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#AIIMInforma(onIsYourMostImportantAsset.LearntheSkillstoManageIt

E-SigninginEurope:FindNewWaystoUseeSignatures Presented6October,2016E-SigninginEurope:

FindNewWaystoUseeSignaturesAnAIIMWebinarpresented6thOctober,2016

Underwri(enby:

BobLarriveeVP&ChiefAnalystAIIM

JoergLenzProductMarke8ngManagerKofaxfromLexmark

Host:TheresaResekDirectorAIIM

Today’sSpeakers

Underwri(enby:

Agenda

§ EUSignatureTerminology§ OperaNonalChallenges§ Risks&BusinessRequirements§ OpportuniNesforUsingE-Signatures§ IdenNfyYourStarNngPoints§ ConsideraNons,LegalandOtherwise§ NextSteps&Resources

Hasthagforthiswebinar#aiimesign

Underwri(enby:

EU:SignatureTerminology

§  DigitalSignature§  ElectronicSignature§  AdvancedElectronicSignatures(AES)§  QualifiedElectronicSignatures(QES)§  ElectronicSeal

Resources:EURegulaNon2014/910eIDASEuropeanCommissionFAQonE-SigningTreminology

Underwri(enby:

TimeforsomepollquesNons…

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Opera(onalChallenges

§  Similarformanybusinesses§  LongprocessingNmes§  DelayedresponseNmes§  Slowreviewandapprovalprocesses§  Pooraccessibilityandsharing

Underwri(enby:

Opera(onalGoalsArounde-Signatures

CutCosts StayCompliant DrivePerformance

§  Eliminatepapercosts

§  Reducepercustomercontactcosts

§  Removemanualsteps

§  Increasesuccessrateofclosingbusiness

§  Offerproductsandservicesfaster–improveNmetomarket

§  FlexibilitytoadjusttonewregulaNons

§  Increasetrustworthiness

§  Detectandpreventfraud

SpeedTimetoClosure

ImproveRetenNon

§  FasterturnaroundNmes(salestocontract)

§  Reducerisktomissrevenue

§  Be(ercustomerexperience

§  Moreself-service

§  Mobileaccess

©2016LexmarkInternaNonal,Inc.Allrightsreserved.

Underwri(enby:

SignatureGoals&Challenges

Bothcanbeachievedtogether

SignatureChallengesare-legal-technical

-organiza(onal-psychological

UseradopNonisdrivenbypercepNonofprocesstrustworthiness(seucrity)andeaseofuse(convenience).Ogenunderrated:Psychological(emoNonal/social)challengesandriskofexisNngpaperbasedproceses.

Acquire,retainandgrowcustomersStreamlineopera(onstobemorecosteffec(veandcompliant

Underwri(enby:

TheSurveySays!

WhichofthefollowingwoulddescribeyourofficeortypicalofficesinyourorganizaNon?(Checkallthatapply)

Globally,65%ares(llsigningon

paper

InEurope,thisistrueof53%

Source:AIIMIndustryWatch:Paper-Free2016–AreWeThereYet?

0% 10% 20% 30% 40% 50% 60% 70%

Contracts,orders,bookingforms,etc.,aresignedonpaper

Weregularlyscandocuments,butmostlyforarchive

Piledhighwithpaperandpaperprocesses

Mostofourimportantstuffisreferencedandfiledaspaper

OurMFPsareusedmoreforcopyingthanscanning

FaxesandPDFinvoicesareprintedoutbeforeprocessing

Werunaclear-desk,mostlypaper-freeoffice

Wehaveadigitalmailroom,somailisdeliveredpre-scannedOther

Underwri(enby:

TheSurveySays!

WhydoyouthinkthereissNllpaperinsomanyofyourbusinessprocesses?(MaxTHREE)

Globally,30%citephysicalsignaturesasarequirement

InEurope,itis35%

Source:AIIMIndustryWatch:Paper-Free

2016–AreWeThereYet?

0% 10% 20% 30% 40% 50%

Staffpreferpaperforhandling/reading/notes

LackofmanagementiniNaNvesormandatestoreduce

Lackofunderstandingofpaper-freeopNons

Weneedphysicalsignaturesonpaper

SuppliersandcustomersconNnuetosenduspaper

Longtermrecordskeeping

Legaladmissibilitywillbecompromised

Notcost-effecNvetoprovidesuitablescanning/

OurregulatorssNllinsistonit

Wearerequiredtomaintainahybridpaper/digital

Thereisn’t;wehavemadegoodprogresson

Underwri(enby:

Opera(onalRisksof“Classic”Paper-basedSigningWorkflowAfraidofE-Signingasperceivedasinsecure?Thinkagainifyoushouldratherbeafraidaboutpaper-basedsigningprocesses…

Fraudulentforms

ForgingofSignatureitself

Sniffing

ManipulaNonofSignaturesand/orContent

Pre-Signing

Post-Signing

Frauda(emptsmaybeinternal(in-branch)andexternal(paperintransit)TrustworthyE-SigningSoluNonscansignificantlyreduceriskexposure.

