2014-04-04
PaperFreeWeb•Tech•Law
My paper-less business and some of the legal aspects
About me and my work
My name is Paul Jacobson!
!
I am Web•Tech•Law’s managing director !
and a digital risk strategist
I have an allergy to paper !
(among other things)
I haven’t relied on paper files for several years
My workflow
Everything is scanned or digitised!
as soon as possible.
This is my
workspace
My workflow is optimised for digital
Paper is collected!
in a tray for!
processing
Everything is scanned!
(documents, recei...
Even handwritten notes!
are captured digitally
01
Backups are essential - local and offsite
We contract with clients online*
*Take a look at http://webtechlaw.com/client-registration/
Submission !
data
+
Contract!
confirmation
+
Contract!
text
Your digital contract
Identification!
Authentication
Signature!
...
You have to consider the medium and
the user experience in a digital context
The legal stuff (well, a taste)
“Information is not without legal force and effect merely on
the grounds that it is wholly or partly in the form of a data...
“‘data message’ means data generated, sent, received or
stored by electronic means and includes—!
(a) voice, where the voi...
“Writing.—A requirement in law that a document or information
must be in writing is met if the document or information is—...
Electronic signatures
“data attached to, incorporated in, or logically associated with
other data and which is intended by...
“Where the signature of a person is required by law and such
law does not specify the type of signature, that requirement
...
Originals
Integrity preservation!
assessment
Information capable!
of being displayed
Is the information!
complete and!
una...
Data retention
Subsequent!
reference
Accurate!
representation
Verify origin and!
destination
01
Consider the disadvantages
Protect your data
Confidentiality
Data protection!
compliance
01
Suggestions
✤ Longer or more complex pass
codes!
✤ Secure data storage devices!
✤ Limit password attempts!
✤ PIN codes ...
Thank you for your time
Paul Jacobson!
!
paul@webtechlaw.com!
!
083 444 8260!
!
@pauljacobson
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2014-04-04 PaperFree Web•Tech•Law presentation

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I presented at an event to promote the PaperFreeWeb movement and spoke about paper-less workflows and some of the legal issues to bear in mind when shifting to a digital workflow.

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2014-04-04 PaperFree Web•Tech•Law presentation

  1. 1. 2014-04-04 PaperFreeWeb•Tech•Law My paper-less business and some of the legal aspects
  2. 2. About me and my work
  3. 3. My name is Paul Jacobson! ! I am Web•Tech•Law’s managing director ! and a digital risk strategist
  4. 4. I have an allergy to paper ! (among other things)
  5. 5. I haven’t relied on paper files for several years
  6. 6. My workflow
  7. 7. Everything is scanned or digitised! as soon as possible.
  8. 8. This is my workspace
  9. 9. My workflow is optimised for digital Paper is collected! in a tray for! processing Everything is scanned! (documents, receipts,! vouchers, everything) I capture info and! short documents! with my iPhone Captured into! Evernote for later! reference Option 1 Option 2
  10. 10. Even handwritten notes! are captured digitally
  11. 11. 01 Backups are essential - local and offsite
  12. 12. We contract with clients online* *Take a look at http://webtechlaw.com/client-registration/
  13. 13. Submission ! data + Contract! confirmation + Contract! text Your digital contract Identification! Authentication Signature! Assent Agreement
  14. 14. You have to consider the medium and the user experience in a digital context
  15. 15. The legal stuff (well, a taste)
  16. 16. “Information is not without legal force and effect merely on the grounds that it is wholly or partly in the form of a data message.” – Section 11, Electronic Communications and Transactions Act
  17. 17. “‘data message’ means data generated, sent, received or stored by electronic means and includes—! (a) voice, where the voice is used in an automated transaction; and! (b) a stored record;” –“data message” definition
  18. 18. “Writing.—A requirement in law that a document or information must be in writing is met if the document or information is—! (a) in the form of a data message; and! (b) accessible in a manner usable for subsequent reference.” – Section 12, Electronic Communications and Transactions Act
  19. 19. Electronic signatures “data attached to, incorporated in, or logically associated with other data and which is intended by the user to serve as a signature” Identity or! authentication Indication of! approval
  20. 20. “Where the signature of a person is required by law and such law does not specify the type of signature, that requirement in relation to a data message is met only if an advanced electronic signature is used.” – Section 13, Electronic Communications and Transactions Act
  21. 21. Originals Integrity preservation! assessment Information capable! of being displayed Is the information! complete and! unaltered? Purpose for which! information was! generated All other relevant! circumstances
  22. 22. Data retention Subsequent! reference Accurate! representation Verify origin and! destination
  23. 23. 01 Consider the disadvantages
  24. 24. Protect your data Confidentiality Data protection! compliance
  25. 25. 01 Suggestions ✤ Longer or more complex pass codes! ✤ Secure data storage devices! ✤ Limit password attempts! ✤ PIN codes on storage apps (Dropbox, Evernote)
  26. 26. Thank you for your time
  27. 27. Paul Jacobson! ! paul@webtechlaw.com! ! 083 444 8260! ! @pauljacobson

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