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

forms

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

The Law

Fingerprint

Iris / Retina

Hand print

Face print04006101 AFC5A5D3 07G0161B

G002E61B B19D9003 G0030200 01207C00 E9C84700 0E6125G0 024FG002 9E4E4900 E4642500 D0454900 BF672500 01A0G001 E9C84700 0E6125G0 069E4E49 00E46425 00D04549 00BF6725 004F3D50 656E4F70 434E3D41 72746875 72204C6C 6577656C 6C796E2F 4F3D5065 6E4F7042 56040031 2E300042 43010003 42410100 30424C02

G001024E 4E44006B B3D76FE1

Dynamic Handwritten Digital Signatures

Digital Signatures and Biometrics

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

04006101 AFC5A5D3 07G0161B G002E61B B19D9003 G0030200 01207C00 E9C84700 0E6125G0 024FG002 9E4E4900 E4642500 D0454900 BF672500 01A0G001 E9C84700 0E6125G0 069E4E49 00E46425 00D04549 00BF6725 004F3D50 656E4F70 434E3D41 72746875 72204C6C 6577656C 6C796E2F 4F3D5065 6E4F7042 56040031 2E300042 43010003 42410100 30424C02 G001024E

4E44006B B3D76FE1

Technology Neutral and Business Unit Fit for Purpose

Ink Signature

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

g

• 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

Person

Document

Signature

Biometrics

Cryptography SHA-256 +

Bound using Des 3 Des

Third Dimension-Biometrics, Content Validation

Digital Evidence

•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

VERS

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

• Cost savings with network traffic

• Cost savings with retention and disposition

• Remote and mobile sign off capability

• Don't have to OCR

• Don't have to have notary sign original media