Digital Signatures and Paperless Workflow. We are constantly adding functionality and compatibility to our technology which the end user will receive free of charge in year 1. Something to Think About. We invest heavily in desktop technology - PowerPoint PPT Presentation
Text of Digital Signatures and Paperless Workflow
Digital Signatures and Paperless Workflow
We are constantly adding functionality and compatibility to our technology which the end user will receive free of charge in year 1.
Something to Think About
• We invest heavily in desktop technology
• We invest heavily in electronic document management technology
• We invest heavily in electronic business process technology
• We invest heavily in paper management
• We invest heavily to protect our corporate knowledge
• We invest heavily in developing our classification thesauruses and associated databases
• We spend a lot of time trying to “GLUE” and ‘Patch” our legacy records and disparate systems together
With an average of 60% of all our forms legally requiring a handwritten INK signature, there must be a good reason for the disparity in desktop technology investment, duplication of digital and paper records and resulting overheads or is there a good reason ?
Approximately 80% of all documents within a business are forms in excess of 40% are Microsoft office templates
“Why are we
still printing documents and
to sign with
an INK Signature ?”
Habit ?, Lack if Vision ?, Lack of Money ?, Lack of Knowledge ?, Lack of Technology ?, No change policy ?, We are non Green ? We have always done it this way, None of the Above. All of the Above.
There is still legal requirements for an INK signature on certain documents, even though digital signature laws have been passed.
• So we still print the document sign with a INK signature then save and manage it during its life cycle.
• We most likely opened up a MsWord template of similar, filled it out electronically, and saved it before printing as well.
• We end up with digital copies not signed and paper copies signed
• We then scan the signed paper copies back into a digital management system
• So we now have in many cases 3 copies of 1 document (not counting the distributed copies)
• And we need a few databases (usually not linked) with associated thesauruses
• And so the cycle continues all the while new and existing patients keep presenting and the same records are generated with every “episode/session”
We are going to have legacy paper records and scanned documents for a long time, we are going to have a mixture of document types for a long time, and we are going to have a mixture of digital signature and authentication types
Today i want to focus on an individuals electronic handwritten signature capture;
• The ceremony-Ahhh Jim Lad Make your mark X• legal requirements-existing laws relating to an INK signature• Digital evidence-data captured at the time of signing• Contextual data-proof of document content at time of signing• Business process benefits-point to point digital•The signature rhythms (Biometrics)
Handwritten Signature Biometrics is the equivalent of DNA
•It is totally unique• Cannot be stolen• Is not forgotten (except if you have Alzheimer's)• Is a ceremony 1000’s of years old and accepted as visual consent, and ownership• It is language and generation neutral
3 Core Digital Signature Types and Uses
Handwritten digital signatures can replace a physical handwritten INK signature on the documents inside the envelope, thereby allowing a full digital point to point process where a INK signature is required by law-it is document centric
Person to Device Centric
There are many cases where combinations of all of the above are used at the same time
PKI digital signatures alone offer automatic security in the form of a stamped sealed envelope, and is ideal for email etc and where the content does not require a INK signature by law-it is transaction centric
Technology Neutral and Business Unit Fit for Purpose
Must Still Print, Fax, File As Required for businesses and consumers who do not have the technology, or who’s business processes will not be changed
PKI Certificate Only
Fingerprint, x509 Certificate and Signature Validation
Person to DeviceNothin
• Symbol of intent required by legislation
• Evidence that a particular person approved a document.
• Warning or notice to the signer that he or she is entering an
• important legal commitment
What are the Legal purposes of an INK Signature
A Dynamic Handwritten Digital Signature meets the INK Signature Legal purposes and much more;
•Document Content Hash•Capture additional data•Signature Validation•Use Signature data as trigger for workflow processes•Use Signature data to trigger business rules•Use signed documents in digital audit processes•Use signed document for digital forensic examination•Is fully emobile•Use Signature data as means to locate records and status
Lets have a Closer Look at Handwritten Digital Signature Types
Static Digital Signature only contains an image•No contextual information•No link to document•No link to individual•Easy to cut, copy & paste•Not secure•Does not meet all legal requirements•But is very commonly used
Dynamic Digital Signature contains•contextual information•link to document•link to individual•Cannot Copy and Paste•Is secure•Does meet all legal requirements•Can be forensically interrogated•Can be used for workflow triggers•Becoming more commonly used
Adding the Third Dimension and Digital Evidence
Cryptography SHA-256 +
Bound using Des 3 Des
Third Dimension-Biometrics, Content Validation
•X,Y,T,P Coordinates•Date, Time•Reason•Device ID•Content Hash•Biometric Data Hash•Other ID,s•MRN•Episode Number
Digital Forensic Examination
Regardless or whether you need to sign a web form, database form, report, drawing, map, plan, business document, process etc a Handwritten Dynamic Digital Signature can replace the need to print and sign in INK
Freedom of InformationFreedom of Information Act
This act will increase the demand for retrieval of signed documents and require in many cases even more investment in technology to cope with the network traffic and search and retrieval of scanned documents.
Consumer ActThis act already in force in UK
There are certain requirements that are related to digital documents where the individual signing should participate in the agreement process
Size and Cost Estimate Matrix
A4 MsWord No Sig
A4 MsWord 2 Sig
A4 HTML No Signature
A4 HTML 2 Sig
A4 Tiff 300dpi No Sig
A4 Tiff 300dpi 2 Sig
58Kb 60K 28kb 30kb 201Kb 211Kb
STU-500 LCD Cost ex GST(Once Only ex Annual Support and Maintenance, and customisation or server application if required)
One User on 1 PC 1 sig per document, 1000 documents
1000 users on 1 PC, 1 sig on 1 document
Incl eSig Client $499.00 50Cents per Document
50 Cents per user per document
Additional Business Case Stats
•15% of 50,000,000,000.00 documents 7,500,000,000.00, assume a $10,000,000.00 annual revenue, 15% equals $1,500,000.00 annual cost for managing signed paper. ( a recent US survey also averaged managing signed documents at around $25.00 US PA, per document (65,000 docs)), assume say a 50% cost saving by implementing eSig then annual minimum saving $750,000.00.
Ex One Off Signing Device and Software cost.
•Current ave Cost for digital storage is around $150.00 per Terabyte, the cost for storing average 60kb digitally signed documents it is a bit of a no brainer business case (17,895,697.07 ave documents with 2 signatures )
Estimated 50,000,000,000.00 original paper documents each year in the US alone, that the expense associated with paper documents is over 15% of annual corporate revenue and that 60% of those paper documents are signature dependent (Coopers & Lybrand, Gartner Group).
Digital Document Archiving
Regardless of your Business Unit or Process, Handwritten Digital Signatures will add value to your Strategic Asset, developing a strategic digital signature capture policy will enhance your asset long term
• Point to Point Digital small additional investment
• Faster Retrieval-text search-doc with signature
• Can print and fax signed document with signature visible