The Advantages of Using Electronic Signatures in HR Departments

There are infinite numbers of tasks that an HR department of a venture has to work on. The level of documentation involved in all these chores turns the work into a nightmare. The document handling spans across an entire tenure of employment i.e. from offering job letters to the contracts of employment, benefits enrollment, security policies, compensations and what not? Paper works are indeed impediments equivalent to bottlenecks for the professionals posing as stumbling blocks for achieving the core goals of eligible talents, streamlining the processes of organizations, and also enhancing employee productivity. To relieve us from the pressure, we are saved by the concept of Electronic Signatures.

Not all countries have legitimized the implementation of digital signatures though. But it is slowly gaining the momentum of earning trust globally for corporate and administration usage.

How to create an e-signature?

Well, you have 2 options in this case; one is to create an electronic signature online, and the other doing it on your own.

In the case of online creation, you have to:

1. Draw a signature on the touch screen device with the finger or stylus
2. Upload that image to the website of the service provider that will turn the signature into a .png file which you can neatly put into the documents.

In case, you want to create an electronic signature on your own, you can:

1. Using the mouse or touchpad, you can draw the line by dragging the cursor along the signature line
2. Or you can also use the keyboard by typing the name and then selecting the best font that matches it.

Why Electronic Signatures are advantageous to businesses across industries:

1. Portrays the Company as a Technologically Savvy Setup –

Electronic Signatures imply that the company is trustworthy and electronically up smart to the new employees, especially when a major chunk of them are made up of millennials. Millennials were born amidst technologies that are used for facilitating procedures. Any technology that is not upgraded in any area of work, is considered to be slow or annoying for them.

2. Reflects the Environment-Friendliness –

E-Signatures save papers. In this blog, we have already mentioned that going digital saves a lot of paper works, which in turn is going green by saving paper wastage. This factor is definitely one of the many that the candidates consider before applying for a company. Who doesn’t love work with lesser involvement in paper handling?

3. Saves a lot of Time –

Digital Electronic Signatures assist the HR department to save a lot of resources and mostly time. The requirement of the signature can occur at any moment in the HR department, so instead of carrying the papers, implementing a digital signature and then submitting the documents takes out so many hours from the chore. The HR department has to work quickly in every case and with a digital signature, it can be done perfectly.

4. Saves money as Well –

The hiring process of HR involves a lot of costs. An HRMS empowering the authorities with the feature of imprinting e-signatures at the required document reduces the cost of travel and transfer to and fro the hierarchy. All the multiple steps are reduced to a single one and that is emailing the candidate who will, in turn, send the scanned .png image of his or her signature back to the authorities. The cost of travelling, sending the physical papers are saved in this case.

5. Versatile for Signing any Document –

When a company finally chooses its candidate, a lot of other forms of documents come up for signing like photographs, identity documents, bank statements and so on. By integrating a versatile e-signature software with the HR management system, all these documents can be duly managed and recorded under a single unified system.

6. Faster Approvals in all levels of the Department –

The electronic signature process ensures getting faster approval from the authorities hence the workflow takes a swift move. This results in more time saving and expending it on the other HR activities that will increase the efficiency of the organization.

7. Ensuring Data Compliance and Accuracy –

Unlike paper works that harbour many unintentional errors, the electronic signature process ensures that the documental inconsistencies are kept on the lower side. The fear of unauthorized signature? Not with the digitized process of doing it.

8. Facilitating the Centralized Document Management –

The feature of electronic signature allows the HR department for centralized contract management, i.e.; the history of documents that are signed by the employees as well as the employers and then store the data in the cloud, accessible any time through the dashboard.

Truly and Advantageous Addition for Seamless Business Management – 

Industry giants like Deutsche Bank and Tesla have given major goals of upgradation when they shifted from using the wet-ink based signatures to the digital signature. This e-signature software skillfully manages the signing of all crucial documents ranging from employment essentials to financial statements. The technology has a rising demand because of the inflating security concerns and its digital encryption guarantees maximum safety to the confidential data of the company’s HR policies.

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