What is an electronic signature? How Heffron uses Annature for SMSF security

SMSF security. Why we use electronic signatures for our documents 

Heffron uses electronic signatures to remove the long delays that inevitably occur when a large package of documents needs to be signed by lots of people and then returned. 

It's a fact of life that packages sent via the post rarely arrive in the pristine state in which they left our office. And we've all been guilty of what we call 'the kitchen bench problem' – where something important arrives in the post and is left on the kitchen bench, waiting for a convenient time to go to the post office. 

And perhaps the biggest problem with post – sometimes it doesn’t arrive at all or gets intercepted along the way. Keeping your data safe is paramount for us.

At Heffron, we began using electronic signatures in 2016 to solve all three problems. 

Our clients love the fact that it means their financial accounts and tax returns are signed and lodged more quickly.  It is particularly helpful when there are multiple signatures required, when trustees don’t all live together or when the documents arrive while someone is away.  

Electronically signing documents 

When your documents are ready for review and signing you will receive an email from Heffron via our electronic signing platform Annature. 

Once you've been through all the documents, don't forget to select 'Finish signing' to let the system know that you've signed everywhere and are happy for us to continue.  

Completed documents 

Once completed by all parties, we'll send you a copy of the completed documents for your records. You can also track your documents through our online SMSF administration portal ‘Maestro’.

Using your own signature

You can set up a signature or use the signature image provided to you by Annature. If you wish to set your own signature, sign by using your mouse, finger or stylus. Our clients find it is easier to set a signature when using a tablet or mobile device.

Shared email addresses

If you share an email address with another member or trustee of the fund, each member will receive a signing email to your shared email address asking you to review and complete the documents. Check the name at the top of the email is correct so you know it’s your turn to sign. Note – while this is how the process works if email addresses are shared, we do have a strong preference that all signatories have their own email address for added security.

Signing SMSF documents while overseas

This is one of the great benefits of Annature, you can review and sign your documents anywhere in the world.

Added Security

Passwords 

Heffron have implemented recipient authentication as an extra layer of security when accessing your documents via Annature. Upon receiving your Annature email, you will be asked to provide a valid password to continue to view the documents. When the email is created, Heffron sets the password and includes a hint as to what your password is in the email. 

If you are unsure of your password and cannot access the document, please call Heffron’s Client Relations Team for assistance. 

Data Security 

Our customers are at the heart of everything we do and we take the privacy of your personal information very seriously. We have worked closely with Annature to verify that they are compliant with international information security standards. Annature have made security a top priority, and one of the ways they have demonstrated their commitment is by achieving ISO 27001 certification, a globally recognised standard for information security management systems. This certification was obtained just six months after the company was established, making Annature the fastest e-signing company to achieve this certification.

Authentication via Geolocation  

Annature uses the geolocation options built into most modern web browsers to track the approximate location of where a signing ceremony took place. This is an additional authentication method to help secure the validity of your signed documents. Sharing your location information is not mandatory, you can still sign your documents electronically if you choose to block geolocation. 

Comprehensive Annature support materials 

• Annature User Guide 

• Annature FAQ 

You may also be interested in... 

• Other ways we protect our clients and their SMSFs