The process is now rigorous, efficient and above all, completely transparent. The employee creates and edits the document, such as a declaration of employment, the end of a probationary period, a statement or a certificate. Most HR documents are included in the process. The recipient can then complete the document, sign it and return it to the sender, without leaving the DocuWare environment. “Our aim is to cut down on administrative tasks. With the integration of Acrobat Sign, the process is digitalised from end to end, right through to signing and archiving.” The employee experience is being brought up to date and made more efficient and the group has implemented a dashboard providing direct access to its HR documentation in the EDM system. Employees can create and edit their own documents without bothering HR, which can then focus on its core role.
The use of Acrobat Sign has been rolled out to other business areas, including legal, purchasing and sales. There are now 10,000 documents that require e-signature each year, for around 150 active users.
“Acrobat Sign is really easy to use. There are substantial time savings for both the sender and the recipient of the document, with signing times cut from a month to an average of 24 or 48 hours. And that doesn't include the time saved on handling, keeping track of contracts or checking,” explains Fabrice Lambert, Senior Legal Counsel, BMW Group France. There is less risk in terms of compliance, since Acrobat Sign seals the whole document.
“This is crucial from a legal point of view, as we can be confident that all the pages have been initialed and that no schedules are missing. We know who has signed and when,” says Carole Payan-Kokkinos. The legal department can track the document, check the authenticity of the signature and archive an electronic document, guaranteeing its integrity and that it meets essential compliance requirements if there are disputes.