Authenticity of Documents

Data is considered authentic if it can be assigned to its origin at any time. In DocuWare, the origin of stored documents can be verified by means of unchangeable system entries and electronic signatures.

System entries of documents

When a document is stored in DocuWare, system entries are automatically created that cannot be changed by users in DocuWare. The following system entries for the user, date, and document changes and accesses provide information about the origin of the document:

Store User
Store Date
Modification Date
Modification User
Content modified on
Content modified by
Last Access Date
Last Access User
Document ID

You can access system entries from the context menu of a document in the result list: Edit Index Entries > System Entries.

Electronic Signatures

An electronic signature serves the same purpose as a handwritten signature for paper documents. It largely ensures that a document really does originate from the author. Signatures can also be used to verify and verify changes to documents.

DocuWare enables you to implement electronic signatures with different security levels. A DocuWare stamp with a signature on a document is an example of a simple signature.

To provide the infrastructure for signing digital documents with the "advanced" and "qualified" higher security levels, DocuWare works with external signature service providers like Validated ID or DocuSign that offer multiple authentication options and numerous signature application functions, such as multi-signature or automatic reminder.