Digital Signatures for Document Management

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Digital Signatures for Document

Management

This presentation will begin at 2:00 PM EDT 1 PM Central, 12 PM Mountain, 11 AM Pacific

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AIIM Presents:

Digital Signatures for Document

Management

Bryant Duhon – Editor, AIIM E-DOC Magazine Jim Minihan – Partner, imerge Consulting

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About AIIM

AIIM is the international industry association connecting users and suppliers of enterprise content management (ECM)

technologies - the tools and methods used to capture, manage, store, preserve, and deliver content in support of business

processes. For more than 60 years, AIIM has been a neutral and unbiased source for education and industry information,

standards, advocacy, and community. Learn more about AIIM at www.aiim.org.

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Presented by:

Ramel Levin

Director of Marketing

ARX

Part I

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Digital Signatures

_{Digital Signatures}

Seeing is Believing

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Digital Signatures

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Digital Signatures

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Digital Signatures

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Seeing is Believing

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Digital Signatures

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Digital Signatures

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Digital Signatures

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Digital Signatures

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Digital Signatures

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Digital Signatures

The Keys To

The Digital Future

Jim Minihan Partner 540 364 7640

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The Keystone Component For

Document Management

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Why Is This Important To ECM?

• This completes the ECM infrastructure

• Without digital signature you can’t achieve

the future

• No other alternative has the ability to scale

as well

• No other alternative provides the same

security and integrity

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What A Signature Accomplishes

• Evidence: A signature authenticates a writing by identifying the signer with the signed document. When the signer makes a mark in a

distinctive manner, the writing becomes attributable to the signer.

• Ceremony: The act of signing a document calls to the signer's attention the legal significance of the signer's act, and thereby helps prevent

"inconsiderate engagements”.

• Approval: In certain contexts defined by law or custom, a signature expresses the signer's approval or authorization of the writing, or the signer's intention that it have legal effect.

• Efficiency and logistics: A signature on a written document often imparts a sense of clarity and finality to the transaction and may lessen the

subsequent need to inquire beyond the face of a document. • Deterrence: To discourage transactions of doubtful utility

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Foundation of Signature Law

•

Historic

–

English Common Law

–

Uniform Commercial Code

•

Modern

–

Electronic Signatures in Global & National Commerce Act (ESIGN)

–

Uniform Electronic Transactions Act (UETA)

–

Electronic Signature

•

Electronic Signature laws among the States are more

consistent with each other than Paper and Ink Signature laws

•

Remarkable similarity among electronic signature laws of the

same type

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What These Laws Achieve

• Guidance of when and how courts enforce

electronic/online agreements

• Establish the duties of the parties that would likely be

involved in a dispute

• Reduce evidentiary questions that must be resolved

by the courts

• By providing a stable legal infrastructure, encourage

adoption and development of electronic commerce

• Provide consumer protection and reduce fraud

• Allow for electronic records to remain electronic

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What You Want To Achieve

• Security – The signer is the only one who could have

signed

• Authenticity – The signature will be accepted as real

• Integrity – What was signed has not been altered

between point A and B

• Non Repudiation – Connects a signer in a way that

prevents denying the agreement

• Authenticity – the signature can be authorized by a

secure process

• Enforceability – the signatures must be verifiable by

relying parties

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Some Myths

• The law is not clear on electronic signature

• Benefits of electronic signature don’t justify

the effort to implement

• The technology is too complex

• The signatures will not be accepted

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Electronic Signature

“Any electronic sound, symbol, or process, attached to or logically associated with a contract or other record and executed or

adopted by a person with the intent to signify adherence"

Digital

Signature

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Flavors Of Signature

• Electronic signature could be nothing more than

your name on an email

• An image of your traditional signature

• A biometric signature

• Application based digital signature

• PKI based digital signature

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Keep In Mind

• Any signature is based on a level of trust in the

signors identity and the process by which it is

invoked

• Trust is not inherent in any technology

• Technology must be used in a trustworthy

manner in order to establish trusted systems

• Even a system that is being used in a

trustworthy manner is ineffective if we cannot

prove its reliability

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Trust Need Drives Deployment

• Trust models vary

• Intra enterprise - we trust ourselves

• Inter enterprise - we trust our agreements

• Open – I have one signature universally accepted

• Closed – I need a signature for every community I

do business in

• Open But Bounded – Many Certificate Authority’s

with agreement between them as in the federal

model

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Which Fits Your Need

• Who is the relying party?