Underwri(enby:

BusinessRequirementsforSignatureCapture

Iden(fyforwhichpurpose(s)inyourbusinessprocess(es)yourequiresignatures

Primarypurposes§  Evidence–Signatoryapprovesandadoptsthe

contentsofthedocument§  Conclusiveness–Contentofthedocumentshallbe

binding

Secondarypurposes§  AuthenNcaNngtheidenNtyoftheperson§  Contentofthedocumenthasnotbeenaltered

subsequentlytotheaffixingofthesignature

TerNarypurpose§  Recordkeeping

Source:StephenMason,ElectronicSignaturesinLaw(3rdedn,CambridgeUniversityPress,2012),pp8–13;seealsoAIIMWebinarh(ps://goo.gl/8wnqOG

Underwri(enby:

PrimeOpportuni(es

§  Industries§  Finance,Banking,andInsurance§  Healthcare§  Yours…

§  Processes§  Reviewandapproval§  Contractsandagreements

Underwri(enby:

ElectronicSignature–PrimeUseCases

CustomerAccountManagement&ServiceDocumentaNonPayrollandFinanceProcesses

AccountOpeningConsumerLoanOriginaNonMortgageOriginaNonWealthManagementAssetManagement

EnrollmentServices

Point-of-sale(POS)PaymentMerchandiseReturn

LogisNcsDocuments–BillofLading

ContracNngNewPolicyUnderwriNng

ApprovalProcessesHumanResourcesProcesses

PaNentOnboardingPaNentConsentPhysicianCredenNalingProviderAgreements

BANKING EDUCATION RETAIL MANUFACTURING INSURANCE GOVERNMENT HEALTHCARE

CustomerOnboardingEmployeeOnboardingProcurementProcesses

CROSS INDUSTRY

©2016LexmarkInterna8onal,Inc.Allrightsreserved.

Underwri(enby:

UseCase:ConsumerLoanOrigina(onChallenges

§  ReduceTime-toFinancefromdaystominuteswhilethecustomerisinstore

§  Leveragehandwri(ensignatureaspreferredmethodtoe-signin-person/face-to-face

§  Achievenon-repudiaNonbasedondocumentswithstrongevidenNalweight

Solu(onE-signingpoweredbyKofaxSignDocispartof“CetelemeSign”Results

§  InproducNonsince2013;reducedpaper:1.6Msheets/year;reducedsalesprocessNme:54%

§  CustomerAcceptance:91%saysigningexperienceisbe(erthanwithwet-ink

Fullcasestudy8h(p://goo.gl/xtPGEK

Banking

!  operaNnginin28countries

!  27Mcustomersworldwide

!  Cetelem=brandofBNPParibaspersonalFinanceEuropeandLaNnAmerica

©2016LexmarkInternaNonal,Inc.Allrightsreserved.[

Underwri(enby:

ConsumerLoanOrigina(onProcess–Today

SubmitapplicaNon

ReviewapplicaNon

RequestaddiNonalinformaNon

ReceiveaddiNonaldocuments

ReviewaddiNonaldocuments

Approve Signloandocuments

Closeloan

ProcessDuraNon2-3days

©2016LexmarkInternaNonal,Inc.Allrightsreserved.[

Underwri(enby:

ConsumerLoanOrigina(onProcess–Future

SubmitapplicaNon

ImmediatereviewandfeedbackforaddiNonalinformaNon

Approve Signloandocuments,closeloan

ProcessDuraNon2-3hours

©2016LexmarkInternaNonal,Inc.Allrightsreserved.[

Underwri(enby:

WhereDoYouBegin?

§  StarNngPoints§  Determinethescope

§  Localorglobal;departmentalorenterprisewide

§  Lookatyourprocesses§  IdenNfywheresignaturesoccurwithintheprocess

Underwri(enby:

SigningProcessOrchestra(on

©2016LexmarkInternaNonal,Inc.Allrightsreserved.*notexclusivelybutlikelywithacertainpreference

Underwri(enby:

WhattoConsider

§  LegalrequirementsintheEU§  Complexityandrisk§  UserpreferencesandexpectaNons§  AnNcipateobjecNons

Underwri(enby:

ElectronicSignature–LegalRequirements

SignatureRequirementsimposedbylaw*

forvalidityorenforceabilityreasons

QualifiedElectronicSignature(QES)explicitlyrequiredbylaw*asonlylegallybindingreplacementforwetinksignature(wri(enform)

