20 Nov 2024
Legal-Advice to Sign Online Documents
As businesses and individuals move towards the digital space, it has become common to sign documents online. Apart from being a simple method, knowing how to electronically sign a document makes great sense in terms of enhancing efficiency in a business environment. This is because when signing an online legal document, there is no need to print the document, write the signature on it, and then scan it back. However, there remain queries about the legal aspects and protection of such electronically signed documents. This guide, therefore, addresses how to sign documents online as well as selecting appropriate sites like VeriDoc Sign, which is useful in signing documents online for free.
How Can You Verify an Online Signature?
Signing a document online is more than just adding an electronic signature. It authenticates the individual signing the document and ensures the security of the document in the end. Solutions available in the market such as VeriDoc Sign offer such authentication through:
Electronic Certificates: These are used to relate the signer to their digital signature.
Two-Factor Authentication: This additional verification method provides added security.
Blockchain: It’s a relatively new technique which records signatures in such a manner as to be permanently unchanged.
Regular use of these safety measures enhances the authenticity of documents signed online among other benefits such as swift processes and enhanced security.
Can Online Signatures Replace Traditional Signatures?
Yes, but only under certain situations. Most of the documents can be signed electronically, especially business contracts, employment and even agreements. However, a few exceptions exist. Here’s what to know:
Contracts: Most jurisdictions do allow electronic signatures for most of the contract types.
Employment Documents: Many forms like contracts and NDAs may also have a digital signature.
Government Forms: Certain government and tax applications may be signed electronically whereas other requires a wet signature.
Always check the relevant law applicable to your document before signing it electronically.
5 Steps to Sign a Word Document Online
If you need to sign a Word document online, here are the steps:
1. Choose a Platform: Choose a secure signing service like VeriDoc Sign.
2. Upload the Document: Upload the document to the platform.
3. Add the Signature: Use the tools available on the platform to place your signature.
4. Verify the Document: Confirm that the document has a signature verification process.
5. Save and Share: After signing the document, you may save and share it if necessary. This helps simplify the process of signing documents online.
Are Online Signatures Legally Recognized?
In many regions, electronic signatures do have the same level of acceptance as the handwritten signatures, provided certain conditions are satisfied. Important laws that govern the use of digital signatures include:
eIDAS (EU): This regulation standardizes electronic transactions across EU nations, making digital signatures widely valid.
E-SIGN Act (USA): According to this law, digital signatures are permitted for the majority of contracts and agreements.
PIPEDA (Canada): This act allows online signatures under certain conditions.
These laws protect the legality of online signed documents by meeting the specified criteria.
Common Mistakes to Avoid Signing when Signing Documents Online
Even though signing documents online can be straightforward and effective, there are some common and avoidable errors that one must be careful not to repeat in order to have a seamless and secure signing experience.
Avoid Unreliable Platforms
Try not to use any unknown or unverified e-sign signature platforms or providers. Go for legally recognized platforms like VeriDoc Sign, DocuSign, or Adobe Sign. Using unreliable platforms could compromise the security and validity of your document.
Ignoring Two-Factor Authentication (2FA)
Not following the identity verification steps such as 2FA or biometric authentication can expose the documents. Two-factor authentication helps ensure that the right person is signing the document and no one else.
Not Checking Legal Compliance
The rules governing the electronic signatures differ between countries and industries. Therefore, you should check whether the platform you use is compliant with the e-signature laws within the region, such as the ESIGN Act and UETA in the U.S or eIDAS in European Union.
Not Saving Copies of Signed Documents
For lawful purposes make sure you also keep or download a copy of the signed document nowadays. Most of the platforms provide cloud storage nowadays, but it is much more secure to store everything like that locally.
Ignoring Signature Tracking and Audit Trails
Do not forget to use platforms that enable audit trails which indicate the date, time, and IP of every signature. Audit trails are useful in tracking information and improving the transparency of your signed documents.
Conclusion
In this era when technology is changing quickly, going for digital instead of traditional methods will give one an upper hand. As you try out online document signing, be sure to learn about the aspects of law, security, and practice involved. By doing this, you enhance your and your organisation’s abilities to work in a more efficient and effective manner, which are among the most sought after qualities in today’s fast moving world.
Electronic signature when performed in a proper manner can be an aid to enhancing conveniences, save time and costs, and improve the workflow all without compromising their legal validity.