A delivery can be complete and leave an open problem: an accused person's accused is illegible, a signature lacks or no one can explain who's been received. A similar thing happens at a warehouse when a person's person has a INEbut an authorisation to withdraw goods corresponds to another operator.
The electronic logistics signature helps document agreements and acceptances and its usefulness increases as the process relates the document with the person, operation and evidence necessary to answer a claim.
For carriers, logistics operators and distribution centers, digitalizing means deciding what to sign, who can and how to recover the file. Signature, identity and authorisation require their own checks.
Where the logistics file's broken
Transport and service outlays
Imagine a logistics operator that incorporates outside carriers. Purchasing receives the contract by mail and operations keeps identities in another folder and security manages the access authorizations. When the dedicated operator changes, the logs stop matching.
A related file by supplier, service and contractual version makes it easier to review outstanding ones. The electronic signature can support formalization and confirm the firmer's identity and his or her powers require additional checks.
Withdrawal and proof of delivery
In another hypothetical example, a driver arrives with an identification and a screen capture of an order. Although the credential corresponds to that person, it remains to be confirmed that the client authorized the withdrawal of that load.
At destination, an on-screen signature can also be insufficient if it isn't related to the referral, the quantity received and the observations.
What documents can be signed electronically
Many agreements and acceptances can be implemented through electronic data messages and signatures. The selection depends on the document, applicable formalities and what has been agreed between the parties. Each flow should be reviewed with law.
| Document or process | Possible use of electronic signature | Relevant evidence or review |
|---|---|---|
| Transport service contract | Documenting acceptance of conditions and annexes | Agreed version, identity and powers of the signatory |
| Service orders and authorizations | Record instructions and acceptance | authorized transmitter, scope and link with operation |
| Reissues and charges of surrender | Document of reception and comments | Goods, quantity, recipient and exceptions |
| Contingency and proceedings | To register stated commitments or events | Accurate content, participants and annexes |
| Employment contracts and documents | To put in place agreements as appropriate | Specific forms and work maintenance |
The table guides an assessment and does not turn any document into a replacement with a signed file. Special requirements have to be identified and have been submitted to an authority and procedures that require another form of instrumentation.
Labour Articles 25 and 804 of the Federal Labour Act they are references to review documented working conditions and document retention. A commercial configuration should not be moved automatically to the personnel file.
Simple signature, advanced signature and NOM-151: what each contributes
The Trade Code, in its provisions on data messages and electronic signatures, recognizes the use of electronic means in commercial acts. Electronic media do not eliminate the need to demonstrate attribution, integrity and compliance with the applicable formalities.
Simple electronic signature: document acceptance
An acceptance click, a code or an electronic signature device can be integrated as they are linked with the sign and with information accepted. A separate signature image offers little explanation about the production process.
To evaluate a simple signature, she asked how the document had been submitted, what action had been expressed by acceptance and what records allowed them to be related with a person. Their evidentiary usefulness depended on the set of evidence and the case.
Advanced signature: Mechanism requirements
The advanced or reliable electronic signature is analysed in accordance with requirements such as the link of production data with the signatory, their monitoring and the possibility of detecting changes, as required by the applicable framework. Article 97 of the Trade Code refers to this commercial assessment.
To add a selfie or a time seal does not automatically credit all these requirements. Also, it should be assumed that any private contract sign requires the .sign of SAT:: The concrete act and mechanism should be revised.
NOM-151: maintenance and integrity
The NOM-151-SCFI-2016 lays down requirements for keeping data messages and digitalizing documents. It should be distinguished from the act by which a person expresses his acceptance.
A maintenance constancy can give evidence of integrity and time reference with respect to protected content. It does not itself prove who signed, his powers or that the goods were effectively delivered.
Section 49 of the Trading Code lays down commercial maintenance obligations and, where maintenance requirements are applicable, they have to be met in accordance with the applicable regulations and this does not mean that every logistics agent requires an individual record or that every maintenance is a commercial choice.
Legal and operations have to define which documents are subject to specific obligations and how to retain them. NOM-151and how it can be verified later.
Do you have to order contracts and indictments? Check electronic signature solution JAAK and propose what documents, signatories and evidence require your operation.
Tax letter and signing of transport documents
The IATC and its complement Carta Porte have its own fiscal role and rules. Articles 29 and 29A of the Federation's Tax Code and information from SAT about Porte Charter are references to determine the obligations of each operation.
To sign an electronic referral, contract or accused person does not issue or name an IIC. Nor does it substitute for a review of when the supplement proceeds, who should issue and what information should be incorporated.
The fiscal seal and timmer have a different function from the documentary acceptance of a service or a delivery. Records can relate both elements by means of an identifier and an operation reference, while maintaining their respective functions and archives.
For example, a presentation with comments may require a detailed accused even if fiscal documentation exists. The latter does not necessarily describe anything that parties need to prove about quantity, conditions or reception reserves.
