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Why Fax Isn’t Secure Enough For Your Important Documents

By: Steve Stormoen / Tuesday, November 24, 2015

Images from Tango! and Twemoji emoji sets via Wikimedia commons

Fax machines are clunky, loud and expensive. They’re also a pain to use for you and your customers. These are some reasons to choose e-signatures over delivering documents for signature via fax. But never mind all that — what about security?

In contrast to some common misunderstandings about digital and cloud-based data storage, e-signatures are substantially more secure than fax. The next time your clients tell you they’d prefer to be faxed a confidential document, give them these reasons to use e-signatures instead.

1. Faxing is less direct and more likely to be intercepted.

When you fax an important contract to a client, you have no idea where it’s going. Do your clients keep a fax machine in their own offices or in a shared room, where visitors and coworkers can easily intercept documents?

As fax machines become less common, some businesses opt not to keep them on site at all. Instead, they receive faxes at a local copy and print center — hardly a secure method. Not to mention, what happens to the document if you dial the wrong number?

By contrast, documents sent with RightSignature go directly to your clients’ inboxes, protected with a unique link so they can’t be intercepted by anyone else. There’s no paper, so you don’t have to worry about whether your document was filed or shredded properly afterwards. Your clients can even review, fill out and sign documents with their smartphones. It doesn’t get more personal than that.

2. Fax machines can be vulnerable to security exploits.

While computers can be hacked and subjected to malware, fax machines can have glaring security problems of their own. Modern fax machines are computers in their own right, as they store images of every document they’ve ever sent, received or scanned. Unlike your personal computer, however, most fax machines don’t run security and anti-malware software that can protect against intrusion.

You can implement an intelligent fax security policy for your own fax machine to alleviate some of these problems, but you have no guarantees that your signer will do the same. For the best data security policy, you’re better off avoiding fax technology entirely.

3. E-signatures offer unmatchable security features.

Does your fax machine keep track of the time, date and location of all your signed documents when they’re received, signed and returned? Can it protect your documents by requiring a password for anyone who wishes to access them? How about biometric signature capture that can help verify the identity of the person signing your documents?

The most secure solution for your signed documents is RightSignature, offering all of these security features plus up to 256-bit, bank-level encryption and data security on the renowned AWS infrastructure. RightSignature has never suffered a major outage or security breach and received the highest security rating from the SkyHigh CloudTrust program.

If your organization cares about data security, use RightSignature for every single document you need signed.

North Carolina DMV Adopts E-Signatures

By: Steve Stormoen / Tuesday, November 10, 2015

Just about everybody needs to go to the DMV to get their license renewed, and just about nobody likes it. While the Department of Motor Vehicles is notorious for long lines and complicated paperwork, at least one state is looking to turn the DMV’s image around by using e-signatures.

North Carolina Gov. Pat McCrory recently signed legislation that will allow e-signatures on common DMV documents such as license renewals and receive copies of their vehicle titles and registration paperwork. As this article notes, Gov. McCrory and North Carolina DMV officials are heavily promoting e-signatures as a way to keep lines shorter and even allow many drivers to forego a trip to DMV offices altogether. With e-signatures, drivers can request and complete the necessary documents at home and sign them with a legally binding electronic signature.

This is great news for drivers in North Carolina. We at RightSignature look forward to seeing e-signatures spread to DMV offices across the country to improve customer service.

Worldox Document Management Integrates with RightSignature

By: Steve Stormoen / Wednesday, September 30, 2015

Worldox is an award-winning document management solution that lets you easily find, use and profit from all your business’s information. When traditional folders and storage are too cumbersome and take too much time for your business to manage, Worldox steps in with a single solution to search and sort your documents across your entire organization.

Now, with the new integration between Worldox and RightSignature, you can send those documents to anyone with one click, straight from your Worldox account, and get them signed in minutes. Additionally, you can log in to your RightSignature account straight from Worldox. The integration increases the efficiency of your business externally as well as internally.

Worldox, made by World Software Corporation, is a favorite of organizations in such industries as law and finance, which generate a huge number of documents with a pressing need to keep it all organized. RightSignature is also immensely popular in these industries, and it is a partner of both the American Bar Association (ABA) and the Financial Planners of America (FPA).

