# Annex: electronic consignment procedure

**Procedure version: maxmove-cmr-1.** This annex governs the Maxmove consignment procedure used by participating senders, carriers, fleet workspaces and consignees. A representative agrees to this procedure when confirming the authority-and-procedure statement for the identified revision. The revision and acceptance evidence retain the procedure version; later changes do not replace that recorded agreement.

1. **Scope and parties.** The preparing party identifies the sender, contractual carrier, consignee, goods, route and applicable document profile. The international profile concerns carriage within the CMR's scope; the German domestic profile concerns a freight note under §408 HGB. The procedure does not extend either instrument's scope or replace mandatory law. The preparing party confirms ordinary freight and that no competing agreed consignment note covers the same lot. The current workflow excludes removals, dangerous goods, customs-dependent carriage, successive carriers and ambiguous multi-drop allocations.
2. **Authentication and authority.** The authenticated order booker may sign for the sender from the order owner's workspace without a phone challenge. The assigned driver accepts for the carrier with their own signed-in Account. At pickup and delivery, the representative of the sender or consignee may review the revision on the assigned driver's signed-in device and sign it there by hand; the service records the drawn signature and the driver's Account. A representative using a shared link receives a one-time code at the phone number previously entered for that party. The link alone cannot sign or reveal the document. Every signer supplies their name and confirms authority to represent the named party. Control of an Account, device or phone number does not itself establish corporate signing authority; the representative is responsible for that attestation.
3. **Review and acceptance.** The signer reviews the identified revision, including selected accompanying documents, and expressly accepts or refuses it. The sender's acceptance issues the electronic note. The carrier records acceptance and any reasoned reservations. The consignee records delivery acknowledgment, quantities and exceptions or a reasoned refusal. An operational order status, POD waiver, photograph or previously captured signature does not substitute for this document-specific action.
4. **Integrity and evidence.** The service records the exact document hash, revision, represented role, name, authority confirmation, authentication evidence and server time. For a signature given on the driver's device, it also records the time of signing as stated by that device. Maxmove seals the evidence using JAdES and retains the signed bytes and validation material in its versioned archive. The platform evidence seal is distinct from the participant's act of acceptance. It is not represented as a qualified signature or a qualified company seal. A pending seal or archive remains visibly pending; the service does not call an unsigned PDF a completed electronic consignment.
5. **Corrections.** A permitted editor records a reason and creates a new revision. Previously accepted contents and evidence remain available. All acceptances required for the corrected revision are collected again, and previous signing grants cannot accept the new revision. The parties use the current identified revision, while retaining earlier versions for evidence. Maxmove queues a change notice for participants who previously responded, using their verified phone or authenticated workspace identity. The dispatcher coordinates the change with affected participants and provides the new signing link where required; delivery of a notice does not itself establish renewed acceptance.
6. **Access and inspection.** Authorized order participants can read the permitted documents and download readable copies and evidence. A separate, phone-verified, read-only grant may provide another person access to a specified revision for 24 hours. It is revocable and cannot sign. Signing links expire after 72 hours and verified review sessions after 30 minutes. Revocation or expiry prevents future service access; it does not erase copies already downloaded. Participants provide the applicable document to competent authorities through a readable copy or this access procedure.
7. **Outages and paper replacement.** A local cached copy is marked as the last downloaded version. A signature given on the driver's device without a connection is kept there, encrypted, for up to seven days and sent once the device is online. It is recorded only if the identified revision is still current; the evidence shows the device's time of signing and the server time of receipt, and the server time is the time of recording. If the revision changed meanwhile, the signature is not recorded and the party signs the current revision again. If the electronic process cannot be completed, an authorized editor may record a reason and create a linked paper replacement. The original electronic record is retained and marked as replaced. The responsible sender/carrier informs the other participants and completes the applicable paper-original and signature process. An ordinary printout alone does not perform this replacement.
8. **Paper evidence and attachments.** An uploaded executed paper scan is evidence of the specified paper revision; it neither authenticates the handwriting automatically nor becomes an electronic acceptance. Accompanying files are bound by their exact checksums when included in a reviewed revision. Files added later do not silently alter an already accepted document.
9. **Retention and recovery.** The document archive preserves exact object versions, checksums, seal material, history and the retention rule frozen for each archived revision. The applicable operational transport-evidence policy currently retains these records for six years from year-end, subject to applicable obligations and legal holds. Device caches are temporary and are not the legal archive. Participants should export the relevant PDFs, evidence and accompanying files for their own required records. Suspected unauthorized access, incorrect party data or compromised credentials must be reported to Maxmove support without delay; access may be revoked and a corrected or replacement document issued without deleting original evidence.