How To Use The Signamus Cloud Service For Business

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1 Cloud Services Archiving Audit-proof Available anytime, anywhere Compliant with international Directives and Laws

2 Secure Storage With the Secure Storage you can retain your data securely, cost-effective and with worldwide availability. You only need an internet access. The stored data can be retrieved fast and easy by a web interface, which provides all features of a document management system (DMS). With individual access permissions you determine, who when which data is allowed to see. The Secure Storage allows editing and deleting documents subsequently. Therefore it is ideal for short-term and flexible data storage. Secure Storage Audit Proof Storage Cost-effective solution Revision-secure archiving Suitable for short-term Storage system certified by a & flexible data storage well-known auditing company Possibility to edit or delete Especially suited for long-term the documents subsequently archiving Compliant to international laws specifications Available world-wide via internet No investment costs for purchasing hardware and software Automated backup of your archived data Taking care of maintenance and software updates Multiple redundant system protects your data against critical situations Intuitive user interface, incl. online help Audit Proof Storage In addition to the advantages of the Secure Storage the Audit Proof Storage of the SIGNAMUS Online Archive complies with international laws and specifications regarding data archiving. The Audit Proof Storage retains your documents securely for revision. Once the data are stored, they are not allowed to be deleted or modified afterwards. According to tax-relevant requirements in most countries, audit-proof archiving for certain digital data, for e.g. electronic invoices, is indispensable. The audit-security of the SIGNAMUS Online Archive storage system has been certified by a global well-known auditing company. SIGNAMUS Online Archive: The Ideal Alternative to an In-house Solution Are you confronted with investment decisions for an archive system? Or do you already operate an archive but face the task of extensive modernization and certifications to ensure compliance? An audit-proof archive system very often requires large investments and recurrent costs. Moreover it allocates valuable resources, which are more efficient in other company processes. Proof of Integrity for Your Data: With Qualified Timestamps In addition we offer a higher grade of integrity verification for all data which, are stored in the SIGNAMUS Online Archive by qualified timestamps according to the German signature law and EU signature directives. In case of a positive check these timestamps legally verify your data for at least 30 years. Whether with or without audit-security the SIGNAMUS Online Archive from AuthentiDate offers the perfect alternative to a cost-intensive in-house archive. accredited High Security Signaturgesetz regtp Z0015 2

3 Self-administration Package: Manage Access Permissions Yourself at Any Time Due to the Self-administration Package of the SIGNAMUS Online Archive you can manage yourself, who is allowed to access which data, with an easy and intuitive user interface. You can define user groups (e.g. departments) and assign special access rights to individual staff members or external service providers (like your tax consultant). The Self-administration Package features creating new users and groups, managing existing users and groups, assigning rights for files and folders and personalizing the user interface with your own logo. You do not want to manage your archive yourself? No problem. We can set up the archive for you, changing the permissions according to your needs at any time. Accessing Instantly Frequent Used Documents with Favorites For fast and secure access of frequently used or particularly important documents and folders, you can mark them as Favorites. The selected documents are marked with a star and shown in your left navigation bar in My Favorites. This way you further optimize the speed of your processes and your important documents are always on hand. By the way: in the SIGNAMUS Online Archive you can use the structured online help by the push of a button. 3

4 Finding Data Easily Child s Play with the Search Function Probably a situation you are familiar with: sometimes in the search of a document you remember only single words in the content, but not the actual name of the document. A nearly hopeless situation with a paper archive. But even the data search on a server does not provide the expected results. Not a problem for the SIGNAMUS Online Archive! The search function of the SIGNAMUS Online Archive also finds single words and parts of words in all archived documents, similar to Google. In addition it is possible to sort the list of documents found by criterias like relevance, name, author or title. You are guaranteed to find the documents you desire. Advanced Search: For extensive archives you can use the advanced search and link different search criterias like name, title, modifier, modified date and description. 4

