Metadata Ensures Longterm Providence and Integrity

 

Metadata is defined as the data providing information about one or more aspects of the data; it is used to summarize basic information about data which can make tracking and working with specific data easier.  Some examples include: Means of creation of the data, Purpose of the data, Time and date of creation, Creator or author of the data, Location on a computer network where the data was created, Standards used, File size, Data quality, Source of the data, Process used to create the data but we use much more.  (See image below)

We use Legislation Metadata (subject to multiple legal standards) along with Internal and External Storages Metadata.   Our Internal metadata travels as part of the data they describe; thus, metadata is always available with the data, but ours cannot be tampered with. The External metadata which can be stored in a database which is more efficient searching and for management.  The PDFs and their metadata can be stored in your servers, cloud, our Microsoft Azure cloud or in our Blockchain.  

Metedata is automatically applied during our dematerialization process and is also applied by our platform on digital documents.   

During the scanning process, each document is encapsulated with tamper-proof metadata, powered by XMP technology, in which digital signature certificates are applied. This provides validation of the process and creates a PDF that is admissible in court. 

• PDFs are categorized based on keywords or other metadata making them easy to retrieve.
• Each PDF is tamper-proof and legally binding as the original.
• The metadata contains information such as; when and where it was created, by whom, changes made, and displays the chain-of-custody.
• The metadata is tamper-proof, can be easily read by third parties, and can be stored in the Blockchain.
• Original paper-based documents may be destroyed if desired.
• PDFs can be stored on a firm’s own servers or our secure cloud.
• Technology complies with all applicable ISO metadata and digital document rules digital signature rules.

 

The image below is one page of Closing Contract from a 150-page agreement from an Acquisition contract between two companies and their legal teams.

• It was entered into the system as a  word.doc
• Each closing step that needed review and a signature by the other party could be sent by the system through an email link where it is opened by the second party
• They can either sign it / reject it or add revisions
• The image on the left is the table of contents
• The image on the right is a page of the contract which is opened in Adobe Pro
• The metadata contains the date, version, shows the XMP compliance certifications, and confirms that signature is valid OR not and the signer identity is valid.

 

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The Clawd eSignature metadata contains:

Activity Information

• Name
• Creation date
• Activity manager upon Its creation

Source Document

• Number Of Pages
• Source document format
• Source document dimension and ending dimension

Document Content

• Transfer Date

Activity Workflow

• Who has signed the document on behalf of who (with date & time of the time zone)

Governance

• Company name
• Certification level
• Verified by who
• Representative of the company
• Client name
• Representative of the client