Certified Print®: Printing Authoritative Copies
Although simply viewing a document on a client machine is sufficient most of the time, there are times when a paper printout of a document is required. eCore™ provides the ability to print certified copies of the authoritative copy of a document. After the paper document is printed, the eCore eVault operator certifies its correctness and then ships it to the indicated street address.
The Certified Print process initiates the method of printing of a document version. The parameters to this method include: a “Ship To” address, the method to use for delivery such as “UPS,” “US Mail,” or “FedEx,” and finally, an optional cross-reference identifier string. The delivery method is any free-form text. The cross-reference identifier is free-form text as well.
There are four items printed as part of the Certified Print process:
1. Cover Sheet
This page displays information about the user who requested the printed certified copy and initiated the Certified Print process.
A system identifier (ID) is used to tie all of the printed pages together as a package. It is printed in the lower left corner of all subsequent pages. Each of these four items are queued as separate print jobs to the operating system, and, because of that, it is possible that another print job may be mixed in with this one. The system identifier allows the eVault custodian to assemble the pages as a package.
2. Document History Report
This sheet provides information about the digital signatures present in the document. The document title, ID, and creation date are printed at the Document Information Section. Next sections follow as Document Activities, Control Activities and Signature Activities.
The eVault authentication certificate information is displayed next, followed by an audit trail listing of all the applicable events concerning the document during its life.
3. Document Custodian Affidavit
This affidavit is to be signed by the eVault document custodian and a witness. It affirms the eVault document custodian’s role, the validity of certificates used, and that all proper access and control procedures were followed by the organization.
Note: The eVault document custodian is expected to visually compare the printed document with the image stored in the eVault before signing this affidavit.
4. The Actual TSO Document
Finally, the ultimate certified copy of the authoritative copy of the document is printed. The original document is embellished with several adornments for the purpose of certification. A fine print header and footer are applied to each document page (e.g., “This is an Original View of the Authoritative Copy held by eOriginal Inc. on behalf of the designated custodian”). Additionally, a watermark is printed across the middle of each page, typically “CERTIFIED PRINT.” The header, footer and watermark text are configurable at the eVault level.
Certified Print is a registered trademark of eOriginal, Inc.