Validation of operators: INE, QR, identity and authorisation
To read a credit doesn't mean to check his carrier
The OCR Expand text from an image. INE Access information or allow checks that depend on the credential model and the mechanism used. They are operations that have to be described with precision.
No secluded reading simultaneously attests to the validity, complete authenticity of the document and identity of the carrier. To know the characteristics and warnings of the credential, the institutional reference is the INE.
When evaluating a solution, separate these layers:
- Captura: What information can be obtained by OCR or QR.
- Documentary review: What concurrently or elements are discussed.
- Consulta oficial: what authorized service was used and what result was delivered.
- Link with person: how face and liveness detections are applied, as appropriate.
Facial comparison contrasts face samples. The liveness detection evaluates genuine presence signs during capture. They complement them but their results have to be interpreted within the process and their limitations.
Identity, license and authorisation are different checks
A person can prove his or her identity and lacks permission to withdraw some burden. INE without attesting to the license required to conduct the assigned unit.
The leave and conduct obligations have to be revised in accordance with the applicable service and autotransport framework, including Act on Federal Roads, Bridges and Self-Transport and its related regulations.
At retirement, it defines who permits, how an operator change is communicated and who resolves a discrepancy. Security requires a tractable instruction related to load and person and a biometric coincidence does not replace that authorisation.
When an identity should be strengthened
It may be useful to evaluate additional controls at remote heights, unexpected operator changes, sensitive goods retreats or exceptions that do not allow to corroborate the recipient by the usual procedure. The level of monitoring should be at risk and context.
A failed capture also doesn't prove fraud. It wants reattempts, review and care for exceptions to avoid an automatic technical problem becoming an indictment or an without an alternative.
What evidence should be preserved
A useful file allows to rebuild the operation without dependent on scattered conversations. as a design guide, considers:
- Agreed final document, its version and related annexes.
- Identifier of service, loading, referral or delivery.
- Participant and authorized or authorized person.
- Acceptance action and date and hour logs, indicating their origin.
- Results of verifications performed and references to their scope.
- Quantities, incidents, reserves and evidence of partial surrender.
- Records of integrity and maintenance as appropriate.
- Access and movements of relevance to the traceability of the file.
The regular technical records of an application should not be described as a certified time stamp, nor should an individual location, photo or IP address be attributed conclusive value.
Define how the file will be exported, who will be able to consult and how it will be retrieved with a dispute. If you use TMS, WMS or ERP, set up the shared identifier and information exchange that each system needs and confirms the available integrations for your implementation.
Management of INEphotographs and biometric data should consider The Federal Act for the Protection of Personal Data at the Possession of Individuals. Define purposes, information to people, consent as appropriate, accessibility, safety measures and applicable maintenance periods. To get more information requires justification and biometrics are not a universal requirement of logistics.
How to get these decisions to a project with JAAK
The public documentation of JAAK electronic signature, Identification check, facial comparison between two images y Liveness detectionThat capacity should be assessed from a clear operational need.
To leave a carrier, the project can focus on interviewing contractual acceptance and sign evidence. For a distribution centre, the conversation can be focused on checking identity and linking the result with the retirement authorization administered by the company.
In claims, it was important to agree how to preserve and recover documents, annexes and results. The recruitment, consultation and integration should be confirmed for each case and one component should not be assumed to solve the entire file.
A pilot can organize as follows:
- Choose a flow: high, retirement, surrender or incidence.
- To specify the question: acceptance, identity, authorization or integrity.
- Asignar responsables: and technologies.
- To define evidence and exceptions: how discrepancies are met.
- To measure the process: pending, retrying, recovery time and complete files.
These metrics serve to evaluate the pilot against his initial situation. They are neither guaranteed results nor client figures.
Preguntas frecuentes
Is electronic signature valid in logistics documents?
The Act, applicable formalities and evidence of attribution and integrity have to be revised and electronic format alone does not solve these issues.
Can I sign an electronic delivery agent?
It can be documented electronically as soon as the applicable framework and the terms and conditions of the process permit.
The NOM-151 is required for each accused or referral?
The applicable maintenance obligations and the extent of evidence required for each document and process have to be determined.
A sign with NOM-151 advanced signature?
Maintenance NOM-151 and the requirements of an advanced signature are different issues. A constancy does not automatically atcredit monitoring of the mechanism, identity or acceptance of the signatory.
The QR of INE confirms that someone can withdraw merchandise?
No. Your reading or checking has a specific scope about your credential and your information. The carrier's identity and retirement authorization require your own verifications.
Does electronic signature replace the Porte Letter supplement?
It does not replace the issuance, stamping (timbrado) or tax obligations of the CFDI and of the applicable complement. Signing an acknowledgment or a contract serves a different function.
From document signed to a file you can explain
A well-documented logistics process allows them to answer who acted, what they have accepted, with what authorization and what evidence they have been preserved. The technological choice should start with these questions and with the requirements of each operation.
Do your company need to improve contract signing, operator validation or delivery evidence? Requests advice or demonstration with JAAK To review the flow and define what combination of signature, identity and conservation corresponds to your case.