Together, RightSignature and Worldox make a perfect fit for any business with a lot of paperwork and a frequent need to get those documents signed quickly and easily. The integration reduces the need to use paper and faxes by Worldox customers and saves them time and money that they can spend on generating new business instead.

Chris Dohnert, director of product development for World Software Corporation, says:
E-signature is a hot topic and an important tool to many of our customers today. We are very excited about our new integration with RightSignature, one of the market leaders in the e-signature field. This integration will be extremely beneficial to mutual customers.”
For more information on this exciting new integration, read this news release.

Power User Tip: Should I Use a Reusable Template or an Online Form?

By: Steve Stormoen / Wednesday, September 23, 2015

Do you ever need to send the same form or document to different people for signatures? While using electronic signature alone saves you loads of time, there’s a way to make that process even faster. RightSignature offers two great features, Reusable Templates and Online Forms, that let you bypass the extra steps by setting up a document once so you can send it as many times as you need it. Both features are popular with RightSignature users, but for new customers it’s sometimes difficult to know which workflow is the right choice for a given document or situation.

So which one do you need and when? Let’s look at the differences between Reusable Templates and Online Forms, and then explore a few common scenarios and choose the right feature for each.

Reusable Templates

Reusable Templates are like regular RightSignature documents that you can create once and send over and over again. Unlike Online Forms, Reusable Templates may be set up to accommodate one or multiple signers, and RightSignature sends email notifications to signers containing a unique link to sign online.

The other key difference for Reusable Templates is the Merge Fields feature, which allows you to lightly customize the text on your document. When creating a Reusable Template, you can place Merge Fields onto your document, just like normal text fields and checkboxes. When you’re ready to send the document, RightSignature prompts you to fill in text for your Merge Fields. This text appears on your document when your signer reads and signs it.

When should you use Reusable Templates?
  • You have a document you need signed regularly — for example, an I-9 form, a new client information form or purchase order.
  • Your regularly used documents require multiple parties to review or countersign a single document.
  • You need to send similar documents with slight differences, such as as sales contracts, with the order information filled in for each document.

Online Forms

Online Forms are distributed differently than regular RightSignature documents and Reusable Templates; instead of choosing a set of recipients every time you send a document, Online Forms let you create the document first, then share it widely. Because of this, Online Forms are perfect for sending documents to many different signers at once. You can embed Online Forms into your website, or generate a trackable signing link to share however you want.

Because Online Forms are tailored for mass distribution, you can’t assign these documents to multiple signers or CCs. Instead, Online Forms improve on the experience of a fillable PDF form, by giving a single signer the chance to fill out and sign your document in a controlled setting with a legally binding e-signature. You will also be able to look up signing and completion statistics separately for each Online Form you create.

When should you use Online Forms?
  • You have a document such as an Employee Handbook or Liability Waiver that you need signed by many different people at once.
  • You need to replace the PDF documents your business hosts online, such as employment applications or registration agreements.
  • You want to embed a RightSignature document into your company’s website.

GlobiFlow for Podio Integrates with RightSignature

By: Steve Stormoen / Wednesday, August 5, 2015

GlobifFlow is an extension for Citrix Podio that makes automating your workday outrageously simple. Podio is an online workflow management and collaboration platform that is fully customizable to fit with how your team works best. Organize and connect everything you work with on Podio — projects, tasks, customers, meetings, you name it — keeping everyone up to date, both on web and mobile. Podio’s unrivaled flexibility lets you build on top, or integrate with existing tools so all work, data, files and conversations are connected in a single structured & social environment helping your team work better.

Seamlessly built on top of Podio, GlobiFlow adds automation options to help connect different parts of your Podio workflows, automatically generate PDFs, send emails and more. When you add the Globiflow + RightSignature integration to generate contracts and proposals from your Podio data, they're automatically sent to be signed online with RightSignature in one, simple click. This eliminates repetitive processes, saving you time and ensuring all the status of work stays up to date, and automatically alerting your team when they can move ahead.

