Success story: Clicksign and Convenia's partnership revolutionized document management in Sami's HR

Document management is one of the most important aspects of a company's HR. It's critical to keep accurate and up-to-date records of all employees, from their resumes to payment information, benefits, and contractual documents.

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However, the traditional process of document management has been increasingly outdated, time-consuming and inefficient. Fortunately, technology is revolutionizing the way companies manage their documents, making them easier to access, store, and sign electronically.

According to data from The Digital School of Paris, 82% of HR decision makers believe that giving a digital dimension to the HR function it's a priority right now. Among the main features of these two models (manual vs. digital), we have:

FeaturesRH ManualRH DigitalDocument StorageIn physical folders or files in closetsOn servers, cloud, or specific softwareAccess to documentsIn person, at a specific location/Remote, anywhere with internet accessDocument securityVulnerable to loss, loss, and damageMore security with backups and encryptionDocument sharingVia mail, in person, or by scanning and sending by emailReal-time online sharingSigning of documentsManual signatures with paper and penElectronic signatures with legal validityTime spent managing documentsConsiderable time, often unproductiveReduced time, allowing for focus on other activities

In the same way, according to the IFP (Insights for Professionals), the tools that employees use in the workplace drastically affect your professional experience. This means that if they are intuitive and easy to use, people feel empowered and more productive.

On the other hand, if they are clumsy and complex, Employee Experience (a term used to describe the employee's experience within the company, that is, how they feel and how they interact with the work environment, company culture, personnel management policies and practices, among other aspects) is degraded and employees lose interest in carrying out their tasks.

More than that, surveying from the MIT Information Systems Research Center (Massachusetts Institute of Technology) show that the Companies with the best employee experiences generate 25% higher profits and twice as much innovation.

With that in mind, Convenia - the leading HR Tech in Brazil, focused on making the Human Resources and Personal Department sector a more efficient, technological and strategic area - found in Clicksign the right alternative to offer the best subscription, integration and automation solutions to its processes and that of its partners, promoting the autonomy of professionals who work in these companies, through:

• Excellent cost-benefit: Clicksign's electronic signature platform reduced costs and streamlined the signing of documents from these companies.

• Legal Compliance: because it is a national company, Clicksign has in its DNA extensive compliance and knowledge of Brazilian legislation, such as the General Data Protection Law.

• Possibility of Integration: it was necessary for the tools found to be easily integrated with Convenia systems to offer a good experience to the employee.

Thus, among the Convenia partner organizations that needed to streamline their bureaucratic processes to maximize productivity, Sami finally found a strong brand capable of meeting its digitization needs from the start: Clicksign.

So let's see how Clicksign's solutions leveraged Sami's results through signing documents online.

How Clicksign improved the efficiency of Sami's HR sector

The story of Sami begins with Vitor Asseituno, a doctor with a vocation for caring for people, who was not satisfied with the inaccessible and unsustainable model of private health in Brazil.

Vitor relied on Gui Berardo, a health entrepreneur, to transform his discomfort into a truly efficient, accessible and sustainable health plan. And so, in 2018, Sami was born.

At its core, the company's objective is to connect patients, doctors, hospitals, laboratories and companies so that everyone performs at their best, without headaches, waste or unnecessary bureaucracy.

“Our mission is to show that healthcare can be efficient, humane, affordable, and reliable without costing a fortune. And yes, that's possible.”

Priscilla Mantovani - Manager of the Sami Personnel Department

To be able to offer a new health plan model, based on the model used in Canada, England, Germany and Portugal, combining science, technology and human commitment, it was necessary to simplify the management of internal documents.

After all, Sami is a company that operates 100% Home office for the administrative public and with Telemedicine. Before, everything was manual and there was a physical office. Since then, the organization has grown and already has more than 500 employees working day and night to deliver the best service to its customers.

Therefore, to gain agility in the bureaucratic processes, where the employee must sign documents and the company too, Clicksign's electronic signature platform allowed everything to be done in a more agile and practical way, without the need to print, sign and digitize documents, for example.

Currently, every administrative part of the company uses this technology in contracts, districts, amendments, declarations, admission processes, contracts with suppliers, contracts with service providers, etc.

The procedure is simple, Sami generates the document in PDF, uploads the file for the parties to sign, chooses the available authentication forms and that's it! When everyone finalizes the signature, the final document is sent signed to the parties involved in the process. And the best: with the same Legal value than physical documents.

Signing documents online and Employee Experience: how it can increase employee satisfaction

In addition to being a more secure and efficient option than manual signature, Sami's example shows how electronic signatures can also bring benefits to Employee Experience within a company.

In fact, the electronic signature, by allowing employees to sign documents from anywhere, without the need to be physically present at the company or having to print, sign, and scan a document manually, makes the signing process faster and more efficient, saving valuable resources, such as time and effort.

Another benefit of electronic signatures is the reduction of errors in the document filling out process. With manual signing, it's common for documents to be incorrectly signed or pages to be forgotten. With electronic signatures, the process is guided by a platform that ensures that all parts of the document are filled out and signed correctly.

In addition, it can bring even more security to the documents signed by the teams, as there are numerous possible combinations for authenticate the identity of the signers, reducing the possibility of fraud and ensuring document integrity.

All these advantages make human capital feel more valued and more productive. The data below reinforces this information:

• an Gallup research About organizational culture showed that highly engaged employees mean a 41% reduction in absenteeism, a 10% increase in customer reviews, and result in 21% higher profitability.

Finally, it is important to emphasize that electronic signatures are a legal and secure option, provided that appropriate security measures are adopted. It is necessary to choose a platform that is reliable and that follows the rules and regulations of the country where the company is located.

That said, if you want to digitize your processes as Convenia and Sami did and as the main companies in the market do, in an applicable and legally valid manner, don't waste time and Try our platform now for 14 days free, sending up to 30 documents for signature today.