背景
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.
面臨挑戰
在接觸 DocSend 之前，該公司的技術安全經理會使用 DocuSign 傳送員工的安全性文件，以便索取電子簽章。而對於簡單的內部工作流程而言，這種方式成本太高，又過於複雜。此外，客戶支援團隊也需要找到更安全的方式與客戶共享機密文件。
解決方案
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.
與客戶安全共享機密文件
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.
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.
捨棄 DocuSign，追求簡化員工入職流程
該公司的技術安全經理負責管理組織的安全策略與措施，而希望進一步探索其他運用 DocSend 的方式，並應用到自身職務中。網路安全涉及業務的各個層面，包括法律、人力資源、IT 和客戶支援。尤其是新進員工入職時，全員都需簽署一系列內部網路安全政策，而且每年都必須更新簽名。技術安全經理認為 DocSend 可以提供更簡單的方法，協助收取簽署完畢的員工政策文件。
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.
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.
簡單流暢又符合成本效益的多方電子簽章解決方案，適合追蹤網路安全政策文件
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.
展望未來：改善入職流程與客戶體驗
隨著公司不斷成長，技術安全團隊使用 DocSend 來改善新進員工的入職程。他們希望從明年開始使用第三方系統將政策封面統一，以利維護版本控制。此外客戶支援團隊能繼續安心向客戶傳送機密資訊，因為知道相關文件在 DocSend 中設有密碼和限時連結，獲得妥善保護。正如技術安全經理所說：「我所屬的工作團隊和我們的支援團隊，都對 DocSend 感到相當滿意。而隨著公司未來繼續擴大規模，我想大家對 DocSend 的喜愛程度會只增不減。」
