eSIGN
In order to attribute legal value to documents, there is the eSIGN service, which manages all signature types in document workflows, up to the storage in compliance with the law.
Who is it for?
The eSIGN service allows you to use all types of electronic signature (simple, advanced, qualified - digital -, seal) required by law, guaranteeing the corresponding legal value for each type.
The signature workflows, which can be activated from the eSIGN user interface, make it possible to insert a set of documents in each single process and to manage, for each document, multiple signatures (signatures affixed by different subjects) and repeated ones (several signatures affixed by the same subject in different parts of the document).
Thanks to specific templates, eSIGN allows you to parametrically define all the signature procedures used in the company, the interested signers and the type of signature required (simple, advanced, qualified (digital), seal) which, in relation to the context of use, can / must be affixed in each phases of the management workflow.
In order to sign documents, regardless of the type of signature required, each signer will receive a notification mail and clicking on it, he will be able to sign documents thanks a One Time Password (OTP), which will be sent to the signatory’s mobile phone by SMS.
With a single authorization, eSIGN allows you to sign a single document in several parts or a set of documents. At the end of the signing process, all the involved documents are uploaded to the document management system and automatically transferred to storage, according to the rules and settings defined in the service. The service includes:
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the definition of the signatory users' personal data;
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the configuration of standard templates to define signature processes;
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the definition of signature processes through templates (by standards) or completely configured according to the document;
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the verification, control and management of the entire signature workflow from its start to its conclusion;
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the subsequent legal preservation of documents, based on ePLUS service.
eSIGN service allows you to use all types of electronic signature (simple, advanced, qualified, seal)
required by law, guaranteeing the corresponding legal value for each type.
In order to sign documents, the signatories will receive a notification by email
and clicking on it, they can open the signing page. Thanks to a One Time Password (OTP),
which will be sent to the signatory’s mobile phone by SMS, he can sign documents.
Affixing the signature provides for the signatories to send email notifications and use a One Time Password (OTP),
which can be delivered via SMS to the signatory’s mobile phone or generated by a specific APP.
The signature workflows foresee and manage multiple signatures for each document
(signatures affixed by different subjects) and repeated ones (several signatures affixed by the same subject).
Document management is based on the ePLUS service, which allows you to organise,
to catalogue, to search any type of document through metadata indexing, and it automatically provides
to store them into Entaksi’s preservation system.
The Entaksi Solutions Preservation System complies with what is defined in the
"Guidelines on the formation, management and preservation of IT documents"
and in the "Regulation on the criteria for the provision of IT document storage services"
issued by AgID, which supervises in compliance with the quality and safety criteria
of qualified preservation service providers.
The System complies with the standards required by the aforementioned legislation, such as:
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ISO 27001 for information security, including ISO 27017 extensions, with information security controls specific to the cloud, ISO 27018, with controls on the protection of personal data in the cloud, and ISO 27035 for the management of security incidents;
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ISO 9001 standard for quality management;
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ISO 20000-1 standard for managing the provision of services;
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ISO 22301 standard for business continuity management;
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ISO 14721 OAIS standard which defines the Open Archival Information System, and the UNI 11386 SInCRO standard for archival package index descriptive structure;
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the ETSI EN 319 401 and ETSI TS 119 511 standards, which define the requirements for the provision of the long-term preservation service for electronic signatures and seals.
The physical components of the storage system are divided into servers located in various
geographically distributed datacenters.
Entaksi uses redundant systems to ensure business continuity and pays particular attention to data redundancy,
which are distributed over several geographically distant sites with an equal role, or which can operate
either as a primary site or as a disaster recovery site interchangeably.
The sites which host the preservation system information are located within the European Union,
in full compliance with the law.
The data transmission, both between the systems and towards the users' operating stations, takes place by
encrypted protocols, with the use of asymmetric keys based on qualified certificates issued by recognized Authorities.
In order to allow the best integration with the management environment used by the customer, Entaksi has developed a set of APIs in eCON LUL service which allows the execution of all the functions connected to the preservation process, without abandoning the management application context, in a completely transparent way for the final user.
The Entaksi Console web interface allows the Customer:
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to access the eSIGN service;
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to manage the documents to be signed, the signature workflow, and standard templates;
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to view the documents to be signed and apply the signature;
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to access the preservation system and check the status of the stored documents;
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to search within the document repository, based on the defined indexes;
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to request Dissemination Information Packages (DIP) for the searched documents;
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to download the required Dissemination Information Packages;
eSIGN Desktop is the software created by Entaksi to affix qualified electronic signature (or digital signature) on documents. It is available for Windows, macOS and Linux environments.
In order to affix the qualified electronic signature (or digital signature) both on analog documents to transform in electronic documents and to send to the storage system, and on documents entered into a signing process of the eSIGN service, it is necessary having installed the Entaksi "eSIGN Desktop" application, in addition to the appropriate smart card and related device.
The software download is available in the "eSIGN Desktop" section in the service menu, from
which you can download both the application and the drivers to install for the correct
smart card operation.
In case the signatory is not a user of the service:
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in the case of signatures are required by the eSIGN service, the signing page contains a link through which the signer can access the service web page to perform the download;
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if the signature of analogical documents has been requested from eCON service, the email received by the user contains a link through which he can access the service web page to perform the download.
The Entaksi services app is the solution created by Entaksi Solutions SpA
to authorise eSIGN signatures requests directly from the signatory’s device
without requesting an unique verification code (OTP) via SMS to his mobile phone
to be entered again on the signature page in order to complete the process.
It is available for both Android and iOS.
The app must be installed directly on the signer’s device,
both on
Google Play Store
and
Apple Store.
The link can be reached either directly from the signature request page via
the QR Code displayed, or through a dedicated search with the keyword "Entaksi Solutions".
Once the app is downloaded, installed and configured according to the instructions provided by a simple guided workflow,
it will be possible to authorize document signatures from own device.
In fact, when signing the documents, the signatory could send the authorization directly
to the app where the list of documents will be displayed.
To sign them in compliance with current legislation, he has simply to enter his personal code.
Commercial information
The eSIGN service is provided upon payment of an annual fee and a "consumption" cost which takes into account the type and quantity of signatures affixed.