Achtergrond
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.
De uitdaging
Vóór DocSend stuurden Technical Security Managers bij het bedrijf medewerkersbeveiligingsdocumenten ter digitale ondertekening met DocuSign, maar dat was te duur en complex voor een simpele interne workflow. Daarnaast had het klantenserviceteam een veiligere manier nodig om gevoelige documenten met klanten te delen.
De oplossing
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.
Het veilig delen van gevoelige documenten met klanten
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.
Vanuit DocuSign overstappen om de onboarding van medewerkers te vereenvoudigen
De Technical Security Manager beheert de beveiligingsbeleidsregels en -praktijken van de organisatie en wilde naar andere manieren kijken waarop hij DocSend in zijn functie kan inzetten. Cyberbeveiliging is van belang voor elke laag van het bedrijf, inclusief de juridische afdeling, HR, IT en klantensupport. En met name wanneer nieuwe medewerkers een intern cyberbeveiligingbeleidspakket moeten ondertekenen tijdens de onboarding, en hun handtekening jaarlijks moeten updaten. De Technical Security Manager dacht dat DocSend een makkelijkere manier kon bieden om ondertekende beleidsdocumenten te verzamelen.
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.
Een naadloze en kosteneffectieve oplossing voor e-handtekeningen voor meerdere partijen om cyberbeveiligingbeleidsdocumenten te volgen
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.
In de toekomst willen we: de onboarding en de klantervaring verbeteren
Het technische beveiligingsteam bij het bedrijf wil DocSend gebruiken om de onboarding te verbeteren terwijl het bedrijf blijft groeien. Volgend jaar hopen ze de beleidsvoorbladen samen te voegen door middel van een extern systeem voor het beheer van versiebeheer. Daarnaast blijft het klantsupportteam vol vertrouwen gevoelige informatie naar klanten sturen wetende dat hun documenten met wachtwoorden en links met vervaldatum zijn beschermd in DocSend. Zoals de Technical Security Manager al zei: "Mijn eigen team en onze supportteams zijn heel enthousiast over DocSend en ik verwacht dat dit enthousiasme alleen maar zal toenemen naarmate we in de toekomst uitbreiden."
