Every Human Resources department understands how critical document management is to the onboarding and departure protocols of employees, ranging from an offer letter to a new employee, to an exit Interview attestation for an outgoing employee, and everything in between. If you have not considered digital documentation and authorizations before, then you are missing out on a great opportunity to drastically increase efficiencies and achieve administrative cost savings.
Electronic signature and document management platforms help businesses of all sizes to streamline the collection of employee data and more easily meet the rising compliance requirements. These electronic signature SaaS options are also extremely cost-effective and provides reason enough to go paperless. In fact, according to a recent Forrester survey, organizations can see an average time savings of about 1.5 hours PER DOCUMENT!
Further, the utilization of document digitization and electronic signatures would also enhance your security while simultaneously expediting the entire document distribution and collection process. Ever accidentally leave confidential documents in the printer? Mail the wrong documents to the wrong person or vice versa? How much does that whole process cost in time and money?
As an HR leader or as part of the talent Acquisition team, it’s crucial to recognize the ways technology has become an inextricable part of today’s workforce management.
By using Signulu you can transform the way your organization engages with employees and candidates, thus, enhancing the overall experience to create a competitive edge.
Why are Electronic Signatures beneficial to the HR departments?
1. Saves Time and Money
With Signulu, the employee can sign any documents related to the comprehensive hiring processes, such as agreements, contracts, or other related documents, at any time and from anywhere. Further, because our eSignature platform allows you to easily create and store your most oft-used documents as templates in a cloud environment, you can drastically reduce the expense of printers, toner, paper, files/file cabinets and costly expedited delivery options. Simply edit your forms online, send them to all relevant parties and receive your signed documents in minutes, rather than hours or days.
2. Visibility, Transparency and Legally Binding
Signulu employs world-class security within its integrated eSignature solutions. We offer secure email and document storage that you can count on. Hosted on AWS using 256-bit SSL encryption, Signulu offers full privacy and protection of all user data, recipients and senders, alike. Further, Signulu is compliant with all major eSignature laws including ESIGN, ITA-2000. Thus, you never have to worry about the validity of your electronically signed documents. As an integrated eSignature platform, we have helped many companies make the smooth transition to a legally binding and secure digital signature and document management solution.
3. Forward Thinking to Retain Talent
You do not want to let the right talent slip away due to lengthy and annoying recruitment processes. With an eSignature platform like Signulu, you can expedite the entire document management process and get all necessary documents signed and executed up to 80% faster than using the old-fashioned paper-based routines. Further, with a majority of job seekers being Millennials and Gen Z’ers, it is important for companies to adjust their routines to better match the way this demographic is accustomed to an exclusively digital lifestyle. They do not expect to have to print, review, sign and scan large amounts of paperwork sent through the mail (or even e-mail). They expect to do this from start to finish online from their phone or pc.
4. Easily Track the Status of a Document
Utilizing an eSignature document management platform, like Signulu, will help your business more easily track the status of all its vital transactions, in real-time and from anywhere. Using the in-app dashboard, senders can quickly verify the status of who has signed a document and who has not. No more having to make phone calls or send emails to assess these checkpoints. This is especially a time and money-saver where multiple parties are required to sign the same document. See exactly who has already signed off and who has not, easily identifying where progress has stalled.
5. Environmental Responsibility
How many reams of paper does your organization go through in a month? In a year? I bet it is much more than you would like, both from a cost perspective and from an environmental one. According to the Sierra Club, the United States produces over 20 million TONS of paperwork each year. Yet, only a bit more than half of that is ever recycled. By utilizing a completely digital platform for document management, like Signulu, you can significantly reduce overhead costs and save a few trees while you are at it, as well.
What documents can your HR Department sign with Signulu?
Onboarding process
- Offer letters
- Employment contract
- Job descriptions
- Restrictive covenants
- Retention bonus agreements
- Employment handbook
- Business terms of service
- Non-disclosure agreements
- Company pension agreements
- Health insurance
- Equality & diversity questionnaire
- Employee personal data, i.e. Contact details, next of kin
During employment
- General HR policies & procedures
- Data protection & privacy policy
- Communications & IT policies
- Casual worker agreements
- Leave of absence / PTO forms
- Zero-hours contracts
- Grievance policy
- Intellectual property policy
- Health & safety policy
- Promotion agreements
- Roles & responsibility updates
- Appraisal forms
- Goal agreement forms
- Training certification
- Bonus agreements
- Manage guide agreements
- Timesheets
- Incident report forms
Exit process
- Notification of indefinite or temporary layoff
- End of contract agreement/separation notification
- Exit interview attestation
If you feel that Signulu can help your HR organization achieve its digital transformation goals, give us a call today and start enjoying the advantages of sending and signing documents from anywhere and at any time. And best of all you can try the full version FREE with our 14-day free trial period.
