Digital Signatures to Enhance Employee Onboarding Experience

Hanna Wilson, HR Tech Outlook | Friday, May 31, 2019

Employee onboarding experienceFREMONT, CA: In the past, the onboarding process was tedious and involved a variety of documents and balances, as well as permissions from stakeholders. At every step, a physical go-ahead from the manager was necessary, and the reliance on paper-based processes caused delays in onboarding. With full process automation, in-built online securities verification, and a simple digital signature, the new age recruitment process is all set to change. Digital signatures have been accepted as a valid process for onboarding customers. It enhances efficiency, increases cost savings, and offers an improved recruitment experience.

Digital signatures allow stakeholders to verify and sign the document digitally, validating the identity and guaranteeing that the text has not been altered after the approval. The security provided by the technology uses Public Key Infrastructure, which is virtually impossible to crack.

Cost and Time Savings: Newly hired candidates do not have to wait for signatures or approvals from the seniors at the office for their onboarding process to be completed. While bulk recruitment is underway, digital signatures can result in considerable difference as seniors managers need not sign multiple copies for all the new joiners, and allowing the senior managers to sign from anywhere on any device. On a long term basis, companies’ budget on stationeries is reduced as ink, printing, paper, and scanning becomes nullified.  What is more interesting is that a fully equipped digital document is available at hand to work on RPA-automated workflows.

Security and Efficiency: Convenience is the biggest draw of digital signatures. Anyone in a position of authority in the process of onboarding can click a button to provide approvals instantaneously. With developing technologies like AI, the authentication process becomes autonomous. The identity verification is PIN and Password protected, allowing no discrepancies or hacks. The digital signature comes with a timestamp so that full-transparency of the onboarding process and future audits can be verified.

Environmental and Experimental Benefits: Large companies conduct onboarding for their employees that last a few weeks, in some cases, even months. As most of the decision-making processes are attributed to stakeholders actively involved in the recruitment process, it leads to stacks of documentation comprising papers submitted by candidates and company-related information in bulk. Studies show that recruits who are subjected to prolonged hiring process are likely to start professional practice on a doubtful note. Additionally, if the employer’s focus is on CSR activities and green practices, digital signatures can provide a whole new avenue in reducing carbon footprint.

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