The need for documents to be signed electronically in accordance with the requirements of HMRC and Companies House in the UK has been highlighted by a number of Safe4 customers. Consequently Safe4 have now added a document signing facility to their highly secure information delivery and storage service, without the need for any external technologies.
How the signing function works
There are a couple of prerequisites for this facility: the document must be held in Safe4 in PDF format, and the required signatories must be users of Safe4 and have access to the folder in which the document is located.
Single or multiple documents can be issued for signature, and if required multiple users can be requested to sign. In the case of multiple documents being selected, there is an option to create a “pack”, so that all of the documents can be signed in a single action. Requested signatories will receive an email with a link to the document/s requiring signature. When this is clicked they will be presented with an option to sign or decline the document, after having entered their Safe4 password and PIN. When all documents have been signed and all users have actioned the signature request, a new version of the PDF file will be created with an added page – this will show a complete list of all of the signatures, together with a verification code, made up of a hash of the user details, the document ID, and the date and time of signature. This functions in a similar way to blockchain, being an immutable record of the signing event.
In addition to the document signing function, a setting has been added to the provider administration screen, allowing Safe4 Common Folders to be disabled. If selected, this will prevent users uploading files into the Common Folders area of a Safe4 vault in error.
Significant changes have also been made to the Safe4 server architecture, enhancing security and performance, to ensure that the class-leading safety and availability provided by Safe4 is maintained in line with industry best practice.
If you would like any further information on how these enhancements can add value to your business, please contact us at Safe4. We will be delighted to hear from you.