With all the hype around the security of organisations` IT infrastructure and data, the associated security technologies are coming into their own. However, such technologies also have the power to streamline business processes by eliminating the traditional paper trail caused by policies and procedures.
Consider for a moment the standard leave form and the conventional method of processing this. Most companies already have these forms residing on their intranets for easy access by staff members, so the staff member firstly downloads the form from the Internet and prints it. It is then completed by the employee, manually handed over to a superior for approval, and then sent through to the human resources department for capturing of the data back into electronic format.
Such methods of form processing can be expensive and often result in unnecessary costs:
* Cost of the consumables used - paper and ink for the printing of the document.
* Costs associated with circulating the document to all the relevant parties - courier/postal expenses and the cost of valuable time wasted on the part of the employee.
* The cost of capturing the data and converting it back into electronic format for entry into the HR system. There are hidden costs here including mistakes, time wasted, time taken to correct errors and duplication of records.
* Archive costs - the original hard copy of the document needs to be archived and there may be problems encountered when trying to retrieve the document for any reason later on.
Given the above points it is clear there are some real savings to be made if the business process could be streamlined. Security technologies such as smart cards, digital certificates and digital signatures in conjunction with the Electronic Communications and Transactions (ECT) Act have opened the door for handwritten signatures to be replaced by an electronic signature. This allows for the leave application process to be completed entirely on an electronic basis with the data remaining secure and legally binding throughout.
Initially, a little time would need to be spent by the organisation on creating digital forms using easy-to-use tools available from all major vendors. However, once the forms have been created, employees could then complete the forms electronically, either online, or offline. The document could then be e-mailed, routed through a workflow or submitted via a Web site to the required second signatory, who in a similar fashion forwards it to the final destination once securely signed with a digital signature. Since the data is received in electronic format by the end-user, it can be processed directly into the required systems with minimal risk of error. The original document can also be electronically archived and used as legally binding evidence should the need arise.
A further streamlining benefit is that should an organisation choose to use smart cards for storing the employees` digital signatures, the same smart card could be used throughout the organisation for secure PC log-on and access control. The card provides a strong ID credential and a legally acceptable and forensically verifiable digital signature.
Harnessing the power of security technologies and streamlining processes have the clear potential to positively impact the way businesses operate.
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