Many businesses handle online paperwork, which means they must initiate the digitalization of the signing process. Most of them now use an eSign API integrated into software that lets them sign documents directly from their computers or phones.
These e-signatures are used when you need to sign PDFs online, such as NDAs, purchase agreements, and insurance forms.
But it isn’t all positive; there’s a risk of being hacked and sensitive data being stolen, among other things. That is why if you decide to start e-signing documents, you need to understand the eSign API and how it makes your documents more secure and legally compliant.
Five must-have security features for eSign API
When you authenticate a document online using an eSign API, the safety and security of the process should be paramount. The security features ensure that only the right people can sign and access the document and that the signatures are valid and trustworthy.
Here are four must-have security features for eSignature API to protect your document.
Authentication
Authentication is as essential as having a unique key to unlock a chest with essential documents. It ensures that only the right people can access or insert signatures in PDFs.
There are different authentication methods. One is HTTP basic authentication, which uses a simple username and password. However, this method is not very secure and should be used with a secure connection that hides the password to provide better protection.
OAuth authentication allows temporary access to someone without sharing your password. This method lets others use your key quickly without exposing your secret information.
These different methods of authentication help keep documents secure by ensuring only authorized individuals can sign or view electronic signatures in PDF.
RBAC
Role-Based Access Control (RBAC) involves managing who can access information based on their job roles within a company, similar to how certain library books are available only to specific individuals. This system ensures that only authorized people can access sensitive data and insert electronic signatures in PDF files, protecting it from misuse.
RBAC streamlines management by grouping people by their roles and assigning permissions collectively, which reduces errors. It also helps companies comply with data protection regulations by providing clear records of who accessed what information.
Setting up RBAC involves assessing current permissions, designing roles, testing the system, and deploying and monitoring it.
Encryption
Encryption converts readable information into an unreadable format to protect it from unauthorized access. This process involves transforming plaintext into ciphertext using algorithms like AES or RC4, making the data secure even if intercepted.
Using encrypted files benefits small and medium businesses (SMBs) by enhancing privacy and security by ensuring that sensitive information remains protected and unreadable. It also helps companies to comply with regulatory standards such as PCI DSS and GDPR, avoiding legal penalties.
Audit trails
Audit trails record all activities in an eSign API, such as user actions and system changes. They help organizations monitor system use, manage security issues, and improve operational processes.
You may think it’s complicated, but it isn’t. If you want to learn how to create digital signatures in PDF, it’s as easy as following the prompts on the user interface.
Regularly reviewing audit trails helps identify unusual activities or threats, allowing organizations to enhance security measures, update access controls, and train users to avoid risks.
Audit trails ensure users are accountable for their actions and help prevent misuse. They also support regulatory compliance by documenting how data is managed.
Maintaining effective audit trails is crucial for protecting data from unauthorized changes. Strong access controls and regular reviews are also vital for managing security, ensuring compliance, and keeping systems secure.
Two-factor authentication
Two-factor authentication (2FA) adds an extra layer of security by requiring a second step to verify your identity. After entering your username and password, you’ll receive a unique code on your phone or email that you must enter to access your account. The authentication ensures that even if someone steals your password, they can’t get in without the second code.
2FA is crucial for protecting your personal and business information from unauthorized access. It doesn’t require extra devices; your phone or email usually suffices.
Using 2FA makes it much harder for attackers to access your accounts and sensitive data, reducing security risks and helping manage password-related issues more effectively. For businesses, it means fewer password-related problems and enhanced protection against fraud.
Best practices for eSign API security
Businesses often use electronic signatures to sign documents online. Ensuring the security of these digital signatures is crucial to prevent tampering or theft, which could lead to fraud or unauthorized changes.
The following measures help ensure that electronic signatures are secure and essential documents and transactions are protected.
Choose a reputable solution
The quality of your online signature PDF experience depends on choosing a reliable provider. Opt for a well-established eSignature provider like Lumin, which has a strong reputation for delivering dependable services.
Ensure the provider has robust security measures, including encryption to protect documents and advanced authentication to verify signers’ identities.
By selecting a reputable eSignature provider, you can trust that when you draw signatures online, they are handled securely and efficiently, safeguarding your essential documents and avoiding potential issues.
Maintain detailed documentation
Even with paperless workflows, maintaining a clear record of compliance is crucial. You must keep thorough documentation showing how eSignatures were used, including verification steps for signers and document integrity.
Detailed records protect against legal issues and disputes, proving that your electronic signatures are valid and compliant with laws. Regularly updating and securely storing these records ensures that your digital processes remain legally sound and provides peace of mind.
Understand legal requirements
Understanding the legal rules for electronic signatures is crucial to ensure proper use. Different regions and industries have specific laws that govern online PDF signature use to ensure they are as valid and secure as handwritten ones.
Research the eSignature laws in your area and industry or consult a legal expert to comply. This legal expert will help ensure your eSignatures are recognized and avoid potential legal issues.
Secure integration
Secure data transfer between platforms is crucial when integrating electronic signatures with other systems. This involves connecting eSignature tools with software like document management or CRM systems.
To ensure security, data should be protected using encryption, secure transmission protocols implemented, and systems regularly updated to address vulnerabilities.
Conclusion
Integrating an eSign API into your document management process brings significant benefits in terms of security and compliance. eSign APIs improve efficiency, reduce errors, and provide robust security measures, making them a valuable tool for modern businesses.
They streamline the process and improve efficiency, enhancing security and compliance by ensuring documents are signed and appropriately managed.
