Documents and forms requiring signature have a natural three step life cycle:

1. Document creation, collaboration and revision.
2. Document acceptance (approval, execution, signing, etc.)
3. Document storage and retrieval.

Many automated applications have been developed to deal with Step #1, whether a Word document, Web form or email. However, Step #2 is primarily done on paper (printing, signing and sending via postal methods or fax). And Step #3 is mostly physical (i.e. a filing cabinet).

Document acceptance and signature can now be completed electronically with full security and compliance with legal requirements. The tangible benefits are reduced time to complete a signing or closing and reduced direct costs through the avoidance of paper handling, which costs most organizations $30 to $90 per document to process.

Storage and retrieval of electronic documents does not need to be an elaborate and expensive proposition. Documents and forms may be signed and archived in the same step and simple processes for retrieval and verification are available.

Most organizations have two types of document work flow:

1. Desktop to Desktop - Word processing or text documents prepared on the desktop and emailed to others.
2. Server-based Workflow - Typically a Web-based application for creating forms or documents online.

Ad hoc or custom documents are often created in Word processing programs and emailed. While this is a simple approach, to automate the execution of documents requires the installation of special desktop software for electronic signature on personal computers (AlphaTrust's PRONTO™ Desktop is an example of such a product). All parties needing to electronically sign or verify these documents must use the same software and there is no central approach to tracking, storage or retrieval. However, this may be entirely appropriate to the task.

Many Web-based applications create online documents such as new account applications, forms and contracts. Additionally, textual data may come from mainframe systems that requires approval and/or signoff (such as HR or accounting systems). Such documents can now be properly signing online and stored for later retrieval with full security and an audit trail. AlphaTrust's PRONTO™ Server Electronic Records and Signature System (ERSS) software, or our PRONTO™ Online service, fully manage all aspects of presentment, signing and storage in an online document's life cycle. Output to paper may be completely avoided.