–

Internal users only

–

Limited related outside users

• EDI model

–

Outside users defined by narrow industry

• VAN model

–

Extensive unrelated users

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Questions To Resolve

• Is it truly an electronic “transaction”?

– In a legal sense

• Does it require a signature?

– Often this is tradition rather than requirement

– Look to statute and need rather than history

• How much do you care about who is at the other end of the

transaction?

– Totally…gimme that DNA

– Some…as long as the bill is paid

– Not at all…we give this to everyone

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Why Do It Now?

• This is the last mile to the fully digital

environment

• Finally…you can stop converting to paper

• Sign transactions that cannot be reduced to

paper

• Increased efficiency and reduced costs

– In specific applications can reduce cycle time by 50%

– Eliminate express delivery charges

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Some Applications

• DMV electronic titles • Securing messages in emails • E Notary • Apostils • Recording of Deeds • Court filings • Higher Education • FDA Gateway • USPTO filings • NRC filings • Bid submissions • Bond Issuance • Expense Reports • Travel Requests • HR Transactions

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Where To Use It?

• For received documents that have not

been otherwise locked or authenticated

• In workflow transactions where event

based approval is not enough

• To finalize important business records

• Non document E commerce transactions

• Sign official documents

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How To Get Started

• Educate your lawyers – this technology is legitimate

and it can displace paper

• Start with internal deployment where you define what

is signed for internal consumption;

– Workflow, service level agreements, HR, expense reports

• Continue to internal documents maintained for

compliance reasons;

– Financial statements, HR, tax records

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How To Get Started

• Take advantage of government commitment by filing

regulatory and compliance documents;

– EPA, OSHA, Labor, State functions

• Move to working with outside parties for external

acceptance of the signature;

– Selected trading partners for business transactions, contracts, approvals

– Industry groups

– Your customers

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On The Horizon

• Beyond ECM and ERM signature adoption becomes

even more important

• Investment in vetting identity can be leveraged to more

purposes

– System access

– Facility access

• Your ability to sign electronically will expand as the rest

of the world adopts

• Your identity credential can be federated when needed

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Multi-Factor Token Very High High Medium Low Employee Screening for a High Risk Job Obtaining Govt. Benefits Applying for a Loan Online Access to Protected Website PIN/User ID Knowledge Based One-Time Password

PKI/ Digital Signature

HSPD-12 PIV Card

Increased Need for Identity Assurance

Biometrics

Increased Strength

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Presented by:

Ramel Levin

Director of Marketing

ARX

Part III

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Digital Signatures

_{Digital Signatures}

What to Look For?

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How to Choose a Solution?

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•

• Founded in 1987

Founded in 1987

•

• Specialty: Digital Signature Solutions

Specialty: Digital Signature Solutions

•

• Large Client Base (2,400+

Large Client Base (2,400+

customers)

About ARX

Q

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Seals Documents

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Seals Documents

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Simple to Use

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Simple to Use

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Graphical Signatures

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Graphical Signatures

Graphical signatures = Less Psychological impact

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Multiple Signatures

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Multiple Signatures

Make sure subsequent signings do not invalidate prior signings

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Application Support

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Application Support

Make sure the current & future documents types you intend to sign are supported by the solution you choose

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Compliance

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Compliance

Review the regulations of your industry

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Transportability

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Transportability

A portable signature format can be verified anytime, anywhere

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Q&A

Ramel Levin [email protected] www.arx.com Ramel Levin Ramel Levin [email protected] [email protected] www.arx.com www.arx.com

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Questions?

Jim Minihan

[email protected]

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Questions?

On the bottom left hand side of your screen, type your question in the white box and hit

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