| There are 10 simple points to consider when choosing | | | | manage the task, or implement a help-desk just to |
| a Digital Signature Solution (standard electronic | | | | ensure users can digitally sign their documents. Costs |
| signature) for your organization. While not all are | | | | can skyrocket. |
| obvious, they are critical make-or-break factors for | | | | Tip: Ensure your solution is operational the moment it |
| the smooth implementation, management and use of | | | | is deployed on your network, and that the |
| such a system, impacting on every aspect of your | | | | "Zero-Management" requirement on your checklist is |
| business processes. To ensure a low Total Cost of | | | | met. |
| Ownership (TCO) and a speedy Return on | | | | 6. Compliance - Each regulation has its own specific |
| Investment (ROI) from your Digital Signature solution, | | | | requirements pertaining to electronic documents. For |
| read on. | | | | example, the FDA 21 CFR Part 11 regulation for the |
| 1. Seals Documents - This is the basic building block of | | | | Pharmaceutical market has numerous requisites that |
| a true digital signature solution. It guarantees the | | | | are not met by most digital signature solutions. |
| document is sealed from changes, whether incidental | | | | Tip: Review the regulations for your industry and |
| or the result of a late night hacking of your network. | | | | make sure the solution covers all of those |
| Tip: Only digital signatures based on Public Key | | | | requirements. |
| Infrastructure (PKI) technology can truly seal a | | | | 7. Transportability (Worldwide Verifiable) - Do you |
| document. Any other type of solution can be easily | | | | want your customers or partners to be able to |
| forged. | | | | validate files you've signed electronically? This |
| 2. Multiple Application Support - Many digital signature | | | | seemingly trivial task is not so trivial at all. Not every |
| solutions support only PDF and Word applications, | | | | digital signature may be transportable outside of your |
| which may be sufficient support for some. However, | | | | organization. In fact, digital signature technology is not |
| if your organization needs to digitally sign in additional | | | | always embedded in your document. |
| programs such as Excel, AutoCAD, and web | | | | Tip: Make sure your documents can be validated by |
| applications, this type of solution will fall short of your | | | | external users without them having to install a |
| needs. | | | | 3rd-party application. |
| Tip: Make sure the applications you intend to sign in | | | | 8. Seamless User Registration - Implementing your |
| your organization are supported by the solution you | | | | digital signature solution must be as simple as possible. |
| choose. | | | | Make sure that the moment the solution has been |
| 3. Graphical Signatures - Of the standard applications | | | | deployed, staff at your organization can start digitally |
| that have digital signature capacity, almost all lack | | | | signing documents without having to start a "wizard" |
| graphical signature support. This is a major | | | | to enroll or call on the IT department for support. |
| shortcoming. Graphical signatures ensure the signature | | | | Tip: Make certain that your solution is capable of |
| is visually noticeable, and have a psychological impact: | | | | automatically and seamlessly updating user profiles |
| the signer is reassured they have signed the | | | | from the company's user directory. |
| document and that it is legally compliant. | | | | 9. Simple-To-Use - Be sure to choose a system that |
| Tip: Occasionally, different graphical signatures are | | | | is easy-to-use. You don't want staff to run a wizard |
| required (e.g., initials, full signature). Verify that your | | | | application when they A) load the signature |
| solution has this capability. | | | | application onto their PC and then B) every other |
| 4. Multiple Signatures - Many digital signature solutions | | | | time they want to sign a document. IT staff |
| do not allow altering the document once a signature | | | | involvement should be kept to a minimum. |
| is applied. This is good in terms of sealing the | | | | Tip: It should take a single click to ensure your |
| document, but problematic if the technology also | | | | document is sealed and legally compliant. |
| prevents additional users from adding their required | | | | 10. Total Cost of Ownership - Not everyone |
| signatures to the document. | | | | considers TCO when purchasing a digital signature |
| Tip: If your company requires several people to | | | | solution. But to ensure you don't pay too much in the |
| digitally sign a document, ensure that your solution | | | | long run, take the following costs into account: initial |
| offers this feature. | | | | product cost, deployment, help desk, digital |
| 5. Zero IT Management - Be aware that the time to | | | | certificates (which may be a recurring annual cost), |
| deploy a system is typically lengthy and | | | | and development of support for the application |
| resource-intensive. IT staff can find themselves | | | | you're going to sign with. |
| spending weeks every year managing the selected | | | | Tip: Project your TCO three years into the future to |
| digital signature solution. Then again, the company | | | | reveal any hidden costs, such as renewal of annual |
| may opt to employ an additional staff member to | | | | certificates. |