such as Banking, Government, Insurance etc.
Paperless Office Solution for Corporate Offices
Within many organisations there are HR, finance, procurement in general sales, legal, regulatory and compliance requirements for data to be accurately documented and signed by one or more people responsible. Businesses often use desktop software such as Microsoft Office or Open Office to create documents and then often convert these to PDF once finalised.
Invoice, purchase orders, appointment letters, policies and procedures, monthly reports, project management documents, compliance statements and other data are often output as PDF files. This is generally done for good reasons including to make the document harder to change, and increasingly to take advantage of the stronger controls and handling of digital signatures within PDFs.
Many larger organisations also use document management systems to store and manage the workflow of documents for collaboration purposes. However very often this drive to cut out paper by using e-documents draws to an abrupt halt at the stage where document approval is needed, leading to documents being printed to gather approval by signatures.
Digital certificates can be used to identify internal users, allow and enable documents to be digitally signed using emSigner, eMudhra’s innovative eSignature and paperless workflow solution. Such digital signatures provide excellent authenticity, integrity and traceability for documents such as purchase requests, expenses, HR reports, compliance and quality reports, acceptance of new policies and procedures, project management and delivery acceptance. Handling all this information online, signed by key individuals using digital signatures ensures that an effective audit trail exists to meet internal controls needs, plus any external regulatory or legal requirements.
Salient Features of Our eSignature Software for Corporate Offices
- Send, track and sign on the go. Anywhere. Anytime
- Offline Signing (Zero Carbon Footprint)
- eVault Services (Encrypt and Decrypt)
- Time stamping Services
- Document Store (Cloud Based Document Management System)
- User Management
- Validation Services
- Alerts & Reminders
- Faster ROI
- Legally admissible
- Easy to Integrate with any Application
- Ensures Data Integrity, Confidentiality, Authentication and Non-Repudiation of signed data
Some of the use cases of our electronic signature based paperless office solution for corporate offices include-
Use cases
| Human Resource | Accounts & Finance | Compliance & Legal |
|---|---|---|
| Form 16 & Form 16 A | TDS Certificates - Vendor | NDA, Contracts & Agreements |
| Offer & Appointment Letters | Vendor Registration Certificates | Compliance & Audit Reports |
| Reliving & Settlement Letters | Invoices & Purchase Orders | Letters & Notices |
| Contracts for employees | Contracts - Vendor | Billing, correspondence, and other documents signed by partners |
| Salary statements and adjustments | Project Completion Letters | Client on boarding, new hire, exit documents, annual review, and other documents signed by HR |
| TDS Certificates - Employees | Vendor Termination Letters | Invoices, Accounts Payable |
| Appreciation & Transfer Letters | Notices & Letters | IP Documents |
| Suspension & Termination Orders | Financial Reports | Document portals with client access |
| NDAs | Bills & Receipts | |
| Monthly Statements | ||
| Statement of accounts |
| Sales & Marketing | Supply Chain & Logistics | IT & Admin |
|---|---|---|
| Proposals | Good Receipt | Asset Reports |
| Technical & Commercial Offers | Delivery Challan | Purchase Orders |
| NDA & Contracts- Customer | Acknowledgements | Goods Receipt |
| Contracts & Certificates- Channel Partner | Dispatch & Stock Summary Statements | Asset Allotment Statement |
| Delivery Documents | Inventory Reports | No Due Certificates |
| Business Alliance Agreements | Transfer & Re-order Requests | Service Level Agreements(SLA) |
| Road Permits |