GRC Viewpoint

OneSpan: Pioneering Secure Document Transactions


CEO, OneSpan

Before delving into OneSpan’s solutions, it is important to understand the company itself. OneSpan, originally founded in 1997 as VASCO Data Security, is a global leader in digital solutions for secure electronic transactions

In today’s fast-paced digital business environment, efficient document management is critical for success. Regardless of the industry, the need for secure, streamlined, and legally compliant document signing processes is universal. OneSpan, a leading digital signature solution provider, is at the forefront of revolutionizing document management with its innovative digital signature technologies and services. In this article, we will explore how OneSpan is shaping the future of document management.

Introduction to OneSpan: The Catalysts of Change

Before delving into OneSpan’s solutions, it is important to understand the company itself. OneSpan, originally founded in 1997 as VASCO Data Security, is a global leader in digital solutions for secure electronic transactions. The company has evolved over the years and is now recognized as a pioneer in the field of digital signature solutions, making it easier for businesses and individuals to conduct secure and efficient document transactions.

Key Features and Innovations by OneSpan:

  1. Electronic Signature Technology: The Cornerstone of OneSpan

At the core of OneSpan’s offerings is its robust electronic signature technology. This technology enables users to sign documents digitally, replacing traditional handwritten signatures with legally binding electronic ones. This revolutionary approach eliminates the need for physical documents, making it easier to conduct business in today’s digital age.

OneSpan’s electronic signature technology is not only secure but also highly versatile. It supports a wide range of document types, from contracts and agreements to forms and approvals. Users can sign documents from anywhere, on any device, which is especially beneficial for remote work and global collaboration.

  1. User-Friendly Interface: Simplifying the Digital Signing Process

OneSpan’s key strength lies in its user-friendly interface. The platform’s intuitive design ensures that users of all technical backgrounds can easily upload, send, and sign documents. This simplicity is pivotal for widespread adoption, especially in organizations with varying levels of technical proficiency among individuals.

The user-friendly interface extends to the recipient side as well. Those who receive documents for signing via OneSpan find the process straightforward and efficient. They can easily navigate the document, add their electronic signature, and complete the signing process with minimal effort.

  1. Cloud-Based Solution: Access Anytime, Anywhere

OneSpan operates as a cloud-based platform, offering users the flexibility to access and use the service from any device with an internet connection. This cloud-based approach enhances convenience and accessibility, allowing users to manage their documents on the go.

The ability to access documents and initiate signings from virtually anywhere in the world is invaluable, particularly in today’s era of remote work and global collaboration.

  1. Integration: Seamlessly Fit into Existing Workflows

OneSpan excels in seamless integration with a wide range of popular business applications and services. This integration enables organizations to incorporate OneSpan into their existing workflows with ease. The platform can integrate with customer relationship management (CRM) systems, document management software, cloud storage services, and more.

For instance, integrating OneSpan with a CRM system streamlines the process of sending and tracking agreements with clients and partners. This level of integration significantly reduces manual data entry, saving time and reducing the risk of errors.

  1. Customization: Tailoring the Signing Experience

OneSpan offers a high degree of customization, allowing businesses to align the document signing process with their specific requirements and branding. Users can create document templates, automate document routing, and include branding elements in the signing experience.

This level of customization is particularly valuable in industries where standardization and branding are essential, such as real estate, where realtors can customize purchase agreements with their agency’s branding.

  1. Security: Protecting Sensitive Information

Security is a top priority for OneSpan. The platform employs robust security measures to protect the integrity of documents and the privacy of sensitive information. It uses encryption to safeguard data, multi-factor authentication to verify user identities, and detailed audit trails to track all actions within the system.

OneSpan is committed to compliance with international and industry-specific regulations. This focus on security and compliance has made OneSpan a trusted partner for organizations in highly regulated sectors, such as finance and healthcare.

  1. Mobile Accessibility: Signing on the Go

OneSpan provides mobile applications for both iOS and Android devices. This mobile accessibility enables users to sign documents on their smartphones and tablets, whether they are in the office, at home, or on the move. The ability to sign documents on the go is increasingly important in today’s fast-paced business environment.

The mobile applications offer a seamless experience, ensuring that the signing process remains convenient and secure, even on smaller screens.

  1. Collaboration: Streamlining Document Workflows

OneSpan supports collaborative signing, allowing multiple parties to sign documents sequentially or in parallel. This collaborative approach streamlines complex document workflows, making it easier to collect signatures from all necessary parties.

For example, in a real estate transaction, buyers, sellers, real estate agents, and lenders can all participate in the signing process. Each party can add their electronic signature in the appropriate order, ensuring a smooth and organized workflow.

  1. Industry-Specific Solutions: Tailored for Diverse Sectors

OneSpan recognizes that different industries have unique document management needs. To address this, the company offers industry-specific solutions. These tailored solutions cater to the requirements and regulations of various sectors, including healthcare, real estate, legal, and financial services.

For instance, in healthcare, OneSpan’s solutions adhere to the Health Insurance Portability and Accountability Act (HIPAA) requirements, ensuring the secure handling of patients’ sensitive medical information.

  1. Innovation and Ongoing Development: Staying at the Forefront

OneSpan continues to innovate and develop its platform. The company’s commitment to research and development ensures that it remains at the forefront of digital signature technology. Features like Advanced Workflow Automation and the OneSpan Sign API are testament to this commitment.

The Advanced Workflow Automation feature allows users to create complex, rule-based workflows that define the signing process. Documents can be routed to multiple parties for sequential or parallel signatures, enhancing efficiency and reducing bottlenecks in document management.

The OneSpan Sign API, on the other hand, enables businesses to integrate OneSpan into their custom applications, creating a seamless experience for users.

OneSpan in Action: Real-World Applications

To understand the impact of OneSpan, let’s look at some real-world applications across diverse industries:

  1. Real Estate: In the real estate sector, OneSpan has transformed the way contracts and agreements are handled. Realtors, buyers, and sellers can sign purchase agreements, lease contracts, and disclosure documents securely from anywhere, reducing delays and streamlining the home buying process.
  2. Financial Services: Financial institutions use OneSpan to manage loan applications, credit agreements, and other financial documents. This not only accelerates loan approval processes but also ensures compliance with financial regulations.
  3. Healthcare: OneSpan is widely used in healthcare for patient consent forms, medical records, and billing documents. Healthcare providers can securely obtain patient signatures for treatment consent and maintain HIPAA compliance.
  4. Legal Services: Law firms and legal professionals rely on OneSpan for client engagement letters, contracts, and legal agreements. The platform simplifies the document signing process for clients and attorneys alike.
  5. Government: Government agencies leverage OneSpan to modernize citizen services and streamline administrative processes. Citizens can sign permits, licenses, and other government-related documents without the need for in-person visits.

The Future of Secure Document Transactions with OneSpan

As we look to the future, it’s evident that OneSpan will continue to play a pivotal role in the digital document management landscape. The ongoing development of innovative technologies and solutions ensures that the platform will remain at the forefront of the industry. Businesses and individuals can expect more efficient, secure, and environmentally friendly document transactions as OneSpan continues to shape the future of document management.

In conclusion, OneSpan has established itself as a pioneer and leader among digital signature solution providers. Its comprehensive platform offers a wide range of innovative features that are transforming the way businesses manage documents. From electronic signatures to industry-specific solutions, OneSpan is paving the way for a future where document management is secure, efficient, and accessible to all, regardless of the industry or location.