Dive Brief:
- Despite the rise in digital technology, paper still plays a critical role in the life of most HR departments. The issue is especially acute when it comes to documents that require signatures, according to HR.BLR.
- For example, the article cites an ADP survey found that 60% of all HR department respondents store some employee records in paper files. That type of statistic can prove costly, says HR.BLR, because managing data means added expenses such as printer/photocopier ink, envelopes, mailing, shipping and courier services, faxing, storage and filing, as well as the cost of paper itself.
- To help reduce those paper-based costs and also collect valid signatures, the article make a strong case for e-signatures, but only if HR leaders follow a solid strategy in implementing such technology.
Dive Insight:
With electronic signatures eliminate the paper crutch, the article notes, documents can remain digital from start to finish because the one critical element that drives paper is eliminated. However, the authors warn that the type of e-signature software can make a difference in the long-term validity of HR documents.
The article outlines the difference between an "independent" e-signature and a "dependent" e-signature. The former is permanent and resides on the employers' server, while the latter stores signed documents (legal evidence) on a vendor’s server. Using a dependent e-signature means the employers must use an an Internet connection, a working link, and a relationship with the vendor to access proof of validity.
While both can be used to sign documents, using independent e-signatures offers the highest level of assurance that the digital documents will remain secure and valid into the unforeseeable future, according to HR.BLR.