5 SIGNAMUS Cloud Services: Secure Outsourcing of Your Archive Data protection: Confidential handling of your data is our top priority, ensuring full compliance with the requirements of the German Data Protection Act. The SIGNAMUS Cloud Services processes data worldwide. Therefore all data protection measures are also planned and implemented with international focus. International project experience compliant to directives: Companies from over 90 countries and nearly all sectors, like energy supply, services, trade, chemical industry, pharmaceuticals, logistics, telekommunications and healthcare, are already using the legally compliant SIGNAMUS Cloud Services. Optimum security and availability: SIGNAMUS is available at 365 days and consists of several separate server systems, offering reciprocal breakdown protection and a multi-level system of permission protection. Optimize all your business processes: Combine your systems with the modules of the SIGNAMUS Cloud Services for the optimization of your business processes. By using these format and platform independent modules, like signing, timestamp, verification, archiving, printing, inserting and mailing, you save on ivestment costs for the acquisition of own inhouse solutions. Easy connection to your system: Use all SIGNAMUS Online Archive features by easy connection to your system. CMIS Interface Direct Connection to Your Customer s Systems As an additional option you can book the CMIS (Content Management Interoperability Services) interface. This interface enables a direct connection between your customer s system (e.g. ERP or CRM system) and the SIGNAMUS Online Archive. The interface can be used like in an internal archive and provides all SIGNAMUS Online Archive functions (like document retrieval, search, etc.) for your system. CMIS is one of the six available interfaces for easily connecting your system to our audit-proof SIGNAMUS Online Archive. Besides CMIS the SIGNAMUS Online Archive also supports SOAP, SMTP, SFTP and WebDAV interfaces as well as the use with a web browser. 5

6 One Cloud Six Solutions With SIGNAMUS Cloud Services you can use six different modules to optimize your business processes. With these services, available on demand, all companies can at any time from anywhere flexibly and easily: All modules of the SIGNAMUS Cloud Services can be freely combined among each other and are flexibly extensible. create qualified electronical signatures verify qualified electronical signatures create and verify qualified timestamps archive automatically and audit-proof convert and format data print, insert & mail Cloud is Not Cloud The SIGNAMUS Cloud Services is an exclusive cloud. There are no anonymous users, every company and every user will be clearly identified and have agreed to the terms of use of the exclusive cloud in writing. SIGN TIMESTAMP Advantages of the SIGNAMUS Cloud Format- and platform-independent Automation of the processes Reducing strain on the resources Cost-saving Low investment costs Low maintenance costs Always up to date due to regular updates Data security by compliance to CHECK international data security directives The SIGNAMUS exclusive cloud grows dynamically with your requirements. Do you have a high document volume in a certain month or at a certain time? Just let us know SIGNAMUS will reliably process them for you. LETTERSHOP CONVERT Contact ARCHIVE Do you have questions about the modules of the SIGNAMUS Cloud Services? Or do you need an individual quotation? Further information about data protection: We will be happy to support you: +49 (0) or info@signamus.de 6

7 Security and Compliance by Specialists The SIGNAMUS Cloud Services ( is an offer of the exceet Secure Solutions AG ( one of the leading suppliers in the areas of Secure Data Exchange and Secure IT. Being the inventor of the central mass signature, exceet Secure Solutions AG offers besides SIGNAMUS Cloud Services innovative software and consulting services in the areas of data protection and data security. Our services support companies of any branches, to meet legal requirements fast and secure. International Practical Experiences With the solutions of exceet Secure Solutions several million data records are processed. Globally leading companies and organisations of various branches are our customers since many years exceet Secure Solutions AG. All rights reserved. Reproduction only permitted with the express approval of exceet Secure Solutions AG. All brands listed are the brands of the respec-tive owners. Errors, changes, and availability of the listed products, services, characteristics, and possible applications reserved. Products and services will be provided by exceet Secure Solutions Deutschland GmbH. exceet Secure Solutions makes no guarantee for the information of third parties regarding characteristics, services and availability. exceet Secure Solutions reserves the right to make changes to products and services as a result of product development, even without prior notification. None of the statements and depictions represents legal advice or may be interpreted in such a manner. In case of deviations from the contract documents and general terms and conditions of exceet Secure Solutions in conjunction with this document, the contract documents and general terms and conditions always have precedent over this document. 7