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Electronic signatures for original documents to improve insurance for mines

13th February 2015

By: Schalk Burger

Creamer Media Senior Deputy Editor

  

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The use of electronic signatures can be used to generate original documents in electronic form, which will improve insurance and reduce risks for mines, says digital signature company ARX Africa regional business manager Avi Rose.

Mines, mine employees and mining services are distributed widely and mostly in remote areas. Despite this, legal documentation is required to govern employment, service agreements and insurance.

The distances often mean that the relevant offices where the documents must be captured do not receive the documents quickly, leading to potential delays and risks, especially with regard to insurance policies for employee safety and damages that are only activated once the documents are with the insurance companies.

Original documents must be sent to insurance companies and mine administration departments to serve as legal documentation. However, electronic signatures of these documents can form part of a process to make these documents, and associated administrative functions, electronic, improving accessibility.

An electronic signature is not only captured on site using a touchpad or smartphone capabilities, but can also include more elementary processes where a set digital signature is linked to the relevant officer or contractor.

“For example, a human resources manager at a mine can verify the signatures of new employees on their contracts and then add his digital signature as proof of his verifying the contract. This electronic document is then stored and serves as the original document.

“Electronic signature systems can make the capturing and approval of these documents much quicker and more effective. An electronic signature system does not require all parties to have such a system in place and remains wholly effective if used only by a mine or insurance company, for example,” says Rose.

Insurance to protect miners’ safety and the mining house from accidental loss or damages can be much more effectively and efficiently managed using an electronic signature system.

“Electronic documents and electronic signatures in South African law are already legally regarded as equivalent to carbon documents, except in a few specific cases, so an electronic signature system can immediately be deployed to improve document management for mines,” he explains.

While some documents do not have to be made electronic, such as those used on site, an electronic signature system can also enable easier access to documents across the mining companies’ sites and can form part of a move toward electronic document management.

“However, an electronic document management system is not required to implement an electronic signature process and mines can implement electronic signatures quickly to close risks, such as insurance risks,” says Rose.

Further, an electronic signature system can also enable quicker and centralised management of labour documentation across various sites, though these processes must be done in strict adherence with the data processing requirements of the Protection of Personal Information Act (PoPI, 4 of 2013).

“However, an electronic signature system can be designed to ensure compliance with the PoPI Act regulations and improve the management of documents on mines,” concludes Rose.

Story highlights:

* Electronic signature systems can make the capturing and approval of these documents from widely spaced mining sites much quicker and more effective.
* Electronic signature systems can be deployed immediately to improve document management for mines.

Edited by Martin Zhuwakinyu
Creamer Media Senior Deputy Editor

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