| 6.4.05. Upload Service: | | A document on a local computer may be uploaded when it is a HTML, PDF, JPG or PNG file type of less than 1MB in size. |
| 1. Purpose: | | For any client, a LoA and ToB document may be uploaded and shared by all approved people. | | This common upload service is shared for many other document attachment services. |
| 2. Policy: | | 1. Size to 1MB. | | Many thousands of documents have been uploaded over many years with a typical document size of 60KB to 600KB. So these valuable documents can be downloaded and shared by all approved people, a maximum document size of 1 MB (1,000,000 characters) has been prescribed. As network capacity increases and as local computer memory increases, this maximum document size will be reviewed and revised accordingly. | | 2. Type as HTML. PDF, JPG or PNG. | | Every uploaded document is treated as a security risk and such a document is only stored in a fixed quarantine data store where it cannot be viewed, opened or accessed. To keep people safe and secure, the uploaded document type must be HTML, PDF, PNG or JPG, however only HTML is truly safe in the long term. |
| 3. Procedure: | | 1. From any client form, click the icon in front of the "LoA Attach" label. | | 2. Where a document has been uploaded, the date of the upload will be shown and the document will be downloaded to your local computer. | | 3. Where a document has not been uploaded, a document upload page will open with a two-step process imposed by your local browser. | | 4. Click the "Browse" or "Choose File" button and file explorer will open for the document to be found and selected on your local computer - the file name will be shown after the button. | | 5. Please verify that the file size is less than the maximum size shown on the upload service page and the file type is a PDF, HTM or PNG. | | 6. Click the "Upload" button and the document will be uploaded and moved to safe and secure data stores. | | 7. The page will state if the uploaded document has been safely stored or if it has failed because of size of file type reasons. |
| 4. Presentation: | | 1. Every PDF document is a security risk, it is a container for many files and any such file may include malware. For that reason, no PDF file will be opened and viewed online from , it must be downloaded to a local computer where is will do less damage. When a PDF is uploaded it is moved to a secure quarantined data store where it cannot be opened, viewed or processed in any way. When a PDF is downloaded it is moved to a local computer where it cannot impact on <TITLE> data centres in any way.</td></tr><tr><td style="text-align:justify; padding-left:6px; padding-right:6px;">2. When a person downloads any document from the Internet they should treat that document with suspicion and never enable macros, JavaScript or any other processing capability. Local computers can be made safe by installing viewing-only applications that cannot change a document. A browser viewing an HTML document is safe and secure, so long as links, scripts and attachments are excluded.</td></tr><tr><td style="text-align:justify; padding-left:6px; padding-right:6px;">3. For simple security reasons, it is recommended that in the future all PDF documents evolve to be HTML documents to make them safe and secure. It is not logical to keep on creating PDF documents with security threats when HTML documents are safe, secure, smaller, faster and will have a longer life cycle.</td></tr></table><br><table style="width:100%; font-size:xx-small; background:white; border:1px solid silver; border-radius:10px; "><tr><td style="font-size:small; color:navy; text-align:left; padding-left:10px;">5. Exceptions:</td></tr><tr><td style="text-align:justify; padding-left:6px; padding-right:6px;">1. The way that a PDF document can evolve can cause it to be filled with many unused files that can cause upload and download failures. A simple solution may be to display the document on a local computer and save a screen image of the page. An upload of a PNG image of the document will exclude all the unused files that may cause issues.</td></tr><tr><td style="text-align:justify; padding-left:6px; padding-right:6px;">2. Anything that can be viewed on a local computer can be printed to a PDF file where that PDF file is an image of what can be seen on the screen. The printed PDF can be uploaded because it will comply with size and content requirements.</td></tr></table><br><table style="width:100%; font-size:xx-small; background:white; border:1px solid silver; border-radius:10px; "><tr><td style="font-size:small; color:navy; text-align:left; padding-left:10px;">6. Result Codes:</td></tr><tr><td style="text-align:justify; padding-left:6px; padding-right:6px;">1. The upload service involves capabilities provided by your local browser software - dumb software without any artificial intelligence. This means that your browser upload software will provide a reason code when anything does not work out as expected. Result codes range from 1 to 7, but some reasons are so obscure that they can be simplified as:-</td></tr><tr><td style="text-align:justify; padding-left:6px; padding-right:6px;">2. <B>1</B> The document exceeds all possible size limits - take a screen shot and save that for upload.</td></tr><tr><td style="text-align:justify; padding-left:6px; padding-right:6px;">3. <B>2</B> The document exceeds reasonable size limits - view the document and print as PDF file.</td></tr><tr><td style="text-align:justify; padding-left:6px; padding-right:6px;">4. <B>3 to 7</B> The document is corrupt, its file type does not match its contents or it cannot be trusted.</td></tr></table><br><table style="width:100%; font-size:xx-small; background:white; border:1px solid silver; border-radius:10px; "><tr><td style="font-size:small; color:navy; text-align:left; padding-left:10px;">7. Life Cycle:</td></tr><tr><td style="text-align:justify; padding-left:6px; padding-right:6px;">1. The upload service is designed as a safe and secure long term data store where every uploaded document can never be changed, overtyped, lost, corrupted or deleted.</td></tr><tr><td style="text-align:justify; padding-left:6px; padding-right:6px;">2. Where a client document is to be replaced, then the old document is retained and space for the new document is created by removing the file name from the Identity topic.</td></tr><tr><td style="text-align:justify; padding-left:6px; padding-right:6px;">3. Each document is represented by a client note that shows the document as an attachment that can be downloaded, but never changed in any way.</td></tr><tr><td style="text-align:justify; padding-left:6px; padding-right:6px;">4. Every uploaded document is stored for at least seven years and shall be automatically destroyed in compliance with Data Protection Regulations when it is no longer relevant - no person has the right to delete any document.</td></tr></table><br><table style="width:100%; font-size:xx-small; background:white; border:1px solid silver; border-radius:10px; "><tr><td style="font-size:small; color:navy; text-align:left; padding-left:10px;">Document Control:</td></tr><tr><td style="text-align:justify; padding-left:6px; padding-right:6px;">1. Document Title: Business Message Service.</td></tr><tr><td style="text-align:justify; padding-left:6px; padding-right:6px;">3. Keywords: Business Message Service.</td></tr><tr><td style="text-align:justify; padding-left:6px; padding-right:6px;">4. Description: Business Message Service.</td></tr><tr><td style="text-align:justify; padding-left:6px; padding-right:6px;">5. Privacy: Public education service as a benefit to humanity.</td></tr><tr><td style="text-align:justify; padding-left:6px; padding-right:6px;">6. Issued: 11 Jun 2018.</td></tr><tr><td style="text-align:justify; padding-left:6px; padding-right:6px;">7. Edition: 1.3.</td></tr></table><br></td></tr></table></td></tr></table></body></html>
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