Archive for the ‘Signing online’ Category

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6 Benefits of Cloud-Based Collaboration

Wednesday, November 2nd, 2016

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Businesses, big and small are increasingly taking advantage of cloud-based collaboration. Simply because it proves to be the most effective and efficient way to bring diverse and dispersed teams together.

Whether you’re collaborating in real-time through online meetings or asynchronously through shared team workspaces, the anywhere-access of innovative cloud technologies provides immense benefits to businesses across industries.

Work experience has now entered a mobile revolution. This revolution has brought us the ubiquity of using the cloud across industries where mobile and handheld devices are prioritised over desktop and PC. This is a post-PC era where mobility and accessibility are paramount concerns.

In this article, docSAFE explores the many benefits that collaboration in the cloud could bring to your business and workforce.

The Benefits of Cloud-Based Collaboration

1. Accessibility

The cloud enables users to access files or data anywhere and anytime from multiple devices with internet access. This is most useful for businesses with people working remotely, from overseas and even across different time-zones. Because content is stored in the cloud, you can access it anytime you want and wherever you may be. Even if you lose or damage your device, your data is safe and secure.

Through the cloud, users can collaborate more frequently and efficiently.

2. Real-Time Updates

Employees can have a stress-free collaboration because the cloud automatically updates and syncs any changes in the documents or files. With cloud-based collaboration, they can avoid inconsistent content of a file or project due to multiple revisions and duplicates. And to check for update & revision history, no longer would they have to open a long trail of emails.

Also, you don’t have to worry about updating the features and tools because the vendor does this for you.

3. Improved Participation

Forbes Insights reported that 93% of business leaders who employ the cloud, believe that cloud collaboration stimulates innovation. As it eases up collaboration and creates connections, users are more empowered to collaborate with one another and thus developing innovative ideas is easily achievable.

4. Better Security

Data breaches due to lost devices account for 63% of all healthcare related data incidents from 2010-2014. With the use of cloud, this incident can never happen as files and data are not saved in the device. And if access control is stolen, you can easily disable other accounts by remotely accessing the data in the cloud or even entirely wiping out the data from the lost device. Security updates are also not a problem because of automatic system updates by the service provider.

5. Cost-Effective

Using cloud follows a pay-as-you-go pricing model wherein you are only charged for the actual services you utilised. Most importantly, cloud-based collaboration enables you to cut on various office overhead costs which makes it ideal for startups or small businesses.

With your business processes on the cloud, there’s no need to invest in on-premise software, system configuration and infrastructure installation.

6. Improve Business Results

About 64% of executives agree that cloud-based collaboration tools accelerate business results, a survey by Forbes and Cisco revealed. It’s no surprise since it improves participation of employees and thereby hastens the business process that definitely leads to achieving better results.

How docSAFE Can Help

docSAFE offers cloud-based collaboration tools for professionals and businesses who want to have fast, reliable and secure collaboration with clients. Its user-friendly interface and mobile-app enabled service makes a clever way to work.

Accountants, lawyers, creatives and entrepreneurs no longer have to travel far to sign a document with the help of our electronic signature tool. A PCI compliance certified and with Verisign certification, you can be sure that docSAFE can handle your most valuable files when you send or share them with your clients.

Consider the things you can do with docSAFE:

  1. Authorise or Sign online;
  2. Collaborate efficiently;
  3. Save time;
  4. Have secure communications with clients.

With docSAFE, there’s no trouble sending large confidential files or collaborate on a project with partners miles away.

DocSAFE can help you with its secure and reliable file sharing online!
To learn more visit our site.

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Posted in Cloud Storage, Cloud working, Communications, Signing online | Comments Off on 6 Benefits of Cloud-Based Collaboration

How to run your office more efficiently

Tuesday, September 27th, 2016

Running an efficient office includes a number of elements – staff, equipment, processes and a healthy order book. However there are some functions that you are probably happily living without but that can really make a difference to your productivity, customer care and bottom line. We’ve worked extensively within the professions and developed a client portal that provides solutions you didn’t even know you needed!

Meetings are vital of course. But unnecessary meetings, just to sign things off, are not the best way for you to manage client time. When you are in front of a client you should be showcasing your knowledge, skills and cementing the relationship. Asking for a signature is just a waste. Imagine being able to do that legally, with a full audit report, online? It’s something we’ve been asked for – so we added it in to our portal. Some of our clients use it to send a batch of documents to many clients at once and they get a daily report to show who has read it, opened it and signed it. That way, they can spend their time chasing the few that haven’t.

