yes, then TRUESigner is for you. Visit www.truecopy.in to know more about our solutions and how they can help you.






Thursday, February 17, 2022

8 tactics for making your business paperless


Digital transformation gained momentum like never before thanks to the corona pandemic. When everyone was pretty much home bound, technology came to the rescue of businesses; Zoom, Google Meet, Microsoft Meetings replaced in-person meetings; document management tools enabled collaboration on documents and digital signing solutions enabled offer letters to be sent out, invoices to be issued, contracts to be signed and what have you.


Going paperless in your business comes with significant benefits.


A)    You save on paper and thereby save trees. (Yes! Every paper that you do not print helps.)

B)    You save on the printing costs. This includes maintenance costs associated with the printer.

C)    You save on the manual effort required. This is the most expensive component.

D)    You save on physical storage and retrieval of paper documents.

E)    Printouts lying around can result in a security breach. When you go paperless you can secure your documents.


Based on our experience, we have come up with these 8 tips to assist you in helping your business go paperless.


1.     Integrate TRUESigner with your ERP/CRM system


It is possible to integrate our digital signature software TRUESigner into any ERP/CRM system; be it SAP or Oracle EBS or MS Navision or Salesforce or any home-grown ERP system for that matter. You can sign directly from within the system. So documents such as purchase orders and requisition slips or challans can be signed with a click of a mouse. You can easily issue digitally signed invoices too.


2. Integrate TRUESigner in your document management system


It is high time that businesses moved away from printing and storing documents. A wide variety of tools are available to store documents in the digital format on the cloud. Google Drive, Apple iCloud, Microsoft Sharepoint are a few examples. They help you to store documents in a secure and centralized place and also make your documents easy to search and retrieve. Think about it, wouldn’t it be great to take the digitization a step further and integrate signing in these systems as well so you have the entire workflow in a single place. No more opening a PDF and signing from there. You can do it right from where you are within the system.


3. Digitize your purchase approvals


If you are buying supplies/IT that ultimately helps you to do your business better, then you should have a process in place that allows for faster approvals for procurement. The traditional method of paper based approvals or all approvers getting in a room and approving is passĂ©. Take this process online. You just define the workflow - who are the approvers and in what order will they approve. That’s it. Set the workflow in motion; approvers can view the document, sign online and voilĂ  the approval is done. Saves time and is so convenient.


4. Take your contracts to the cloud


It is safe to put your contracts on the cloud such as AWS or Azure or Google GCP and so on. Apart from digital signing in India, you can even have automated e-stamps on your contracts making it a completely paper free process. All parties can sign the contracts electronically; a great way to do vendor agreements, user licenses and partner contracts.


5. Transform your HR processes


When one thinks of HR, one visualizes desks over flowing with paper! There are these employee letters, offers, promotion letters and what have you that this department needs to deal with. It is easily possible to completely eliminate paper from all HR workflows. Whether your HR team uses an HRMS system or generates documents manually it is possible to go to last mile digitization with TRUESigner. Imagine that you issue an offer to a candidate and the candidate accepts it by signing it online. That would save so much time and effort right? Not to mention the insights that the HR team could get with all this online data in their system.


6. Onboard your customers online


If you are running an online business, your dream situation is if you can get your customer to sign up right away before they leave your website. We all know how tough it is to get them back to sign up. If you are getting to sign contract, let them sign digitally online itself and you are all set. Client acquisition is streamlined, it’s faster and directs helps the growth of your business.



7. Get your finance team to adopt digital signatures for regulatory compliance


Get them to digitally sign invoices so that they are compliant with the e-invoicing norms in your country of operation. Tax documents can be digitized and secured with digital signatures.


8. Receive invoices in digital format only


You can also consider the documents that you receive from lets say your vendor and partners. Ask them to send those to you with digital signatures. TRUESigner’s verification engine will enable you to automatically verify them online and save them in your CRM system, thereby completely eliminating any paper handling and storage.


Hope you find the above tips useful to transition to digitally signed invoices and other documents using digital signature solutions.