CASE STUDY

COI & COC
DISCLOSURE MANAGEMENT

How Kleeto digitizes Conflict of Interest and Code of Conduct disclosures with vernacular forms, Aadhaar eSign, automated reminders and audit-ready employee records.

HR Compliance Aadhaar eSign Employee Digital File
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COI and COC disclosure management workflow with Aadhaar eSign and employee document management
Business Need

Digitize recurring COI and COC declarations so employees can complete, sign and submit them without paper, email chains or disconnected files.

The Objective

Create a repeatable HR compliance workflow with multilingual forms, Aadhaar eSign, automated follow-ups and controlled employee-file archival.

Core Capabilities

Vernacular forms | Aadhaar eSign | Automated reminders | Access control | Audit trail | Employee digital file.

Analysis

THE COI / COC COMPLIANCE CHALLENGE

The policy itself may be simple. The operational burden appears when HR has to distribute the right form, make it understandable, collect signatures, chase pending responses and produce evidence during an audit.

01

Paper and email dependency — printing, wet signatures, scanning and re-uploading add avoidable steps to a recurring compliance activity.

02

Language accessibility — one form may not suit every employee population, especially across a diverse workforce.

03

Manual follow-ups — HR becomes the reminder engine, tracking who has completed the declaration and who still needs another reminder.

04

Scattered audit evidence — signed forms spread across inboxes, folders or paper files make compliance evidence slower to assemble.

The Implementation

THE KLEETO APPROACH

✓

Configure COI and COC forms in the languages suited to the employee population.

✓

Employees complete declarations online and sign them using secure Aadhaar OTP-based eSign.

✓

Automated reminders follow up with employees whose submissions are still pending.

✓

Signed declarations are attached to the employee digital file for controlled retrieval.

✓

Access controls and audit trails help compliance teams maintain traceable records from submission through audit.

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Workflow

HOW COI / COC DISCLOSURE MANAGEMENT WORKS

01

Setup

Configure custom COI/COC forms, including vernacular versions, employee groups and access rights.

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02

Notification

Employees receive automated notifications and the access details required to complete the disclosure.

03

Execution & eSign

Employees complete the declaration online and sign through Aadhaar OTP-based authentication.

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04

Storage in Kleeto DMS

The signed disclosure is attached to the employee digital file for controlled retrieval.

Comparison

BEFORE VS. WITH KLEETO

Traditional ProcessWith Kleeto
Print / circulate / sign / scan / storeOnline form + Aadhaar OTP eSign
Manual follow-up listsAutomated pending-submission reminders
Files stored in multiple locationsSigned disclosure attached to employee digital file
Audit preparation after the actSearchable, controlled records maintained for audit readiness
Platform Foundation

CORE HR COMPLIANCE CAPABILITIES

Aadhaar eSign

Employees digitally sign disclosures using Aadhaar OTP-based authentication without printing, wet signing or re-uploading.

Automated Reminders

Pending declarations trigger system-driven reminders instead of repeated manual HR follow-up.

Access Control

Employee compliance records remain available through controlled access based on organizational requirements.

Audit Trail

Maintain traceability around disclosure completion, signed evidence and employee records.

Employee Digital File

Store signed COI and COC declarations against the employee file for faster, centralized retrieval.

Measurement

BUSINESS BENEFITS & RESULTS

Digitizing COI and COC disclosure is not only about the signature. The larger improvement is a repeatable, traceable workflow in which completion status, signed evidence and employee records remain connected.

Automated & Paperless

Replace physical forms and wet signatures with a digital disclosure and signing journey.

Faster Completion

Employees complete and sign online without printing, scanning or re-uploading documents.

Automated Follow-ups

Pending submissions trigger reminders automatically, reducing manual chasing by HR.

Audit Readiness

Signed declarations remain connected to employee records for faster evidence retrieval.

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Use Cases

WHERE THIS WORKFLOW FITS

Conflict of Interest Declarations

Collect recurring employee COI disclosures through a controlled digital workflow.

Code of Conduct Acknowledgements

Distribute, sign and retain COC acknowledgements in the employee digital file.

Recurring HR Compliance

Use reminders, status tracking and controlled archival for recurring policy declarations.

FAQ

COI & COC DISCLOSURE MANAGEMENT FAQs

COI and COC disclosure management is the controlled process of distributing, completing, signing, tracking and storing Conflict of Interest and Code of Conduct declarations.

Kleeto supports form configuration, vernacular versions, employee notifications, online completion, Aadhaar OTP-based eSign, automated reminders and archival into the employee digital file.

Yes. Organizations can configure vernacular versions suited to their employee population.

Signed declarations stay connected to employee records and can be retrieved through controlled access, supported by traceability and audit trails.
Related Solutions

EXPLORE KLEETO HR DOCUMENT WORKFLOWS

Document Management System

Centralize, index and retrieve business documents through Kleeto's Intelligent DMS.

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HR Document Management

Manage employee records, lifecycle documents and compliance evidence in one system.

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Employee Onboarding

Digitize onboarding documents, signing workflows and employee-file creation.

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With Kleeto, COI and COC disclosure becomes a controlled digital record — configured once, completed online, eSigned securely, followed up automatically and stored in the employee digital file.

We are of the opinion that the best way to provide value to the consumer is to think creatively, customize their experience, and be open to new ideas.

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