Some of our clients handle extremely sensitive data – accountants, solicitors, IFAs for example. Recent news stories throw up the horrors of professionals who have emailed information to the wrong people, emails that have been hacked and data protection guidelines not being followed. Our answer is to build a secure client portal that allows for data exchange – you upload information to the client’s portal and the client collects it safely. It’s the perfect solution to both hacking issues and plain old human error.

We love the fact that clients can collaborate via docSAFE. One document, being held centrally, can be accessed by all authorised parties. No need for confusing email trails, lots of versions of the same thing and, if you are working internationally, you don’t even need to all be awake at the same time!

Other things – automatic back ups, 24/7 access, creating dynamic forms, collating multiple documents into one neat pdf, a branded, good-looking portal – are all part of the docSAFE offering, designed to make your office practices more streamlined and efficient.

Posted in Cloud Storage, Cloud working, Communications, Customer support, Security, Signing online | Comments Off on How to run your office more efficiently

Take a close look at your working practices

Monday, July 11th, 2016

Large organisations invest in (what used to be called) ‘time and motion studies’ – where analysts look at every aspect of an organisation in a bid to make it more efficient and cut wasted costs wherever they can. This is probably not something you can afford to do on a day to day basis but it is definitely worth looking across all your areas of productivity to see what you can improve on, say, every few months.

We advocate a number of efficiency measures but the one thing that our clients cannot live without, once they’ve started using it, is the ability to get clients to sign online. We are big fans of face-to-face time with clients BUT for the important things – planning, strategy, a beer… Not admin or process – that’s just a waste of everyone’s time.

Have a look at how you could manage some of your basic paperwork requirements and see if this can help:

  • Collate multiple documents into one neat pdf
  • Send securely via a client portal in the cloud
  • Let the client review the document, sign it and return via the same portal
  • Keep an audit trail of this process
  • Look at reports to see where ALL your clients are in this process – who has signed, who has reviewed, who has returned, who do you need to chase?

We think it’s a no-brainer but talk to us and see if it could help your internal procedures and cut any unnecessary costs involved in this unprofitable part of your daily work.

Posted in Cloud working, Communications, Online signatures, Signing online | Comments Off on Take a close look at your working practices

Dare to be different

Thursday, March 12th, 2015

I was watching someone working the other day – using software I have used for years – and I spotted them doing something. “Stop!” I cried, “What was that?”. They showed me and I have been using it myself now, daily. It was only a shortcut, nothing amazing but it highlighted the fact that there was plenty I didn’t know about software I thought I knew inside out.

The point of today’s long-winded blog intro is that we get stuck in our ways and don’t always seek to be challenged to do things differently. At Online Practice, we have developed a product, and continue to develop it every day, that embraces the way professionals (particularly accountants) work. We have added all sorts of functionality, such as online signing, that some of our clients are still hesitant about (www.doc-safe.co.uk).

The clients who use online signing are ecstatic – it saves time, is efficient and allows them to get on with the business of making money. The software even flags up daily reports on who has signed and who hasn’t, making follow up a doddle.

The ones who are reluctant to use it have worries – is it legal, will it replace client meetings, how do I use it? These niggles are understandable and easily resolved. We work with them to guide them – and before long, they too are wondering how they managed without it.

Considered change is great, it doesn’t have to be life-changing but if it’s something that makes life/work better, then maybe small steps is the way forward. Talk to us about taking a leap of faith and doing things differently in your practice.

Posted in Cloud working, Functionality, Signing online | Comments Off on Dare to be different

Do online signatures remove the personal touch?

Monday, September 22nd, 2014

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We regularly extol the virtues of signing online. After all, our cloud working docSAFE system incorporates it as a highly desirable, ‘must have’ feature. One of the reasons we shout loudly is the number of unnecessary meetings it cuts out.

Recently one of our clients brought us up short and said that signing online might negate the need for meetings but he prefers to see his clients face to face and use it as an excuse to get together (we suspect over a pint) and ‘do business’.

We considered this for a fraction of a second before defending the need to sign online. The point is that, for most accountants, online signatures come into their own at the busiest periods of the year – when you have tax returns mounting up and seconds on the clock counting down, conspiring against you. When you have an uphill battle to get everything signed and sealed, why wouldn’t you opt for the ability to get that all-important (sometimes elusive) signature virtually? docSAFE has a reminder system built in so clients are prompted when they don’t respond. It saves our accountant clients hours (and late penalty fines).

We agree that meetings are the life-blood of all professional relationships but sometimes (like texting your husband/wife when you’re going to be late), the digital alternative is much sweeter.

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