The applications for this integration are as endless as the uses for Podio itself. Sales teams can utilize all their data on a lead stored in Podio to instantly create a sales contract or NDA customized with their Podio notes, then send it with RightSignature to close deals quickly and easily with a legally binding contract. Or if your company uses Podio to collaborate internally between employees, the GlobiFlow + RightSignature integration can help you easily get waivers, authorizations and other internal documents signed in an easily trackable solution without a scrap of paper.

Here’s how the GlobiFlow + RightSignature integration can work for a sales team:

1. Login to Podio and view a lead. In this case, notice the new “Generate Contract” button, added with GlobiFlow. Click that button, and the GlobiFlow + RightSignature integration creates a custom contract using your Podio data and automatically sends the contract to your lead with RightSignature.

2. Your lead receives an email with a link to read and sign the contract in RightSignature using our award-winning, easy-to-use e-signature software.

3. As soon as your contract is signed, the completed document is automatically returned to you in RightSignature with a full audit log and signature certificate. Additionally, your document will now appear as “Signed” in Podio, with a note including the date and time it was signed.

For help setting up the use case above, or for more information about customizing a workflow to fit your business’s exact needs, check out this post on the GlobiFlow blog.

RightSignature and Podio are two products in the Citrix family dedicated to helping your business work better, faster and more efficiently. The GlobiFlow + RightSignature integration connects the dots between these two popular apps so your business can be more productive than ever.

5 Signs Your Accounting Practice Needs E-Signatures

By: Steve Stormoen / Tuesday, July 28, 2015

To service a new client, you have to wait for them to get onboarded. To file a client’s electronic tax return, you need them to sign Form 8879. How much more productive would your accounting firm be if you didn’t have to worry about this paperwork ever again?

For small accounting firms, resources are tight, profit margins are hard fought and larger competitors are always looming. If your firm is having any of these problems, here are five signs your accounting practice can benefit from e-signatures and help supercharge your growth.

1. You’ve got more important things to do than chase paper.

How many billable hours have you wasted wondering if the engagement letter got lost on your client’s desk? Sometimes those hours stretch to days or even weeks while your firm has to spend even more time nagging your client by phone and email.

The savings in time and money for electronic signatures over paper is immense. In the hours it takes to prepare, print and fax a contract — then wait for your client to return it — you could be well on your way to filing. In contrast, RightSignature customers report getting their documents signed in as few as six minutes.

RightSignature even sends automatic reminder emails to your clients, so once you’ve sent a document, you don’t have to worry about it again. These reminder emails all contain a secure link that lets your client fill out and sign your document from anywhere on any device, so you never have to worry about important forms getting lost on your client’s desk or in their inbox.

2. The number 8879 means something to you.

If you’re a tax accountant and you’ve heard of the Internet, you’re probably familiar with forms 8878 and 8879, which authorize you to prepare and file taxes electronically on behalf of clients. You may not have heard that, thanks to a recent IRS ruling, these forms can now be signed electronically as well.

8879 is a crucial link in creating an ultra-efficient, all-digital workflow, and electronic signature software is a necessary tool to get there. However, the IRS ruling on 8878 and 8879 also requires an additional form of identity verification known as knowledge-based authentication (KBA) for e-signatures. RightSignature offers a feature called Passcodes that fulfills this requirement and ensures your e-signatures are 100 percent compliant.

3. Your clients don’t live with you in your office.

Your clients are busy people with busy lives. Even though the latest audit is at the top of your to-do list, your client might not have the time to drive to your office sign the necessary authorization. If your client lives in a different city or even a different state, the problem is even worse. RightSignature e-signatures let you set up and send a document in minutes online to your clients no matter where they are. Steve Moss, CPA at Holden Moss, explains:
We do a lot of business all over the US, and we even have a growing number of international clients. We got started with RightSignature because we needed a way to be able to send documents, get them digitally signed, and returned to us in a way that would be really easy and quick."
RightSignature offers easy-to-use signing software that guides your clients so every document is filled out complete and without errors. If you’d like to get out of the office yourself, RightSignature mobile apps for iPhone, iPad, Android and Blackberry devices let you view, send and sign your documents anywhere, any time.

