The Online Digital Signature Way

A Digital Signature Blog


Month List

August 8, 2017

It seems obvious but it bears repeating. Being absolutely clear on who is signing your document, not only makes good business sense, it is also a compliance requirement for many industries. Adding video confirmation to Secured Signing's usual signing process ensures there can be no doubt about who signed your document.

Even if your business is not subject to anti money laundering and counter terrorism financing (AML/CTF) legislation, robust customer due diligence practices will give you a competitive advantage, limit your exposure to the risk of loss and protect your business from damage to its reputation. It's also just plain good sense. If there is ever a dispute, being able to simply and clearly demonstrate who signed your document will ensure you are best placed to recover monies owed or the return of equipment hired or leased.

It is not just banks and other lenders that need to comply with the customer due diligence requirements of AML/CTF legislation. A recent mutual evaluation of Australia's AML/CTF frameworks gave an overall pass mark, but highlighted key areas of concern. Research by AUSTRAC, the Australian government's financial intelligence agency, indicates the outcomes around customer due diligence (CDD) vary from very high confidence to closer to 50% confidence in customer identity. This is an area that needs to improve as AUSTRAC rightly identifies that knowing your customer is "the cornerstone of an effective AML/CTF regime." It is not surprising that regulatory reform proposals recommend both more explicit CDD requirements and the application of CDD requirements to a broader range of industries.

Secured Signing's video confirmation capability is a simple yet powerful tool to demonstrate you know exactly who is signing your documents.  

Customers expect to be able to transact business with you online. Inviting your customers to sign documents online with Secured Signing gives you the capability to meet this expectation of customer convenience while enjoying the security, authenticity and reliability that only tamper proof digital signatures can provide. Adding a video confirmation to your online signing process gives you complete confidence you know who you are dealing with and in particular who signed your agreement.  

When you ask customers to use video confirmation in the signing process, they are prompted to record a short video before they sign the document. The whole process takes no more than 10 seconds. The video records a specific gesture which is recorded in the Secured Signing document log and the video's secure location is appended to the document and sealed with the PKI digital signature, ensuring the details cannot be modified without invalidating the signature.

If your non face to face transactions don't give you this degree of confidence in knowing who your customer is, it is time to closely evaluate the benefits Secured Signing can give you. The best first step is to open a free evaluation account and try video confirmation of signing yourself.  Secured Signing's website provides a lot more detail on how video confirmation works to deliver unquestionable confirmation of signer's identity. As always, if you have specific questions, please get in touch and someone will contact you personally.  

'Til next time

Cheers, John


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June 6, 2017

Financial services companies must know who is signing their documents. If there is any doubt that the correct person has signed the loan, agreement, authority to proceed, or whatever the document may be, the business leaves itself open to fraud, is exposed to unnecessary risk and faces the possibility of loss, not to mention becoming non-compliant with 'Know Your Customer' legislative requirements. Secured Signing provides the most robust verification of signer identity with the world first use of video confirmation as part of the signing process.

Online signing by its nature provides much stronger confirmation of who is signing your documents than simply sending documents by post or email and taking it on faith they have been signed by the correct person. The addition of video recording of the signer, in a way that is uniquely and irrevocably tied to the document being signed, provides a degree of confidence in signer identity that cannot be reasonably challenged. It is a genuinely innovative approach that provides a degree of confidence in identity that is unmatched by any other signing method. It builds on the already robust authenticity of the underlying PKI Based digital signatures used by Secured Signing and existing additional identity verification tools such as two factor authentication and identity document searches.

Let's drill into how the process works to really appreciate how robust and reliable this new approach is.

Video confirmation is quick and simple for the signer. They are asked to activate the camera on their device and record themselves performing specific gestures. It takes less than 10 seconds. The required gestures are specific to the document being signed, recorded in the document log and are analysed in real time. The nature of the verification and the changing requirements make it impossible to pass the verification using an image or pre-recorded video. Video confirmation provides much stronger confirmation of identity than static biometric verification such as facial or fingerprint recognition.

The confirmation video is retained in a secure, encrypted repository. The signed document contains both a reference to the location of the video confirmation and the password required to access it. The tamper proof mechanisms inherent in PKI based digital signatures means neither the reference nor the password can be modified, without invalidating the signature. All documents signed with Secured Signing can be verified independently to confirm the document content is unchanged. Video confirmation enhances the inherent security and authenticity of PKI based digital signatures with the recorded video of the person signing the document.

Video confirmation is available to all Secured Signing customers now. Once enabled in My Settings, the option to require a signer to provide video confirmation is available on the signing workflow screen. You can try Secured Signing, including video confirmation of identity for free.  Register for your account now.

