Paperwork Pileup? Signing Documents Online vs In Person for Businesses

As a business owner, you’re likely familiar with the often time-consuming process of managing and signing important documents. When it comes to obtaining signatures, two primary methods exist: traditional in-person signing and the increasingly popular online or digital signing. 

Deciding between the two is an important choice to improve efficiency and streamline your processes. Making the right choice for your business involves looking at the benefits and drawbacks of each approach. 

Let’s start by examining what happens when you sign documents face-to-face.

Key Differences Between In-Person and Online Signatures

When getting documents signed, you have two main options: the traditional in-person approach or the convenience of online platforms. Let’s break down the differences to see which method works best for your business.

Feature	Online Signing	In-Person Signing
Speed	Faster; documents can be signed quickly, often completed in minutes	Slower; requires scheduling and physical exchange; can take days or weeks, depending on distances, etc.
Cost	Less expensive, especially when factoring in hidden costs	Higher cost (printing, paper, mailing, storage)
Convenience	Convenient; sign anywhere, anytime, on any device	Requires scheduling and physical presence
Security	Advanced encryption, audit trails	Easier to forge signatures, and documents can be lost
Eco-Friendly	Reduces paper use, cuts carbon footprint	Contributes to waste and environmental impact
Legality	Generally legally binding	Traditionally accepted
Environmental Impact	Lower (paperless process)	Higher (paper usage)
Accessiblity	Accessible to remote parties	LImited by physical location

What is an In-Person Signature (Wet Signature)?

A wet signature is the traditional way of signing a document. It’s your physical handwritten mark made on paper using a pen. This method has been around for a long time and requires everyone involved to be physically present to sign the same document.  

Think about documents you might have signed in person before, such as:

• Contracts for services
• Non-Disclosure Agreements (NDAs)
• Various legal documents

The Traditional Approach: Signing In-Person

When you sign a document in person, what does that usually involve? Typically, it means printing out the document, arranging a time and place for all the involved parties to meet, and having everyone physically sign the paper.

Think about the steps involved:

• Someone needs to prepare and print the document.
• Everyone who needs to sign has to be in the same location at the same time.
• Pens are needed!
• After signing, the document might need to be physically stored or scanned and then stored.

While this method is familiar, it can come with some challenges for businesses, especially when dealing with multiple signers or individuals in different locations.

What is an Online Signature?

An online signature refers to a digital way of indicating your agreement on an electronic document. There are different types of online signatures. A basic electronic signature can be as simple as typing your name or clicking a button.  

A more secure type is a digital signature. Digital signatures use technology to verify your identity and ensure the document hasn’t been changed since you signed it. This often involves encryption, which scrambles the data to keep it secure, and digital certificates, which are like electronic IDs that confirm who you are.  

This secure system relies on Public Key Infrastructure (PKI), a set of hardware, software, people, policies, and procedures needed to create, manage, distribute, use, store, and revoke digital certificates. Certificate Authorities (CAs) are trusted organizations that issue these digital certificates, verifying the signer’s identity.

Advantages and Disadvantages of Each Method

Both in-person and online signature methods come with their own set of benefits and drawbacks for businesses. Let’s explore what each has to offer and where they might fall short.

Advantages of In-Person Signatures

Even with the rise of digital solutions, signing documents in person still holds some perceived advantages:

• Personal touch and face-to-face interaction: Some people value the opportunity to meet in person when finalizing important agreements. This can help build rapport and trust.
• Perceived security by some: For individuals unfamiliar with digital security measures, physically signing a document might feel more secure.
• Traditional acceptance: Certain industries or individuals may still prefer or require “wet” signatures due to established practices.

Disadvantages of In-Person Signatures

Despite these points, in-person signatures can present several challenges for modern businesses:

• Time-consuming and inefficient: Coordinating schedules and physical meetings can significantly slow down the signing process.
• Higher costs: Printing, mailing or physically transporting documents, and storing paper records can add up.
• Inconvenient for remote parties: Getting signatures from individuals in different locations can be a logistical hurdle.
• Environmental impact: The reliance on paper contributes to deforestation and waste.
• Security risks: Physical documents can be lost, damaged, or are more susceptible to forgery or unauthorized alteration.

Advantages of Online Signatures

Online or digital signatures offer a range of compelling benefits for businesses:

• Increased efficiency and speed: Documents can be sent, signed, and returned in minutes, accelerating business workflows.
• Enhanced security: Digital signatures offer robust security features like encryption, audit trails that track every action, and tamper-proof records.
• Cost-effective: Reduced expenses on paper, printing, postage, and physical storage translate to significant savings.
• Convenient and accessible from anywhere: Signers can review and sign documents securely from any device with internet access, regardless of their location.
• Environmentally friendly: Going paperless reduces your business’s environmental footprint.

Disadvantages of Online Signatures

While online signatures offer many advantages, there are a few potential downsides to consider:

• Dependence on technology and internet access: Signers need a reliable internet connection and a compatible device to access and sign documents electronically.
• Potential security concerns if using non-reputable platforms: Choosing a secure and trusted e-signature provider is crucial to avoid risks.
• The learning curve for some users: Individuals less familiar with technology might require some initial guidance on how to use e-signature platforms.

Legal Validity and Security

Understanding the legal standing and security features of both in-person and online signatures is vital for businesses. Let’s explore these important aspects.

Legal Considerations

The good news is that many places generally recognize electronic signatures as legally binding. In the United States, laws like the Electronic Signatures in Global and National Commerce (ESIGN) Act and the Uniform Electronic Transactions Act (UETA) establish the legal validity of electronic signatures. These laws essentially say that an electronic signature holds the same legal weight as a traditional wet signature, as long as certain requirements are met, such as clear intent to sign.

