It is no longer possible to deliver documents by campus mail, to walk them over to another office and drop them in a colleague’s inbox, or to assemble packets of information and courier them to their destination. It is no longer possible to sign contracts in person, with or without a notary witness. Yet, it is essential to stay on task and minimize delays.
What, then, are your options? How do you leverage solutions already in place on your campus, or quickly ramp up with a new solution?
The answers vary and depend on what solutions are already in place, what funds are available for purchasing, and the skills and availability of your development staff.
There is a wide range of possibilities:
Many of these solutions can exchange data with your ERP. However, time to develop integrations may preclude the need to provide functional workflows for your users quickly. In these cases, it may be best to defer the integration development until after the business processes are working. Manual data entry can be eliminated further down the road.
Scanning documents can be a challenge as well for remote workers. Free apps such as Office Lens from Microsoft can be downloaded to your IOS and Android devices. It uses your device’s camera to take a photo of the document. You then save it to OneNote, Word, PowerPoint, PDF, Mail, or your photo library.
For documents requiring notaries, some secretaries of state have authorized traditional notaries to become online notaries once they apply for and receive online notary commissions. Generally, the signer and online notary must appear in a two-way audio-visual conference. During the conference, the identity of the signer is verified, and the document is confirmed and digitally sealed. Vendors have developed solutions to expedite these conferences. Check with your state to determine the online notary regulations and resources.
Now could be a good time to re-think the policies that drive the need for paper documents. Gather the facts to support requests to allow electronic or copied signatures and to discontinue practices of requiring original documents instead of scanned copies. Here is an image to inspire you. The efficiencies gained now can be applied later and will help to define best practices and new job roles when we emerge from the disruption.
Stay healthy, and please let us know if Tambellini can assist you or your team
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