In an age where it’s nearly impossible to keep up with the changing technology, it becomes absolutely critical to the success of many businesses to be the first in the door with a new tool, process, trick…you name it. If you fail to join the technology revolution, you will be left behind with a bronze shield fending of laser guided photon plasma beams. It is equally important if you are not a pioneer of changing technology to adopt it in order to remain competitive.
Every day thousands of documents are created that need to be verified, signed, stamped with blood. Signed documents make the world go ’round.
Rant #1: E-mail attachments are old news.
Sending messages through e-mail is a great way to quickly communicate a request. Sending attachments through e-mail is a disaster. The initial purpose of e-mail was to carry a very small message electronically to one or multiple recipients. The transport that carries the e-mail could be likened to a Yugo, or more appropriately, a Smart Car. Someone’s brilliance entered the picture (believe me, it seemed brilliant at first) and introduced a way to attach files to the e-mail. Immediately abused, this method, to illustrate it properly, was like attaching a cargo trailer to the hitch of a Smart Car with 50,000 pounds of pewter flatware, dishes, and goblets. To this day, sending attachments is still a horrible way to deliver large files over the internet.
The best way to accomplish sending large files is to create a central location where multiple people can go to retrieve the file at any time. When you send a huge attachment to 20 people in your e-mail list, you’re sending multiple copies, clogging up your outbound e-mail highway, eating up space and time on everyone’s system.
Try changing your way of thinking. Instead of sending the information through e-mail, upload it to your website or a file sharing site. Imagine if Hewlett Packard were to send out drivers for printers in e-mail. It would cost them a fortune and would make the lives of thousands of e-mail server administrators hellish.
Rant #2: Stop Printing What you Can Sign Digitally
Docusign is an absolutely brilliant tool that allows you to send anything you have on your screen through a printer driver to a digital signature website. The recipient clicks a few tabs on the document and the document is stored online permanently for you to access at any time.
Handwritten signatures expose you more than you know. Did you know that you can scan a document with a hand-written signature, extract the signature using a photo-editing program, and insert that signature on just about any legal document you wish, then pass it off as legitimate? It’s so easy to do (I’ve never done it, of course.)
Digitally signing a document builds multiple layers of security to prove that the person who signed the document is the person that was actually supposed to sign the document.
Not only will you find it more secure, you’ll also find it saves you time. One example of how you can utilize Docusign would be in signing a document that was sent to you as an e-mail attachment (yuck.) Okay, so we’re not going to be able to change over night, but we can get better. When you receive that document, rather than printing it, signing it, scanning it, and re-attaching it, simply print it to Docusign, mark where it needs to be signed, click to sign it, and download the signed copy. Then, send that copy to whomever needs it. It can all be done without leaving the same spot.
It’s time to get with the times. If you’re unfamiliar with these methods, then you’re already behind, and you might want to consider reading up on what’s what in the world of technology.