Time stamps to certify documents

We know that protecting the integrity of digital documents goes far beyond simply completing them. What happens if, in a few months, someone questions whether the document has been modified? To guarantee its legal value over time, it is essential to certify documents and record when they were generated.

This is where timestamps come in: a mechanism that guarantees the legal validity, integrity, and authenticity of any electronically signed document throughout its life cycle, from creation to retirement.

In this article, we explain what it is, why it is so relevant in today’s society, and how it can help you certify documents, comply with regulations, prevent conflicts, and optimize processes.

Timestamps or how to certify documents

A timestamp is a mechanism that allows you to prove that a set of data has existed, was created at a specific time, and has not been altered since then. To link this data to a specific moment in time, a Time Stamping Authority (TSA) that is duly accredited as a trusted third party is involved.

This mechanism is based on robust cryptographic technologies, generating legally recognized, solid, and verifiable evidence.

It can be applied to all types of electronic documents or files (contracts, invoices, emails, certificates, records, etc.), providing:

• Traceability
• Inalterability
• Probative value.

Security, integrity, and legal validity of documents

The use of time stamps has become a benchmark standard for certifying documents and within digital transformation, as it generates one of the most legally solid forms of evidence: time.

Imagine that you send a digital contract to be signed. The time stamp proves that the document was signed on a specific date: for example, July 25 at 12:23 p.m. and that, since then, not a single comma has been changed.

For this reason, many consider it one of the most valuable mechanisms for guaranteeing the authenticity, integrity, and legal validity of documents.

The areas it covers include:

• Proof of existence: It certifies that the document existed and/or was signed on a specific date and time.
• Ensures integrity: It certifies that it has not been modified.
• Legal validity: Its backing is enshrined in regulations such as the eIDAS Regulation (EU) No. 910/2014, Law 6/2020 in Spain, and international information security standards.

In addition to these legal aspects, incorporating it brings tangible and strategic benefits to any organization that manages digital documentation:

• Fraud prevention: It prevents anyone from modifying the document after it has been signed, thus doing everything possible to prevent fraud.
• Legal reinforcement: It provides additional guarantees in the event of legal disputes.
• Regulatory compliance: It facilitates compliance with regulations such as eIDAS, ENS, GDPR, among others.
• Cost savings: Minimizes travel, legalizations, and in-person procedures.
• Digital trust: Generates credibility with customers, partners, and public bodies.

Key applications of time stamps

Far from being a complex technology, time stamps are used in multiple contexts:

Their most common applications are:

• Digital signatures: Certify the exact date, even in scenarios with multiple users.
• Electronic contracts: Set a “certain date” for the agreement, minimizing legal disputes.
• Copyright and intellectual property: Support the authorship and date of creation of designs, works, or inventions.
• Accounting and financial records: Ensure integrity and traceability for audits and inspections.
• Blockchain and traceability: They enhance immutable records with an externally validated time stamp.
• Electronic evidence management: They reinforce the probative validity of files submitted to third parties.

When is it mandatory?

If you think about it, you have probably signed more documents than you can remember. In your youth, these may have been enrollment forms for studies or stays abroad. As you reached adulthood, they evolved into loans, appliance warranties, or perhaps your children’s summer courses. In other words, not all documents are the same. What does this mean? For the vast majority of documents, time stamps are merely a recommendation.

However, in some cases, they are mandatory and much more than necessary to incorporate. This is the only way to guarantee the security and transparency of processes. Furthermore, they are essential as reliable chronological evidence in sectors where deadlines and document integrity are critical:

• Public tenders and electronic auctions: Avoid disputes over deadlines.
• Submission of appeals and legal documents: If necessary, they can be used as evidence in legal proceedings. They also certify their temporal authenticity.
• Procedures with legal deadlines: Verify that they were carried out within the stipulated time frame.
• Compliance with internal document security policies: Many organizations require time stamping as part of their information governance system.

Certify the dates of your documents

We specialize in developing innovative solutions that combine advanced electronic signatures and qualified time stamping, in line with the most demanding legal and technical standards.

Our cloud platforms, APIs, and custom integrations adapt to the needs of organizations of all sizes. We help you certify documents, automate processes, improve traceability, and comply with the law without complications.

Contact our team, who will be happy to help you implement time stamping to certify documents in a simple, scalable, and 100% legal way.