4. You’re wearing too many hats.

© Jorge Royan / http://www.royan.com.ar/ CC-BY-SA-3.0 via Wikimedia Commons

As a partner or sole proprietor of an accounting practice, you might be responsible for onboarding new clients, advertising, hiring staff and maintaining your office — and that’s before you service a single client. E-signatures help you reduce the number of hats you have to wear to keep your practice afloat. Too small for a dedicated HR employee on staff? Let RightSignature handle your employment paperwork. Ditto for signing leases or contracts for your office. Focus on your skills that make you the most money, and leave the paperwork to RightSignature.

5. You need to look like the big firms to play with the big firms.

When it comes to spending their money, your potential clients don’t want to take any chances. Maintaining a strong, professional image is the first, most important step in building trust with them, and nowhere is that image more important than in your signed, legally binding contracts. As an award-winning e-signature tool, RightSignature helps you look credible and established with clients. As ConnectCPA Partner Lior Zehtser says, “RightSignature really created a wow factor for our firm.”

RightSignature makes it easy for your clients to do business with you by handling all the messy transactions of a signed contract in one easy workflow. It’s the same professional-grade software used by top 100 firms, with plans affordable for even the smallest accounting practices. Try RightSignature for free today.

Cloud Storage and On Premise: Which is Best for Your Signed Documents?

By: Steve Stormoen / Thursday, June 18, 2015

The great debate on data storage continues to burn hot, with no signs of letting up. On one side are proponents of the cloud, and on the other are supporters of local “on-premise” storage. While there are good reasons to support either position, many experts agree that the final decision should be made on a case-by-case basis, depending on the type of data being stored.

For your most sensitive and secure contracts — the type of documents you use RightSignature to get signed — cloud storage is best. Here are three reasons why.

You want to focus on your core competency.

Does your business specialize in data security against cyberthreats? Or server maintenance and top-of-the-line IT support? If you’re betting on your business offering better security and uptime than top cloud providers, you’re making an incredible investment in information security that’s far outside the mission of what your business actually does.

Cloud storage lets storage experts handle your data storage, so your business can focus more on what you do best. It’s telling that even the CIA puts its trust in Amazon Web Services technology. RightSignature, for our commitment to data security, was recently named “Enterprise Ready”, the highest security rating by the Skyhigh CloudTrust program.

Even if you did manage to build the perfect on-premise machine, it might not matter because…

Access should not compromise security.

On-premise storage proponents argue that local storage makes your data more secure by limiting access — and potential vulnerabilities — coming from outside sources. But according to laws such as the E-SIGN Act that govern electronic signatures, a valid agreement signed with an e-signature must be provided to the signing party after the contract is signed.

For organizations using on-premise storage, this introduces a whole new area of risk. Either you allow your signer to access the document on your own storage solution and open up your own servers to access from outside your organization, or you trust the signers of every single document you send to maintain their own equally robust and secure data storage solutions to store your document, completely outside your control.

RightSignature keeps your documents in a permanent record in our robust cloud storage. Each document is accessible to both its sender and signer behind a secure, password-protected login and can be downloaded by either party as a PDF with a full signing certificate and audit log attached. This also protects your documents from cases where you and your signer might argue that two different versions of your document are valid: RightSignature cloud storage ensures there is only one master copy of any document.

The full data storage cost is large.

It’s tempting to look at at the monthly cost of a cloud storage solution and imagine that, with a significant investment in money upfront for local servers, you could save money over the life of your hardware. But have you factored in additional costs for bandwidth, replacement hardware, increased IT staff and even electricity?

This article from Beta News tallies the full costs of cloud and on-premise storage and finds a compelling advantage for cloud storage. While the author recommends that each business calculate its own True Cost of Ownership according to its storage needs and resources, the figures cited in the article are impressive.

Indeed, each business should do its own research and make its own determination. But at RightSignature, we offer cloud storage because we believe it is the best solution for your most sensitive signed documents.


RightSignature is the easiest, fastest way to get your documents filled out and signed online.
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