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Uma empresa líder em tecnologia B2B coleta contratos de política interna com a assinatura eletrônica com múltiplas partes do DocSend

Uma empresa de tecnologia em rápido crescimento precisava de uma solução segura de gerenciamento de documentos e assinatura eletrônica para as operações internas dos funcionários e do sucesso do cliente.

Contexto

Founded over a decade ago, a leading technology company's mission is to empower Fortune 500 brands to engage with their customers through a variety of channels at the right moment. To share confidential files with customers and carry out policy agreements with employees, this company relies on DocSend to securely safeguard and organize documents.

O desafio

Antes do DocSend, o gerente técnico de segurança da empresa enviava documentos de segurança dos funcionários para assinatura eletrônica usando o DocuSign, que era uma ferramenta muito cara e complexa para ser usada em um fluxo de trabalho interno simples. Além disso, a equipe de atendimento ao cliente precisava de uma forma mais segura de compartilhar documentos confidenciais com os clientes.

A solução

The team turned to DocSend’s secure document sharing and eSignature solution to safeguard sensitive cybersecurity documents that would go out to both employees and customers.

Compartilhamento seguro de documentos confidenciais com clientes

When the company’s Technical Security Manager was first introduced to DocSend three years ago, the platform was used as a tool by customer support representatives to securely share sensitive information with customers. Technical support representatives would regularly interact with customers over email, sometimes sending over sensitive information about internal company security procedures. “We needed a safe way to easily turn on and off link access to ensure that the right information was being sent to the right individuals,” the manager shared. With DocSend, customer support representatives are able to safely send out sensitive materials regarding company policies with individual customers and control access to the documents for a defined period of time. This way, employees can securely control their company’s privacy and know exactly who is accessing internal Service Organization Control (SOC 2) reports - information that highlights how the company protects customer data. 

DocSend’s robust document tracking and analytics provides more visibility and flexibility beyond just sharing a link on Google Drive.
Technical Security Manager
Technical Security ManagerCustomer Engagement Technology Platform

Sometimes, customer support needs to share files on a support portal with customers that contain sensitive information about customer data. By hosting these documents in DocSend, customers can enter in a protected password and customer support representatives can be at ease that the documents are secure. The added layer of security in DocSend builds trust between the company and its customers. “If a customer needs a custom support solution, our support team will upload it to support folders and only share sensitive info with that customer,” the manager shares. DocSend provides both the company’s employees and customers with reassurance that their documents are protected from unauthorized parties. 

Mudando do DocuSign em nome da simplificação da integração de novos funcionários

Como responsável pelo gerenciamento das políticas e práticas de segurança na organização, o gerente técnico de segurança queria explorar outras maneiras de usar o DocSend em sua posição. A segurança cibernética afeta todos os níveis da empresa, incluindo as áreas jurídica, de recursos humanos, TI e atendimento ao cliente. Particularmente, todos os novos funcionários precisam assinar um pacote de política interna de cibersegurança no momento que ocorre sua integração, além de atualizar sua assinatura anualmente. O gerente de segurança técnica imaginou que o DocSend poderia fornecer uma maneira mais simples de coletar documentos das políticas internas assinados pelos funcionários.

When you’re onboarded as a new hire or contractor, you sign an internal policy document in DocSend. I can track who has signed our security policies that are needed for yearly audits. It’s one less thing that human resources has to worry about.
Technical Security Manager
Technical Security ManagerCustomer Engagement Technology Platform

Previously, the company’s technical security team was relying on DocuSign, which was too cumbersome of a solution for their needs. “There were too many overwhelming options and too many permissions, when I needed to collect basic employee signatures. The user interface and user experience was too much in DocuSign and it made it hard for me to keep track of who signed our policy documents,” the manager recalled. With DocuSign, the team needed to pay an additional license fee to access the software, which was too costly for the basic eSignature functionality they needed. However, the team realized they could instead try out DocSend’s eSignature feature, which was already included in their existing DocSend plan. They were already DocSend users, securely sharing documents with customers, so it made sense to give the software a try for its eSignature capability. 

I can’t speak highly enough about DocSend. With multi-party eSignature, I can track in real time who has viewed and signed our documents. This insight cuts down on me having to ask HR about who's signed what or having to chase down signatures.
Technical Security Manager
Technical Security ManagerCustomer Engagement Technology Platform

Uma solução de assinatura eletrônica com múltiplas partes integrada e econômica que possibilita o rastreamento de documentos de política interna de cibersegurança

After trying out DocSend’s eSignature , the technical security team was impressed by how easy it was to securely send documents across the business. “As soon as you guys said you had multi-party eSignature, I knew it was time to stop using DocuSign,” the Technical Security Manager shared. Unlike DocuSign, DocSend is intuitive to use and has everything the team needs to collect over three-hundred employee signatures on internal policy documents. “Every year, we are audited and are required to provide yearly company-wide signatures on our data retention policy. DocSend’s multi-party eSignature lets us show auditors that we take our privacy seriously. We can even show the exact timestamp an employee signed an agreement,” the Technical Security Manager shared. The technical security team at the company is able to track who has signed documents and ensure that the company is compliant with strict cybersecurity policies. 

Olhando para o futuro: como melhor a integração e as experiências do cliente

A equipe técnica de segurança da empresa usará o DocSend para melhorar a integração à medida que a empresa continua em expansão. No ano que vem, a empresa espera unificar as folhas de rosto das políticas internas usando um sistema terceirizado para manter o controle de versão. Além disso, a equipe de atendimento ao cliente continuará a enviar informações confidenciais aos clientes com confiança, sabendo que os documentos estão protegidos por senhas e links com prazo de validade no DocSend. Como o gerente de segurança técnica contou: “Minha própria equipe e nossas equipes de atendimento estão muito entusiasmadas com o DocSend e só consigo ver isso continuando a crescer no futuro conforme expandimos”.

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