Adobe Sign in Public Sector

With working from home becoming the new normal and social distancing likely to be in place for the foreseeable future, adapting the way you get legal signatures from employees and citizens is crucial to continue working effectively and efficiently.

E-signatures eliminate the hassle of printing, signing and scanning documents, as well as the delays involved with tracking everything manually. With Adobe’s solutions, your organisation can cut costs while delivering the fast, mobile-friendly services your citizens and staff are looking for.

E-signatures improve efficiencies across all departments within your organisation, from mission-critical services like requests for permits, construction planning or health services, to internal operations like human resources, procurement or IT. Employee-driven and self-serve workflows make it easy to initiate and track signing processes, enforce deadlines and archive final documents automatically — complete with audit trails.

Read on to find how Adobe Sign is secure, compliant and how to create workflows that enable to you to streamline processes. We’ll also share with you some useful resources so you can learn more about the benefits of Adobe Sign.

Jennifer Wilson
Jennifer Wilson

Jennifer Wilson joined Phoenix in early 2020 as a Digital Marketing Specialist and has since progressed to a Digital Marketing Manager. Jennifer is responsible for the Digital Marketing Team and is passionate about supporting the business and its goals through creative marketing campaigns. Jennifer works closely with specialists within Phoenix and vendors to ensure all our marketing campaigns are educational, impactful, and add value to our customers.

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Adobe Sign, recommended by Microsoft

Adobe is now the preferred solution across Microsoft’s portfolio. With Adobe Sign you can sign anything, anywhere in Microsoft 365 or Microsoft Dynamics 365. Adobe PDF services also let you create, edit and view PDFs right in Microsoft 365.

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Are electronic signatures legal?

Adobe Sign is uniquely designed to make sure your organisation meets e-sign requirements wherever you do business — and complies with your internal policies, as well. Let’s have a look at the three key reasons Adobe Sign signatures are legal.

Signer authentication

With Adobe Sign, you can prove signers’ identities by choosing the best signature option for your needs. Standard e-signature requests are emailed to a person’s address and contain a unique link to the document. The process is tracked securely and recorded in an audit trail. Enhanced e-signatures prompt the signer to verify their identity before a document can be opened, using a password, social ID, phone PIN, government ID or other method of authentication. Digital signatures (also known as advanced and qualified e-signatures) use a certificate-based digital ID and PIN for signing.

Intent and consent

Adobe Sign helps you to document intent and consent. So you can prove that the signer intended to sign and consented to do business electronically.  Show intent by having signers either add a signature or click to accept the agreement — or both. Show consent by having signers accept a standard or customised agreement while signing or before opening your document. Let signers opt out of e-signing with an option to sign by hand.

Final Proof

Finally, Adobe Sign provides clear evidence for each transaction so you can prove what document was signed and who signed it. Copies of executed documents are automatically sent to all parties and certified by Adobe with a tamper-evident seal. The final document is stored securely in Adobe Document Cloud or sent to the repository or e-vault of your choice. If digital IDs are used, the signatures are encrypted within the document. Every step, including signer authentication, is logged and captured in a secured audit trail.

Five reasons to make electronic signatures a part of your organisation

A third of organisation leaders say they have problems with agreements that are missing signatures, initials, or that have been signed by the wrong person. Nearly half aren’t sure they have copies of all signed agreements and just over half say they have problems with documents that are misfiled or lost. Find out how you can overcome these challenges and streamline processes with Adobe Sign in this eBook.

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E-signature processes protect sensitive information, ensure legality and accessibility and enforce regulatory and policy rules automatically. So you can meet requirements for FedRAMP, HIPAA, GDPR and more.

With Adobe Sign, it’s simple to add electronic signatures to every department and every workflow — creating all-digital signing experiences across your enterprise and around the world.

  • Understand

The first step is to read and understand the electronic signature laws and other regulatory requirements that apply to you. Learn about the specific forms, compliance requirements, privacy mandates and key restrictions.

  • Make it Policy

Evaluate your company’s agreements and make some decisions about the levels of authentication, consent, intent and proof that will work for you. Capture and communicate it all in a master signature policy.

  • Set up compliant workflows

Uphold your signature policy with Adobe Sign. Create business processes that everyone can follow, every time. Drag and drop to create workflow templates that improve compliance, and do it all without involving IT.

Master workflows

So much more than signature processes, with Adobe Sign, you can use visual design tools to automate every task in a document workflow from start to finish, for better workflow management.

With Adobe Sign, anyone in your organisation can tailor and automate document workflows to get electronic signatures, collect form data, confirm delivery of an important document to streamline workflow management and move business ahead in as few steps as possible.

  • Assign roles including signer, approver, acceptor, form filler, certified recipient and delegator
  • Route to recipients in a specific order
  • Invite multiple participants with a single request
  • Enable anyone from a group to sign or respond
  • Set up reminders and notifications

The visual Workflow Designer in Adobe Sign makes it easy to create reusable workflow templates that help users avoid common mistakes and ensure consistent, error-free results.

Learn how to create a workflow in Adobe Sign

Want to know more? Get in touch…

For more information on Adobe Sign or if you’d like some questions answering – fill in the form opposite to request a meeting with one of our Adobe experts. Alternatively, you can email us at [email protected].