Streamlining SOX Audits with eSignatures: A Case Study – Phibro Animal Health
For businesses operating in heavily regulated industries, compliance with laws and regulations is a crucial aspect of their operations. This is especially true for publicly traded companies that undergo quarterly SOX audits, which involve extensive documentation and sign-offs. In this blog post, we will explore how one of the largest animal health companies in the USA transformed their time-consuming Segregation of Duties (SOD) sign-off process using JD Edwards ERPSign eSignature product, resulting in significant time and efficiency savings.
- The Challenge:
Being a publicly traded company, this animal health company had to comply with quarterly SOX audits as part of their regulatory requirements. The SOD sign-off process, where employees’ managers had to confirm the absence of conflicts in their assigned duties, proved to be a manual and time-consuming task. The process involved printing, physically signing, scanning, and manually tracking numerous documents, leading to delays and the need for constant follow-ups.
- Enter eSignatures:
Realizing the inefficiency of their manual process, the company decided to automate their SOD sign-off process using JD Edwards ERPSign eSignature product. This solution allowed them to digitally capture and store electronic signatures, making the sign-off process quicker, more secure, and centrally tracked.
- Benefits of eSignatures in SOX Audits:
a . Time and Efficiency Savings: By implementing eSignatures, the animal health company eliminated the need for printing, scanning, and physical document handling. The time-consuming process of collecting signatures from managers was transformed into a streamlined digital workflow. As a result, the SOX filing process, which previously took several days, was reduced to just a couple of days, freeing up valuable time and resources.
b. Enhanced Compliance and Security: With eSignatures, the company achieved greater compliance and security in its sign-off process. The JD Edwards ERPSign eSignature product provided features such as encryption, tamper-evident logs, and multi-factor authentication, ensuring the integrity and confidentiality of the signed documents. This not only reduced the risk of unauthorized access but also facilitated easier tracking and auditing of signed documents during the SOX audits.
c. Centralized Tracking and Documentation: With the implementation of the JD Edwards ERPSign eSignature product, the company gained the ability to centrally track and store all signed SOD documents. This eliminated the need for manual document management and significantly reduced the risk of misplaced or lost documents. Auditors could easily access and review the signed documents, enhancing transparency and improving the overall efficiency of the SOX audit process.
The animal health company’s adoption of eSignatures using JD Edwards ERPSign eSignature product revolutionized their SOX sign-off process, overcoming the challenges of manual paperwork and constant follow-ups. By embracing digital transformation, they were able to achieve substantial time savings, improved compliance, and enhanced security. This success story serves as a testament to the transformative power of eSignatures in streamlining critical business processes, particularly in heavily regulated industries.
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