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Document Management System and Electronic Signatures: How to Save Time, Money, and Stress

Modern times bring modern solutions. Whether you run a small business, work in a corporation, or are self-employed, using cloud-based document management systems and effective enterprise content management software can significantly simplify your business processes. Lost contracts, endless stacks of paper documents, and waiting for colleagues to sign – all of that can be a thing of the past. Let’s take a look at how Sloneek can help you streamline your daily operations with an effective document management system.

What is document management and why do you need it?

Document management is not just about storing files in binders or folders on your computer. It is a sophisticated process that allows you to manage different digital document management needs and file management systems, handle various digital formats, and ensure data governance standards, having all important materials in one centralized document storage space. With proper document management tools, you can track document properties, manage document types, and prevent unauthorized access.

Document management in a company

Every company handles a huge amount of business documents – invoices, contracts, reports, internal policy manuals. A comprehensive document management system allows you to centralize and digitalize your records, manage electronic documents and paper-based documents, store them securely in the cloud, share documents via integrated file sharing tools, and accelerate business processes through advanced search functionalities, workflow management and workflow tools, Automatic Tasks, metadata extraction, and efficient document lifecycle management. The system supports compliance with retention schedules and case and contract management policies, using various storage media as needed.

With our solution Sloneek, you can manage all company and HR-related documents in a user-friendly interface with robust data security features. Our platform supports validation rules, numerous integration options, and offers powerful federated search capabilities across repositories. Detailed activity logs ensure full traceability of user actions. All files are stored in encrypted cloud storage and backed up daily, with document tracking and alerts for document expiration.

Forget the chaos and loss of files – with our DMS software, everything will be well organized, protected like in a vault, and ensure instant access to documents from any device. The system supports different types of files and file formats, keeping previous versions, supporting version control, and helping ensure users always work with the correct document.

Templates You Can Rely On

With excellent availability of templates, you can streamline document creation across all departments. Forget about manually filling in the same paper-based documents over and over again! Create article templates for frequently used documents with automated document capture and data filling based on already recorded information, enhanced by business logic and options to Build your own App. Advanced generative AI assists in preparing documents accurately and efficiently.

Whether it’s contracts, forms, or internal documents, everything is done in moments – simply, efficiently, and without errors. If you’re not sure how document management processes work, try our 14-day free trial and explore our comprehensive training materials.

Electronic signature: Your path to efficiency

In today’s digital project management space, you no longer need to spend time printing, signing, scanning, and mailing physical documents. Online electronic signatures offer a fast, secure, and legally binding solution with features such as sign requests management, full compliance with regulatory bodies, and integration with document control systems. Among the key features are time savings, reduction of manual processes, fewer compliance gaps, and legal certainty ensured by eIDAS-ready compliance workflows.

Qualified electronic signatures protect your sensitive documents against unauthorized access. You avoid additional software installations, reduce paper usage, and support a collaborative environment that aligns with record retention policies and regulatory requirements.

What is the purpose of an electronic signature?

An electronic signature is a digital alternative to a handwritten signature that:

• Confirms the identity of the signer.
• Ensures that the document has not been modified after signing.
• Is fully legally recognized within the EU thanks to the eIDAS regulation.

By using eIDAS-ready signatures, you ensure your approval process meets the highest regulatory compliance standards. This is ideal for international business transactions requiring high trust.

What types of electronic signatures can you encounter?

Not all electronic signatures are the same – they fall into three categories based on the level of security and legal weight. Each has its own specific features and use cases.

Simple electronic signature

The most basic variant: It can be a scan of your handwritten signature, an electronic mark, or even a signature in an email. It offers a basic level of verification, but don’t expect miracles in terms of data protection or legal force. Ideal for everyday communication where the legal weight of the document doesn’t matter much.

Advanced electronic signature

Now we’re playing at a higher level. This signature is linked to unique data of a specific person and meets stricter security standards. Thanks to eIDAS, it ensures that the signer is truly who they claim to be and that the document has not been altered after signing. It’s suitable for contracts, invoices, or important documents where legal certainty is essential.

Qualified electronic signature

The highest level of electronic signature. It is issued by a qualified provider and, thanks to certification under eIDAS, has the same legal value as a handwritten signature. It is used for the most critical matters – for example, when signing contracts with high legal value or when communicating with public authorities and institutions.

Want to get an electronic signature for free? Try our demo.

How to use electronic signatures with the Sloneek HR app

Using an electronic signature in the Sloneek HR app is simple and intuitive. Whether you’re dealing with business documents, scope documents, or policy manuals, the process supports enhanced user collaboration and is useful in workflows such as scanning receipts, accounts payable, and accounts receivable. Simply upload a digital document or create one from a customizable document template. Choose whether a signature is required, assign role-based access control, and define access rights for each user.

These users will receive a notification and can sign the document directly in the application using a mouse, touchpad, or their finger on a mobile device. This electronic version of the signed document is automatically saved as PDF documents, complete with a comprehensive audit trail, document tracking metadata, and an extra layer of security through encryption and access rights management.

This process eliminates the need for manual processes and additional software installations while ensuring regulatory compliance and secure storage in a centralized document management system. It also supports version control, ensuring access to previous versions of sensitive documents and allowing for fast file recovery and approval process tracking.

Online document management and electronic signatures: A game-changing combination

The synergy between modern document management processes and electronic signatures unlocks powerful document management capabilities. Sloneek’s DMS software offers a collaborative environment where users can manage a variety of file types and file formats, structure access controls, and ensure compliance workflows are met through configurable compliance dashboards.

With Sloneek, users can access documents stored in secure cloud content management infrastructure anytime, from any location. Organize documents by project, team, or department, and benefit from advanced search functionalities and fast onboarding processes. All documents are part of a centralized repository with responsive customer service and robust security features. Centralized document management supports file structure preservation, ensuring consistent access to documents and seamless collaboration across teams.

Advanced Document Management Features for Compliance and Efficiency

Sloneek’s platform extends beyond basic document management with specialized features such as clinical document archival, adherence to customs law compliance and tax planning regulations, and support for local programs and content-centric processes. The system also integrates social media content when relevant and offers comprehensive records management tools to maintain control over the entire document lifecycle.

Digital transformation starts with you

In today’s competitive landscape, leveraging cloud software and digital solutions is no longer optional. Enterprises that adopt effective document management systems gain an edge by reducing the cost of cloud storage, streamlining complex operations, and enhancing user authentication practices.

Electronic signatures and document control systems help automate business process automation, meet compliance requirements, and eliminate compliance gaps. Sloneek offers a user-friendly interface, minimal training requirements, a complete suite of advanced features, and responsive customer support to assist you throughout your digital transformation journey.

Don’t wait—start now! Explore Sloneek’s all-in-one workspace and see how a secure, scalable, and efficient document management solution can change the way you manage digital and physical documents. Try our 14-day free trial with electronic signature features today.