Secured Signing for Documents

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Secured Signing for Documents

Signing Documents in the Cloud – Moving Local Government Forward

ALGIM 2011 Annual Conference Mike Eyal – TME Consulting Ltd , MD

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Agenda

Current Signing Process

Why Sign Documents Online?

DS Solutions for Local Government

Digital Signature Technology

Signing in the Cloud – Challenges, Solutions, and

Benefits

LG Implementation of DS Cloud Service (Case Study)

www.SecuredSigning.co.nz

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Current Document Signing Process

Secured Signing for Documents

1. Create documents MS. Word or PDF

2. Receiving documents by E-mail

3. Print for signing

4. Post by mail or delivery

Inefficient Costly process Time consuming Possible delays

Manual signatories management No signing process control

Storage space

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Why Sign Documents Online

Improve Documents Security

Access 24/7 Legally Binding,

Signatures Audit Trail Costs Saving

Get signature in seconds Totally paperless _{Streamline processes}

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DS Solutions for Local Government

Appliance on Premises Solution

–

Multiple signers appliance that integrates with the Council’s user management. Only authorised users get access to sign with a license transferability option available.

In Australia: Townsville City Council, Marrickville Council,Bankstown City Council, Tweed Shire Council, Redland City Council, Warringah Council, and more.

Cloud based Solution

– Software as a Service (SaaS)

Compliant system that allows Councils and their business associates / residents/ uppliers/ Council’s Staff to securely sign documents online. The Cloud environment eliminates the need to install any software, provides users with access from

anywhere, anytime, and includes the unique ability to design the signing process workflow.

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The Technology

™www.SecuredSigning.co.nz

Digital Signatures PKI

based

PKI provides each user with a

pair of secured keys

a Private Key and a Public Key,

used in every signed

transaction.

The Private Key is used only by

the signer to sign documents.

The Public Key is used by those

that need to validate the

signer’s digital signature.

“Security experts currently favour the

cryptographic signature method known as

Public Key Infrastructure (PKI) as the most

secure and reliable method of signing contracts

online. PKI uses an algorithm to encrypt online

documents so that they will be accessible only

to authorized parties”.

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What is a Digital Signature?

Transforms signatures into the digital realm

Digital “fingerprint” of a document + Digital identity of a signer

Digital signature is unique to both document & signer

Digitally signed documents have “legal effect” and trust outside of the organization

Document to Sign Digital Signature Signed Document

+

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What Makes it Legal?

Secured Signing For Documents

In recent years, most countries worldwide have

adopted legislation and regulations that recognise the

legality of a digital signature. Many of them have an

Electronic Transactions Act (ETA) in place.

Both solutions are compliant with ESIGN and UETA

(USA), Electronic Transactions Acts in New Zealand,

Australia (wide), UK, South Africa, Canada (UECA),

Europe EU VAT Directive, China, and many more.

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How the Cloud Solution

Meets ETA ?

Identifying the Signatory

-

The service creates a unique digital certificate to a

user, an Invitee and a Witness. When these signatories registered, additional information is added to their signature

Signature is linked to the signatory

- Every signature is uniquely linked to the

signatory and to the document by using signatory’s Private Key.

Creating the signature is under sole control of the signatory

-Documents for signing send only to the person who’s is intend to sign and no-one else will receive it. In order to sign, the signatory has to provide credentials to sign.

Detecting Changes to the Document and to the Signatures

- Signed

documents are sealed with the signatory’s trusted PKI digital signatures key, and the system can detect any changes that were made to the content of the document after it was first signed.

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Legal Validity

“We are confident that the systems used by Secured Signing ensure that

the electronic signatures produced meet the legal requirements for a

signature. In fact, the security and logging facility, in our view, provides

better authenticity than many of the methods by which documents are

now commonly signed and exchanged (e.g. email and facsimile). So,

unless there are specific laws dictating that a document can only be

signed in a particular way (as far as we are aware, the only common law

which does this relates to wills), any form of contract can be signed using

the Secured Signing System.”

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Digital Signature

_{Identifying the Signatory}

Signatory’s intent

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LG Signing in the Cloud - Challenges and Solutions

Change of Business Processes:

Managers tasks and role of IT personnel, gives business-unit leaders and end users greater responsibility, changes business operations

Document security:

Each user provided with a unique signing key (Digital ID) that is accessible only to that user. The signed document is sealed and any changes made will invalidate the signatures. The digital signatures engine stores the signing keys (Private Keys) in a centralised and secure hardware device

Legality:

Signatures are created under sole control of the signatory, identification of signatory provided, link between signature and signatory, change detection for document and signatures

Keeping business workflow:

signing and approval process embedded in workflow

Signature verification:

ability to verify signatures (including all signatories’ digital signature

details) at their desktop offline, or at the free verification service. For long-time archiving, a user can keep the PDF document and verify it on his desktop or online anytime

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LG Implementation - DS Cloud Service

Registered user add a document

Sign document digitally

Full Signature

Initiate Signature

Reason

Multi Pages Signatures

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LG Implementation - DS Cloud Service (Cont.)

Registered user add a document

Digitally sign and/or invite people to sign

Configure signatures workflow (optional)

Sending invitations to 3

rd

parties involved in the signing process.

Invitee enables to invite Witness if required.

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LG Implementation - DS Cloud Service (Cont.)

Complete forms online in seconds

Provides templates for repeat use

Invite people to fill in details on the document and

digitally sign

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LG Implementation - DS Cloud Service (Cont.)

Invitation to sign ‘travels’ with the Form

Fill-in PDF Forms on your Desktop with PDF Reader

Fill-in Online any website Form

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LG Cloud Solution - Key Benefits

Cloud based service: No software to

install, access via browser and / or API’s

Allows remote signing from anywhere,

anytime

Secured Digital Signatures PKI User

based technology, User certificate

Legally binding

Signature process workflow built-in:

audit trail, reminders, status updates

Signatures Verification for long term

archiving, online or on your desktop

Provides branding and easy integration

into existing systems

Reduces costs Saves time

Improves efficiency Boosts productivity

Free service for invitees and witnesses Improves staff, suppliers, and residents