In recent years, cloud-based technology has made the remote legal practice more prevalent and virtual law office models conceivable (and profitable). Now that the expanding worldwide crisis is compelling legal professionals working remotely, you have almost certainly met a few roadblocks while negotiating the practical factors associated with learning how to work at home.
From adjusting to technology advancements (such as the use of a remote-access VPN) to communicating with clients and colleagues remotely (with video calls being a daily occurrence), many lawyers have had to make substantial adaptations while switching to working from home. This takes us to one of the most critical components of legal work—adapting online signature—to an online environment so that the firm can sign online.
Is it possible (and legal) to utilise sign documents online on legal papers without meeting clients in person?
Frequently, the answer is yes. We will cover the foundations of why, how and when to use online document signing for legal firms in the following guide—regardless of whether you operate remotely or in an office.
What is the point of e-signature technology?
In recent years, legal practitioners have been forced to rapidly expand the extent of their remote work capabilities. However, there are some enduring advantages to utilising electronic signatures to sign online in today’s modern legal workspace.
When used properly and in the appropriate situations, electronic signatures provide three significant benefits to attorneys:
- They’re more convenient.
Coordination of handwritten signatures on legally binding papers and agreements can be a time-consuming back-and-forth operation. Electronic signatures to sign online simplify the procedure, lower the likelihood of human error, and eliminate the need for in-person meetings or dealing with physical papers.
- They make legal work faster.
Even when it is acceptable to meet in person, meeting clients solely for the purpose of obtaining a signature consumes valuable time during your workday. Sign PDF forms online save everyone time and expedite the processing of cases.
- They use less paper.
Assume your business is shifting to a cloud-based environment, or you operate remotely from a small home office. In both circumstances, fewer paper results in a lower likelihood of filing errors and much less time wasted rummaging through paper. Having electronic accessibility to signed papers enables them to be retrieved more quickly and easily in the future.
The legality of electronic signatures
Electronic signatures can expedite and simplify the process of document signing for both of you and your clients—but are they permitted and legal? Yes, since the dawn of this millennium.
The United States enacted the ESIGN-Electronic Signatures in Global and National Commerce Act in 2000, essentially legalising electronic signatures in all states and territories subject to federal law. This means that electronic signatures are legally equivalent to handwritten signatures. When federal law does not apply, the majority of states (with the exception of Illinois, Washington and New York, which have their own electronic signature statutes) have implemented the Uniform Electronic Transactions Act. This Act establishes a legal foundation for each state’s use of electronic signatures.
When are electronic signatures refused?
Although electronic signatures get the same legal standing as handwritten signatures in the United States, it is critical to remember that there are several exceptions and circumstances in which electronic signatures will not work. For instance, many states demand a wet signature on certain sorts of papers, such as wills. Guarantee that you are familiar with your state’s standards and understand when an electronic signature would not suffice.
For an e-signature to be legally valid, what must it contain?
While electronic signatures for legal firms are lawful, it is critical to understand that they must adhere to specific legally enforceable standards. According to the ESIGN Act, electronic signature workflows should indicate the following:
A manifest desire to sign. The signer must demonstrate their intent to electronically sign an agreement (just as they would with a handwritten signature). This might be as straightforward as a plain “Accept” button or simply putting their name.
Consent to transact business in an electronic format. Signatories must agree to transact online. For instance, by requiring signers to “click to accept” a typical consent phrase, consent can be demonstrated.
The opportunity to withdraw. There should be a clause permitting a signer to opt-out of electronically signing an agreement.
The signature is associated with the record. To ensure the validity of a sign online pdf, the system employed must maintain a record of the procedure by which the signature was formed.
Copies of the agreement or document that have been signed. All signers should receive signed copies—this process is simplified and, in many cases, automated with the use of e-signature technologies.
Retention of records. Electronic signing records should accurately reflect the terms of the agreement and are archivable.
Technology of e-Signature: Improving the Efficiency of Business Processes
Above all, the time savings associated with digital transformation can be substantial. For example, legal departments routinely deal with confidential paperwork that must be signed by all parties involved in a case.
Without printing, mailing, or faxing records, an electronic signature solution enables law firms to collect signatures from workers, customers, and partners.
The Most Stringent Security Measures
Security methods with several layers of protection are critical for lawful businesses. Client onboarding papers, master service agreements, job offers, non-disclosure agreements, and venture capital agreements are all susceptible to cybersecurity breaches.
Thus, in today’s technology environment, maintaining customers’ security and forcefully advocating for their interests is critical.
Increasing the Quality of Customer Feedback
Finally, if your consumers lead hectic lives, implementing an electronic signature solution to sign online may be the solution to all of your concerns. Your clients may access documents and systems from any device, which simplifies mobile work.
As a consequence, pleased customers will reward you with great evaluations and, eventually, further business.
Conclusion
While working remotely does have a learning curve, legal professionals are stepping up and innovating, adapting, and working better while away from the office. Whether you work from home, permanent or temporary, if you are familiar with your local e-signature regulations to sign online and the type of documents you are dealing with, using user-friendly, secure e-signature software can save you valuable time and eliminate the need for in-person signature collection meetings.
