Considerations for an eSignature project.

1. Porter-Roth Associates 1
Electronic Signatures:
Behind the Scenes
of an eSign Project
eSign
ApplicationSender Signer

2. Porter-Roth Associates 2
Bud Porter-Roth
Porter-Roth Associates
415-381-6217
info@erms.com
http://www.erms.com
@BudPR - Twitter

3. Porter-Roth Associates 3
Introduction
eSign
ApplicationSender Signer
eSign App
Storage /
Archive
On-premise
Storage /
Archive

4. Introduction
As show in the graphic, eSign is actually a
fairly simple concept:
You create a document/contract
You bring it into an eSign app and “tag” it
where the signature, date, etc. goes
You send it to the customer
The customer signs and it is “returned”
You countersign
The customer gets the fully signed contract
You archive it away some place
But wait, there is more…
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5. Porter-Roth Associates 5
Signers
eSign only works via email (hyperlinks)
Identify all signers who will receive eSign
documents
Obtain primary signer names and email
addresses
Obtain secondary signer names and email
addresses
Determine if you need an intermediary signer
(someone who can forward the email)
Develop use cases for each of the above

6. Porter-Roth Associates 6
Authorized Signers
 Who is an “Authorized Signer (AS)”?
Will need to work with each company to determine
who an AS is
 While obtaining names and email addresses
Request verification that the names provides are
authorized to sign for that business
 There may be several ASs in a large company
 Who is the primary AS
 Should all documents go to the primary AS first?
 What is the contingency plan for this?

7. Porter-Roth Associates 7
Keeping the AS List Secure
For getting the AS names and emails, you
may initially use an Excel spreadsheet
Will this data remain in an Excel
spreadsheet or will you upload it to another
program or application
Whether it remains in Excel or is uploaded,
it must be secured as it contains PII
Once completed, how will you update and
maintain?

8. Porter-Roth Associates 8
Test the eSign Waters
Let your customers know you will be using
eSign technology
Ensure that you provide ample technical
and legal literature. Think about a FAQ.
Determine what to do if a customer declines
to participate – a use case scenario
Develop best practices around answering
questions from customers (do not get into
the position of providing “legal advice”)
If you are the Help Desk, are you prepared?

9. Porter-Roth Associates 9
Managing Your Signed Documents
eSign senders receive return documents
eSign applications store eSign documents in
different repositories
eSign applications have different ways of
naming your documents
Determine early in the project how you will
name your documents for storage
Develop a common, but accepted standard
naming convention for your documents

10. Porter-Roth Associates 10
Storing On-premise or Cloud
eSign applications are typically cloud-
based but may offer on-premise
eSign applications typically store the
documents within the applications
Determine early in the project where you
want your permanent documents stored
Cloud only, on-premise only, both

11. Reviewing The Document
 Your “paper” document may not lend itself to electronic
signing
 After deciding on an eSign application, and getting to know
it, review your paper documents to determine if changes
need to be made
 Look at the “Date” block or the “Signature” block
 Look at check boxes, for fill-in the blank info areas
 Do you require “signers” to attach documents such as a
drivers license or power of attorney? How will this happen?
 Do you allow “signers” to supply info at a later date?
 Work through each document you will send and document
each “use case” that may affect the signing procedure
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12. Porter-Roth Associates 12
The Document – Part 2
Many paper documents have language
around a paper-based process
Do you have phrases like “Hand delivery”
Do you have written on the document
“Certified Mail”
Do you have instructions like “Sign both
copies and return with the enclosed
envelope”
Review all documents and be prepared to
change these types of statements

13. Porter-Roth Associates 13
Potential eSign Challenges
Are your documents, once signed, never
changed?
eSign applications typically “LOCK” a
document once “executed” or completed
You cannot add, delete, or change the
eSign document one completed
Determine early on if you will have to
“amend” a signed document in any manner
Changes will have to be secondary
documents to the original
Review the need for naming conventions

14. Porter-Roth Associates 14
U.S. Only or International?
“Electronic Signature” documents are only
one type of the eSign application
There are actually two types:
Electronic Signature
Digital Signature
There is ample literature to describe these
to technologies but briefly:
Electronic Signature – US
Digital Signature - International

15. Conclusion
eSign technology is proven and established
eSign is legal in the U.S. but sometimes not
recognized locally
eSign is flexible and can meet “most” of
your signing workflows
eSign does require some work on your part
to work with your customers
eSign may require some internal changes on
your part to work efficiently
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16. Porter-Roth Associates 16
Conclusion & Questions
Questions?
info@erms.com