12 July, 2023

Congrats! All those hours of preparing documents and negotiating terms are finally paying off – you have a deal. The only thing left is to get your customer/partner/vendor to sign the contract.

Before you do, remember the steps you took to ensure secure document sharing during the due diligence and redlining process; a contract is a highly confidential document, and you must maintain security during the signing process.

How to Obtain an e-Signature in a Secure Environment

To obtain an e-signature in a secure environment, follow these steps:

Choose a Quality e-signature Provider: Look for an established e-signature service provider that prioritizes security and complies with relevant regulations, such as ESIGN in the U.S. and/or eIDAS in the EU. Ensure that the platform offers strong authentication methods, such as two-factor authentication (2FA) or biometric verification, to prevent unauthorized access.

Upload the Contract Document: Upload the document that needs an e-signature. Most quality e-signature platforms accept a variety of document formats, such as Word, Google Docs, and PDF. The e-signature platform should have safeguards for the uploading process, such as encryption for the document in transit and at rest.

Define Signature Fields: A contract may require multiple signatures. Specify the required signature fields in the document and indicate where the signature, date, and/or initials should be placed. Most e-signature platforms provide built-in tools for adding these fields.

Invite Signatories: The e-signature platform will provide the ability to invite signatories via a secure email channel. Enter the email addresses of the individuals. The email will include a link to the contract document.

Verify the Signatory’s Identity: Depending on your requirements, you can choose different authentication methods for signers: email or SMS verification, or more advanced methods like knowledge-based authentication or digital certificates.

Sign the Document: Once the signatories receive the invitation, they can access the document and sign electronically. The e-signature platform typically offers different signing options, such as drawing a signature with a mouse or finger, uploading a scanned signature image, or using a digital certificate.

Maintain an Audit Trail: A robust e-signature platform should provide features like an audit trail, which captures metadata and timestamps related to the signing process. This ensures document integrity and allows you to track any changes made.

Store the Signed Document in a Secure Location: Once all parties have signed the document, it’s essential to securely store it. The e-signature provider should encrypt the document and store it in a protected environment. Verify that the platform complies with relevant data protection regulations.

Remember that the specific steps may vary depending on the e-signature provider you choose. It's important to review the documentation and security features of the platform to ensure it meets your requirements for a secure e-signature environment.

Get a demo

How to Maintain Security during Contract E-Signature

To ensure secure document sharing during contract preparation and signing, the best approach is to use a Virtual Deal Room (VDR), an online platform that protects documents. The VDR protects documents in multiple ways:

  • In developing the contract, the contract development team can drag-and-drop upload a virtually unlimited number of reference documents
  • Every document uploaded to the VDR is automatically encrypted
  • Only authorized parties can enter the protected online environment
  • Authorized users can access the VDR from anywhere in the world, 24/7
  • Additional security features, including permissioning protocols like two-factor passwords and device IP registration, ensure the contract and supporting documents are only accessible by the right people
  • ShareVault includes “Collabloop”, software specifically designed for developing a contract, a process called ‘redlining’. When the contract is ready for review, the initiating party can authorize password-protected access to the VDR for the receiving party, who can then review and redline their revisions in a secure and protected environment during the negotiating period.

Get pricing

ShareVault Integrates with DocuSign

Once the proposing and receiving parties have completed their redlining efforts and come to an agreement, ShareVault and its Collabloop software integrate with DocuSign for the final signatures.

Collabloop Support, 24/7/365.

ShareVault knows that with a contract on the line, time is everything. That’s why ShareVault provides round-the-clock support, with an experienced IT team to answer questions and resolve issues quickly and efficiently.

ShareVault and Collabloop Save You Money

Collabloop redlining software and ShareVault’s secure virtual deal room provide maximum document security and speedy contract development. Since each company has unique document security needs, ShareVault feature sets and pricing are customized to fit your company. To receive a customized ShareVault proposal, contact us today!

Get a free trial