Generally, for most business transactions, electronic signatures are perfectly acceptable and legally enforceable. However, it’s worth noting that some specific types of documents might still require a traditional wet signature. These can sometimes include:

• Wills and trusts
• Certain real estate transactions
• Court orders and official government documents (though this is becoming less common)

It’s always a good idea to consult with legal counsel if you have specific questions about the legality of electronic signatures for your particular industry or documents.

Security Measures

Digital signatures, in particular, offer robust security features that often surpass those of traditional wet signatures:

• Encryption: This process scrambles the document data during transmission, making it unreadable to unauthorized parties.
• Digital certificates: These electronic IDs verify the signer’s identity, ensuring that the person signing is who they claim to be.
• Audit trails: Reputable e-signature platforms provide a detailed record of every action taken on a document, including who signed it, when, and where. This creates a transparent and verifiable history.
• Tamper-proof records: Once a document is signed using a digital signature, it becomes very difficult to alter without leaving a trace. The digital certificate is linked to the document, and any changes would invalidate the signature.

➡️ Further Reading: Are Digital Signatures Secure? ⬅️

Traditional In-Person Signing: A Nostalgic Hold?

Despite the clear benefits of digital methods, some businesses and individuals remain attached to traditional in-person document signing. This preference can stem from several factors:

• Old habits: Some businesses are hesitant to change their established processes
• Perceived Security and Trust: Physical signatures on paper documents offer a sense of security and formality that some parties still prefer, particularly in significant transactions or legal agreements.
• Legal and Regulatory Requirements: Certain documents and transactions may require in-person signatures to comply with specific legal or regulatory standards.
• Personal Touch: In-person meetings provide an opportunity for direct interaction, and building relationships and trust in a way that digital methods cannot replicate.

💡 It’s important to be aware of legal requirements in your area and to address any security concerns before fully transitioning to online signing.

While digital solutions offer efficiency and convenience, the choice between online and in-person signing often depends on the nature of the document, the parties involved, and the regulatory environment. As businesses navigate this digital landscape, understanding the reasons for continued reliance on traditional methods can help tailor approaches that respect client preferences and regulatory demands.

The shift to digital is a significant evolution in how businesses operate, offering opportunities to improve efficiency, reduce costs, and enhance security. By embracing this change while acknowledging the value of traditional methods where necessary, businesses can position themselves for success in a digital-first world.

Implementing Online Document Signing in Your Business

Transitioning to online document signing can significantly enhance your business’s operational efficiency, security, and environmental sustainability. However, successfully implementing this technology requires careful planning and consideration. 

Here are key steps to ensure a smooth adoption and maximize the benefits of online document signing for your business.

1. Choosing the Right Platform

The first step in adopting online document signing is selecting a platform that fits your business needs. Consider the following features:

• Security: Choose a platform with robust encryption, secure storage, and detailed audit trails.
• User-Friendliness: Opt for a platform with a simple, intuitive interface for both you and your clients, minimizing the learning curve and facilitating a smooth transition.
• Integration Capabilities: Check if the platform connects with other tools you use (CRMs, cloud storage, etc.) to streamline workflows.
• Pricing Structure: Find a pricing plan that fits your budget and usage needs.
• Compliance: Ensure the platform complies with the legal standards for electronic signatures in the jurisdictions where your business operates.

💡 Tip: Many platforms offer free trials or basic plans so you can test them out before committing. While some, like FillFaster, offer a free account. 

2. Training and Adoption

Once you’ve selected a platform, the next step is to ensure your team is trained and comfortable with the new system. Consider these strategies:

• Clear Training: Provide staff with step-by-step guides and training sessions on the new platform.
• Encourage Practice: Create opportunities for your team to practice using the platform in low-pressure situations before rolling it out for critical business processes.
• Change Management: Communicate the benefits of online signing to your team – less paperwork, faster turnaround, happier clients!
• Support and Troubleshooting: Have easily accessible resources available to answer user questions and resolve any issues that arise.

3. Monitoring and Improving the Process

Don’t just implement and forget! Track how online signing is improving your business. Here are some metrics to watch:

• Turnaround Time: How much faster are documents being completed compared to the old way?
• Error Rates: Are there fewer mistakes or missing signatures due to the ease of the online process?
• Cost Savings: Quantify how much you’re saving on printing, mailing, and storage costs.
• User Feedback: Gather feedback from your team and clients to fine-tune your processes.
• Stay updated: Keep abreast of new features and updates to your chosen platform, as well as legal and technological developments in electronic signatures, to ensure your business continues to benefit from the best practices.

Implementing online document signing in your business is not just about adopting a new tool but about transforming your document management processes to be more efficient, secure, and sustainable. By carefully selecting the right platform, training your team, and continuously monitoring and refining the process, you can maximize the benefits of online document signing and position your business for success in the digital age.

The Future of Business is Digital – Are You Ready?

The choice between online and in-person document signing is a no-brainer for modern businesses. If you’re still chained to a printer and overwhelmed by stacks of paper, it’s time for a change. Online signing is faster, more convenient, more secure, cheaper, and better for the environment.

Sure, there might be a few hurdles in switching over –  that’s normal. But the benefits far outweigh the initial effort. By understanding the legal side, choosing a great platform, and getting your team on board, you’ll be surprised at how quickly you see improvements.

So, what are you waiting for? The world is going digital, and your business should too. Explore online document signing options and see how streamlining your paperwork flow can propel your business forward.

Say Goodbye to Paperwork Pileups: Your Digital Signature Solution

Ready to ditch the paperwork pileup and streamline your business? FillFaster makes online document signing secure, effortless, and cost-effective. 

Create your free FillFaster account today and experience the difference – speed up your processes, delight clients with convenience, and save money while going green!