How long do you hang on to your Electronic Original® documents? How long do you need to? Very often we hold on to things a lot longer than necessary, simply because it’s easier than the clean-up process. With our retention policy rules engine it is easier than ever to stay on top of unneeded electronic clutter.

First, you must decide how long you really need to maintain copies of your documents. Consider your internal business rules, compliance/legal requirements, risk management policies, and depending on the nature of your documents consider any third-party needs. You may find that your needs are really quite simple (e.g., we keep everything for 10 years); or perhaps your needs are more complex and change depending on what ‘has happened’ with your documents (e.g., we keep unsigned documents for 30 days, but once they are signed, we keep them for 1 year until they are funded, if they are funded, they are kept for an additional 7 years). Consider whether you can treat your entire transaction as a whole or whether individual documents within your transaction have different retention needs.

Once you have identified your retention requirements, your organization administrator can then define Transaction and Document Retention Policies within the Command Center application. Retention Policies evaluate a transaction or document (“the object”) and automatically flag the object with a scheduled expiration date. The policies dictate how long an object is ‘allowed’ to be in any given status. When the object is created, and each time the object transitions to a new status, the expiration date is calculated and reset. Command Center users can easily locate transactions and documents based on their scheduled expiration and confirm their intended destruction through the initiation of a Destruction Request.

For further information, please watch this quick tutorial or contact eOriginal Support (support@eoriginal.com).

Retention Policies Tutorial

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An article published in the New York Times, by Floyd Norris “Are Banks Losing Lots of Documents”, was recently brought to my attention. After reading through Norris’ thoughts and the quotes provided by those featured in the article, it got me thinking about how eOriginal’s electronic process could prevent documents from being lost or forgotten.

In Norris’ article, complaints and concerns ranged from the constant need to mail or fax every single document, to some believing documents are being lost on purpose. Norris does point out, however unlikely that it seems, it is still a common belief.

So this brings us to, how can eOriginal help your company to prevent lost or misplaced documents? The answer is in our SmartSign secure electronic signature and eVaulting applications.

After a customer is prepped and ready to sign your documents, whatever they may be, contracts, NDAs, eMortgages, loan docs, etc., our system will keep your documents in order and track and monitor every action taken against your documents, from when your documents are ready to be signed, to when the eSignature is applied, and throughout the entire lifecycle of your documents.

Our SmartSign eSign application is designed to quickly and smoothly integrate into your business process or systems. The “front end” eSigning tool allows your customers to electronically sign your documents online, allowing your team to execute contracts while they still have your customers on the phone or within minutes after they electronically receive your documents. The entire eSigning process is completed online enabling straight-through processing for your company and greater convenience for your customers. One-time or first call resolution eliminates the need to ship your documents and eliminates the chances of documents becoming lost.

After a document is eSigned, we bind your documents in a digital tamper evident seal then directly deposit your documents directly into our eVault, so there is no opportunity for your documents to get lost in transit or misplaced among other paperwork. The digital seal identifies the final executed document as the original, which is the first step we take to help protect your business agreements and ensure legal compliance.

Once a document is deposited into the “back end” eVault, its processes secure your documents, so that they retain their commercial value by adhering to important legal and regulatory standards. One component of that process that makes our eVault extremely valuable is the exceptional audit trail that follows your documents throughout their entire lifecycle. The audit trail tracks every single action that has been taken against your documents. You’ll have the ability to view and track your document’s progression, status, and complete history. Our eVault also allows you to control access to your documents. Adding another level of security, only those employees or persons with the proper credentials will be able to view and manage your documents. So. in combination with the audit trail and rights access, you’ll always know where your documents are or have been and who has had access to them, eliminating questions like, “Where are my documents?” and “Who say them last?”

Finally your documents can be easily referenced within our secure eVault. Reference identifiers that you define allow you to more quickly query and find the documents you need. No longer will you have to thumb through file after file looking for a document that may have been misplaced; a quick search in our system will be all you need to complete your search.

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Rio Queen Citrus, Inc. Selects eOriginal SmartSign® for Employee Onboarding

BALTIMORE, MD (Vocus/PRWEB), December 9, 2009 – eOriginal Inc., a leader in electronic signature, evaulting and electronic transaction solutions, was instrumental in the Rio Queen Citrus streamlined hiring process that can cover up to 1,700 annual hires.

The integrated multilingual onboarding solution uses straight-through processing enabled by eOriginal SmartSign® Web which auto-populates four human resource workflows for electronic signatures on employment documents including I-9 and   W-4, and company policy forms, then vaults a digitally-sealed, tamper-proof record that maintains the integrity, confidentiality and life cycle management of Rio Queen Citrus HR records.

“Processing hire documents through eOriginal SmartSign® has definitely streamlined the workflow. Our human resources and payroll departments across various locations now have instant hire information,” said Sandy Silva, Director of Human Resources for Rio Queen Citrus. “Our endless stacks of employee hire documents have disappeared and not only have we eliminated paper, we can now easily and instantaneously retrieve employee documents within our electronic vault.”

“SmartSign Web was designed for easy integration into our customers’ workflow so they can realize the full benefits of automation,” said Bryan Caporlette, eOriginal’s Chief Technology Officer. “The ultimate goal is not just to speed up the process, but to complete it in a single step that complies with business and regulatory requirements.”

About Rio Queen Citrus, Inc.

For over 39 years, Rio Queen Citrus, Inc. has been growing, packing and marketing citrus. This third generation, family-owned business has expanded from a 20-acre citrus grove in Mission, Texas to the present-day management of over 5,000 acres of citrus and 1,150 acres of onions across the Rio Grande Valley of South Texas. For additional information about Rio Queen Citrus, go to www.rioqueencitrus.com, email sales@rioqueencitrus.com or call 956-205-7300.

About eOriginal

eOriginal provides advanced electronic signature, vaulting and electronic transaction solutions which are tamper-sealed, auditable and legally enforceable. eOriginal SmartSign® enables compliance with the eSignature requirements of the ESIGN Act, UETA and the UCC. eOriginal has provided secure, verifiable execution, delivery and management of commercial loans, leases and other financial industry documentation for over a decade. eOriginal customers, including top-tier financial institutions, have processed millions of electronic signatures on millions of documents without a single system error or legal challenge.

To learn how eOriginal can streamline your business processes, visit www.eoriginal.com or call 410 895-7699. Subscribe to the eOriginal blog at blog.eoriginal.com. Follow eOriginal on Twitter at @eOriginal.

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