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Mobile Office System Solution with Automatic Encryption and Digital SignatureEncrypt all office communications, digital signature for office approval, secure and confidential and legal effect.

1. The currently common hidden dangers of mobile office automation leakage

At present, mobile office has gradually become a must for business office, and it has also begun to become a must for government agencies. Large companies develop their own mobile office systems, while SMEs use mobile office commercial products from many service providers already on the market. However, the following problems generally exist in all current solutions:

  1. First, the issue of transmission security. Many mobile office apps do not enable https transmission encryption, and communicate with the server in cleartext. All confidential office information is leaked under untrusted free Wi-Fi! Even if some apps use https connection encryption, they have not taken any precautions against https man-in-the-middle attacks, which is equivalent to no encryption.
  2. Second, the issue of information security. With the use of commercial mobile office apps, all kinds of confidential business information and internal management information are completely handed over to the service provider and placed in the cloud completely uncontrollable. How to protect this confidential information is a difficult problem that users cannot control.
  3. Third, the issue of self-built system investment and maintenance. Government agencies or large enterprises invest in building their own mobile office systems, like other management information systems, there are issues like large investments, long construction periods, difficult user training, high operating costs, and upgrades and maintenance difficulty. And the construction of the mobile office system also has the above transmission security issues and information security issues.
  4. Fourth, the security issues of mobile office basing on the email system. Some companies implement mobile office based on the email system, which is indeed low investment and can basically meet the daily office needs. However, the current commonly used mobile email clients do not support encrypted emails. Many email servers are set to not use TLS transmission to ensure the security of email account passwords. Once the cleartext account password is stolen, the stealer can collect all email content, there is no security and confidentiality, not to mention that the content of the mail itself is transmitted in cleartext and stored in the cloud.
  5. Fifth, the legal effect of mobile office approval. Whether it is for business office or government office, one of the important applications is the approval function. Whether the approver’s approval behavior has legal effect, whether it can be denied, and whether it is possible to approve not personally. These are common issues in the current system that need to be solved.

How to build and adopt a secure and reliable mobile office system with low investment, fast implementation, no training, and unlimited use of internal and external networks is indeed a technical and management problem for users. We believe that mobile office systems that do not solve the above five problems are not good systems. When choosing self-built or purchasing services, users must carefully evaluate the above security risks and choose appropriate technical solutions.

2. MeSign Mobile Office Automation Solution

The core technology of MeSign Technology is to provide fully automatic email encryption and digital signature solutions. We provide mobile office solutions based on encrypted email. It only needs to be based on the mature and widely used encrypted email client-MeSign App, the user’s special needs can be customized to meet the user’s mobile office needs without the need to spend time, HR resource and money to re-develop a mobile office App, without other additional equipment and server investment, just use the existing email service. (Whether it is a self-built mail server or cloud email service). We call it as Automatic Encryption and Digital Signature Solution for Mobile Office System, which are as follows:

  1. (1) On the basis of the current encrypted email client software-MeSign App, it is customized and developed according to the user's mobile office needs. It is still based on the email system transfer processing office process, but the office file transfer process uses encrypted email to achieve the whole end-to-end encrypted circulation that completely solves the above-mentioned transmission security problem.
  2. (2) Mobile office documents are not stored in cleartext on the server, but stored in encrypted email (ciphertext), which completely solves the above-mentioned information security problem.
  3. (3) Users do not need to invest in a dedicated mobile office system dedicated server, but only need to use the existing mail server or use the existing cloud email service, which greatly saves system investment and greatly accelerates the speed of project startup and deployment. At the same time, personnel basically do not need additional training, because everyone can send and receive emails. Of course, there is no additional system maintenance work and expense. This solves the above-mentioned investment and maintenance problems.
  4. (4) For the self-built mail server, if no SSL certificate is deployed, we will give away a publicly trusted SSL certificate for free to protect the user’s email account password, and to protect the user’s web login email security and MeSign App login email password security. This solves the basic security problem of the above-mentioned mail server.
  5. (5) We use email signing certificate to realize the digital signature of office approval with a timestamp signature to confirm that the approver’s identity is trusted, and the approval behavior has legal effect, and once the approval is completed, the approver cannot deny it because of the digital signature and timestamp. This is very important. If there is no digital signature, it is impossible to prove that the approval is actually performed by the approver and the approver can also deny that the server system can forge the approval. At the same time, the use of trusted timestamp can also effectively prove the trusted approval time of the approval behavior, which is also unforgeable and non-repudiation. In the process of document circulation, every approver has a digital signature, which completely solves the legal effect of mobile office approval as mentioned above.
  6. (6) If the approved PDF file needs to be finally released to the employees or released to public, after the relevant approver has finally completed the approval, the MeSign e-Signing Service can be called to complete the organization's digital signature and the e-seal stamp to ensure that the released document is trusted and cannot be tampered with illegally, and this document has legal effect due to the global trusted digital signature. This may be a function that other mobile office systems cannot provide.
  7. (7) Not only supports Android and iOS mobile devices, but also supports PC (Windows/MacOS/Linux), so that users can handle office affairs whether they use computers in the office or use mobile phones outside, and can seamlessly decrypt the encrypted data.

MeSign mobile office system solution with automatic encryption and digital signature is an encrypted office system based on encrypted email, because who to send an email to, and to whom to copy to, is the same process for office approval as who to review and copy to whom! And we have completely solved the problem of automatic encryption of emails, that is, solved the problem of automatic encryption of mobile office, so that mobile office is no longer a convenient but more secure application. At the same time, we also adopt digital signature approval behaviors and office documents to meet the compliance requirements of the related electronic signature laws. Feel free to contact us for more details.

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