Certify what?

As the digital reality grows, so does the desire to move more and more processes into this world. Accelerated by the pandemic crisis that emerged in 2020, the digitization of processes in companies has gained more pace and less resistance. In this context, there is a greater need to find mechanisms that give these digital processes the same or greater credibility and security as those found in the physical world. To this end, in addition to the European legislation created specifically for this purpose - eIDAS - various types of certification have emerged, using more or less sophisticated technology, which are applied to different digital objects (documents, signatures, senders, identities, etc.) and always with the aim of giving credibility to digital documents and their respective issuing entities.

What certificates might I need?

Although this is a constantly evolving reality, at Contisystems we are currently focusing on the certification associated with three types of objects: pdf documents, emails and the signing of documents and contracts. With different options, equivalent to different levels of complexity and security, the certification of each of these objects allows us to add an additional layer of credibility and security to the services already provided under our Unicks platform.

• To Batch Producer (which ensures the production of batch files, in this case pdf documents) we associate the ability to certify the origin of the pdf document as well as the affixing of a timestamp of the date and time it was created. This is the application of our Certifier block to pdf documents.
• To the Omnichannel Sender (which ensures the sending of communications, in this case emails) we associate the ability to certify the sending and track the journey of the email until it is delivered, opened, attached files consulted and downloaded. This is the email application of our Certifier block.
• In a combination of the two previous blocks(Batch Producer and Omnichannel Sender) we can build customized files and send them for signature collection by email. This is how the Certifier block is applied to the signing of documents and contracts.

Certification of pdf documents

There are three types of pdf document certification:

The simple

When you want to identify the issuer of the document in question. In this case, the implementation involves placing a simple certificate purchased by the client on the pdf files produced, attesting to the originator of the document.

The Advanced

When you want to identify and prove the identity of the issuer of the document in question. In this case, the implementation involves placing an advanced certificate purchased by the client on the pdf files produced, attesting to the originator of the document, with additional ways of proving their identity (e.g. biometric data).

A qualified

According to Decree-Law 28/2019, it is now mandatory for tax-relevant documents transacted digitally to have a qualified electronic certificate. In practice, this means that a qualified certificate must be issued and affixed by a certification body (CA), document by document, using a secure signature creation device. This certificate will guarantee that the document was generated by the identified entity, on a specific date and time and with the highest level of security because it was affixed by the certification body.

Certification of outgoing emails

Depending on the scenario in question, email tracking may make sense with different levels of detail:

• Certification of delivery: If you want to have a document proving that the document was actually delivered to the specified recipient.
• Certification of opening: If you need proof that the email or even the attached document has been opened.
• Download certification: If you want to have certified information of the opening of the email as well as the download of each of the attached documents.

The proof documents referred to have legal validity, which makes this service a digital equivalent to traditional registered mail.

Certifying the signature of documents and contracts

There are many scenarios in which you need to record someone's express agreement to a document. Whether it's accepting the terms and conditions of a service, agreeing to minutes or even signing a contract between two parties, there are many applications for this option in the Certifier module. Here are some tips on how to address each type of agreement:

• Simple agreement: You can send a document in which the user fills in a check box or uses an OTP (one time password) to express their agreement.
• Advanced agreement: You can send the document with a space for an autograph signature. A biometric trace is made and the option can be complemented with OTP.
• Qualified agreement: By using specific identity certificates, such as the Digital Mobile Key associated with the citizen's card, you can have a totally secure signature.

Who issues these certificates?

All the partners that Contisystems works with to issue certificates are CAs (Certification Authorities) identified as trusted service providers by the European Union. However, if you already have your own certificate provider, we can use any provider that is recognized as a trusted service provider.

What certifications do I need in my company?

This will depend on your line of business, as the applicable use cases may be different, but here are a few pointers:

• if you issue invoices or other relevant documents in electronic format, you need to certify the pdf documents;
• if you send email communications that you need to prove were actually sent/read, you need to certify that your emails were sent;
• if you send communications by registered mail in order to have this proof and are looking for a more agile solution, then we recommend email certification;
• if you are looking to speed up contracts with your customers or suppliers, then you can use document and contract signature certification;

We hope we've helped clarify this issue, which isn't always simple. Be aware that we will soon be preparing a webinar on the subject, so stay tuned!