Document Actions
Vaulting
Digital storage, vaulting and transferable records (Authoritative copies)
Digital storage of documents, data and records.
Almost every document today is digitally created; keeping them digital throughout your business’ workflow including storage is essential. Storing digital documents, (including those that have been scanned, imaged and or faxed) have several cycles that must be consider within your work flow.
Digital Storage:
Today may firms have existing digital storage for documents that have been scanned, faxed or imaged into a myriad of storage scenarios. Safedocs works with storage industry leaders to seamlessly integrate your digital work flow documents into your existing storage solution(s).
Vaulting and Records Manager (Registry):
Digital Storage becomes digital vaulting when digital documents have any type of digital signatures associated with them. There are two requirements for these types of documents:
- Identify a document as the “authoritative” copy (AC) that will be stored in a protected environment and will be used as a benchmark-validator against any subsequent copies of the document. In the digital world, there are millions of digital originals; however there is only one authoritative copy of the document. (This process is similar to an industries’ need to have an “original wet signed document.”) Safedocs solutions assist you with the needed process to identify the authoritative copy of a document.
- Authoritative document tracking: Once the digitally executed document is identified as the “AC, the placement, secure transferring of it must be closely tracked. This tracking of the historical record of the “AC” is typically done by a solution call “the registry.” The registry be it internal and or external maintains all accounts associated with the “AC” including the sending, receiving, content validation and security of the document between vaults and should meet all legal and compliance requirements in doing so. This process is critically important when digitally executed negotiable instruments such as Notes, Deeds and Chattel documents are part of the work flow. Typical users of a registry include attorneys, mortgage lenders, title companies, document custodians, investors’ recorders and government agencies. Safedocs can work with most any registry scenario.
Compliant Registry
The Registry assures legal control of the transferable records during the creation, storage, and transfer by:
- Maintaining a single authoritative copy of the record which is unique and identifiable
- Allowing only the secured party or its designated custodian to transfer, store, or change the identified assignee of the authoritative copy
- Assuring the record cannot be altered, except as permitted, and identifying unauthorized revisions and non-authoritative copies
A Registry solution should be a platform that allows the implementation of high volume, batch and interactive transactions with full integrity, authentication and audit trails, and provides secure access control and privileges to authorized parties involved in the transferable records lifecycle.
A registry is web-based and allows for multi registry users to securely interact with registry via both manually and pragmatically means for the registration, transferring, validation and Termination of the “AC.”
Security and Administration
Authentication and integrity is essential to maintaining a registry. Three levels of security are essential and include:
- USER ACCESS is strictly controlled by digital certificate credentials, which are required to access and execute the Registry operations.
- SECURE AUDIT TRAILS are captured throughout each transaction, using digital certificates assigned to each organization involved in a transaction, and are stored in the Registry.
- DOCUMENT SECURITY ensures that any alteration to a document can be detected and any document outside of the control of the Registry can only appear as non-authoritative