'Til next time
Cheers, John


May 19, 2017

We are continuing to explore the raft of new features that came online with the Summer 2017 release of Secured Signing.  This time let's look at the all new document library.

When you send a document for a customer to sign, you may need to provide additional information as background to the document being signed.  For example, if a financial planner is recommending her client purchase a new financial product, there will be a legal requirement to supply a product disclosure statement, a statement of advice and so on.  

In Secured Signing, documents that are provided as information and do not need to be signed, are called attachments.  One or many attachments can be added to the email invitation for each invitee or signer.  You have always been able to add attachments to an invitation, that's not new.  

Customers asked us for a way to be sure that the attachments being added to invitations are the most current version.  When a document owner is selecting an attachment from their local computer, there is a chance they may make a mistake and grab an out of date version.  

Selecting an attachment from the Secured Signing document library is not only quicker and easier for document owners, it also ensures that everybody is using the same version of the document.  When a new version of an attachment is published, the document library can be updated, avoiding the need to send everyone in the team a copy.  The document library provides a single place to keep up to date and reduces the chance that an out of date version is sent in error.

The Secured Signing document library is managed in the My Account page under the My Setting tab.  Each document in the library can be categorised into groups for quicker browsing and selection of attachments.  Documents from the library can be attached to both Smart Tag and Form Direct signing processes.

The document library is available to all Secured Signing customers.  You can get started today for greater control over the attachments your document owners are using.  It's another way Secured Signing improves your compliance outcomes.

'Til next time

Cheers, John 


General

March 21, 2017

Independent verification of signed documents is so important.  We know it is one of the key reasons people choose Secured Signing. It is the reason Secured Signing uses a personal PKI digital signature for every document signed. The signed document contains everything needed to verify the document is authentic and reliable. We don’t need to keep a copy of your document so we don’t.

But accidents happen and on occasions people can forget to save their signed document somewhere safe. Secured Signing now provides the option to keep an online or cloud based archive of all signed documents.

It’s your choice to enable the cloud archive option. In My Settings it is simply a case of turning on the cloud storage option.  For enterprise accounts you can choose to enable cloud storage for all accounts or just some.

With cloud storage enabled, when the singing process is complete and the document is removed from Secured Signing, a copy will be saved to the cloud. We use a specialised service provider for the storage and documents are held in an encrypted format for peace of mind.

The My Documents page provides a complete history of all the document you have added to Secured Signing. It shows you a summary for each document and the option to display the log or audit trail for each document. If you enable cloud storage, you will also be able view the signed document.

The optional cloud storage service is offered to Secured Signing customers at no additional cost.

Another great option to ensure you never lose a signed document is to setup a default completion recipient. Adding your records team as the default completion recipient means that Secured Signing will send them a copy of all signed documents automatically without you having to remember. You may also be able to use the email address for your recordkeeping system as the completion recipient.

Til next time,

Cheers John


General

Feb 23, 2017

Welcome to the latest in a series of posts covering the new capabilities of the Summer 2017 release of Secured Signing. This post will cover how you can add a reviewer to the signing process.  

It may be that your manager may need to approve an agreement before it is sent to a supplier to sign. There may also be a need to get approval from the customer's accountant or lawyer before they sign your document. Whatever the specific reason, adding a reviewer into the signing workflow automates the process and ensures you have a record of the approval right in the document log.

My last post talked about adding additional recipients to a signing workflow. Adding a reviewer is simply a case of promoting one, or more, of your notification recipients to be a reviewer. From the invitation workflow screen, enable additional notification recipients and click the View/Manage button. Select your notification recipient and select the Reviewer role for that recipient.  

 

The reviewer notification recipient will receive an email inviting them to review the document. The Review button or link in the email will take them directly to the document in Secured Signing. Once they have read the document, they have the option to approve or reject the document. Once all reviewers have approved the document, the signing process will commence and invitation will be sent.  

Should the reviewer reject the document, a reason must be supplied. If a document is rejected, the signing process is cancelled and no invitations to sign will be issued. The document owner will receive notification the document has been rejected.

All review activities are recorded in the document log. In the case a document is rejected, this will include the reason for the rejection.

Watch our videos:

·         Adding a Reviewer to Your Signing Workflow - https://vimeo.com/205130042

·         Working with the Notification Recipients / Reviewer Portal - https://vimeo.com/205128386

Making the review process part of the signing workflow means the signing process starts as soon as the review phase completes without the document owner needing to do anything, It is one more way that Secured Signing makes your process quicker and simpler.

'Til next time

Cheers, John


General