NoSignatureRequirementsimposedbylaw

forvalidity(conclusiveness)orenforceabilityreasons

FormFreeAgreementsSigningonpapertodayisexecutedarbitrarily

Signaturerequirementswihchmayrestrictlegaleffectofe-signeddocumentstotousingadvancedorqualifiedelectronicsignaturesaretypicallyfoundinnaNonalcivilandorcommerciallawperusecase–e.g.,forconsumerloanoriginaNon

Underwri(enby:

ElectronicSignature–MostCommonObjec(ons

§  Electronicsignaturesarenotassecureaswetinksignatures

§  Wearenotallowedtouseelectronicsignatures,wemustcapturesignaturesonpaper

§  Wecannotuseelectronicsignaturesbecausewedealwithcustomersface-to-face

§  WedonotseeanROIforanelectronicsignaturesoluNon

§  Weseethebenefitsofelectronicsignaturesbutthisislowpriorityforus§  Applyingelectronicsignaturesiscomplicatedforemployeesand

customers

Underwri(enby:

CommonPiialls

§  DeterminingthelevelofintegraNon§  E-signingbecommingasiloedapplicaNon§  DocumenNngbusinessrequirements

§  (NotfuncNonalortechnicalrequirements)

§  UnderstandingEULegislaNonanditsimpact§  Userreluctance

Underwri(enby:

CaptureinformaNon Automateprocesses Interactdigitally

Mobile

AnalyNcs

IntegraNon

ElectronicSignature

MulNchannelcapture

ExtracNon&verificaNon

Casemanagement

Contentmanagement

Workflow&process

automaNon

CustomercommunicaNonmanagement

Search

Managecontent

ElectronicSignatureasPartofDigitalTransforma(on

Doesyoure-signatureinNaNvefitintotheoverallorganizaNonstrategyondigitaltransformaNon?E-SigninghassynergieswithmobileID,documentcomposiNon,capture,andpreservaNon,workflowprocessingandmanagementaswelldataintegraNonviaroboNcprocessautomaNon.AvoidtoinvestintoasilosoluNonfor„e-signingonly“.Goforthebroadpicture.

©2016LexmarkInternaNonal,Inc.Allrightsreserved.

Underwri(enby:

DeploymentandIntegra(onDeploymentonpremiseincloudhybrid

Integra(onProductType PurposeE-SigningWorkflow Quickstarttoimplementana(endedsigningorchestraNonincluding

documentstatustrackingthroughouttheprocess–ideallyaspartofaholisNcplayormfordigitaltransformaNon

Web-basedMiddleware EasyintegraNonintobusinessapplicaNonswithcorrespondingbrowserplug-ins,mobileappsanddeviceconnectors

DesktopClient Stand-alone„classic“richclientPlug-ins forIntergraNonintoexisNngevronments–e.g.,forAdobeReader&

AdobeLiveCycleSogwareDevelopmentKit(SDK) deepintegraNonintobusinessapplicaNonsormobileapps.

©2016LexmarkInternaNonal,Inc.Allrightsreserved.

Underwri(enby:

WheretoBegin

§  LearnandunderstandtheeIDASRegulaNon.§  IdenNfytheimpactandchallengesyourorganizaNonmayface.§  Mapanddocumentsignatureprocesses,theirpurpose,associated

documents,andsignatureacNvity.§  IdenNfyyourrequiredlevelofprocesssecurityandneedfor

evidenNalweight.§  EstablishgovernancepoliciesandanE-Signatureframework.§  DevelopbusinessandfuncNonalrequirements.

Underwri(enby:

SomethingtoThinkAbout

Inourpersonallives,wearewillingtoe-signyetinourbusinesslives,wearereluctant.ItisNmetotakethefirststepandbringe-signingcapabiliNesintotheinformaNonecosystem.

Underwri(enby:

E-SignAnywhere,Any(me,onAnyDevice

©2016LexmarkInternaNonal,Inc.Allrightsreserved.

Addi(onalInforma(on

© 2016 Lexmark International, Inc. All rights reserved. 29

Jörg Lenz Product Marketing Manager joerg.lenz@kofax.com

@Joerg_Lenz https://goo.gl/JbJXLb

E-Signatures in Europe – Understanding the legal requirements for proof of intent

English https://goo.gl/qJJoIb French http://goo.gl/grLJ8G German http://goo.gl/MJ1Lla

Italian & Spanish: request via e-mail joerg.lenz@kofax.com

E-Book Global E-Signature Law - Best Practices for Assessing Risk of E-Signature Processes https://goo.gl/tF94TB

kofax.com/electronic-signature

Underwri(enby:

AIIMistheCommunityforInforma(onProfessionals

AIIMbelievesthatinforma(onisyourmostimportantasset.Learntheskillstomanageit.

OurmissionistoimproveorganizaNonal

performancebyempoweringacommunityofleaderscommi(edto

informaNon-driveninnovaNon.

Learnmoreatwww.aiim.org