E signature technology speed up many documentation workflows, reducing delays in the process of reviewing and saving money on postage and paper as well as faxing. It also decreases the time it takes to distribute documents to signers and increases the ease with the ability to sign documents from remote locations.
A standard electronic signature is an image of a handwritten or typed name that is attached to digital documents. These types of eSignatures do not verify the authenticity of the signer nor do they include any authentication or encryption features. An eSignature that is more advanced uses verification technology to create an encrypted hash of signature data and connect it to a public key that is associated with the electronic identity of the signer. The recipient can decrypt the hash, check it to the public key and confirm that the document hasn’t been altered since it was signed.
An agency can use additional verification methods to improve the security of eSignatures including passwords biometrics, two-factor authentication, and passwords. These more sophisticated types of eSignatures are employed in cases where there is a greater chance that the validity of the signature is challenged.
Agencies should give special consideration to long-term, electronically-signed records that preserve legal rights. They may require a longer software life cycle and it is essential to ensure that the records integrity is maintained during any upgrade or migration process. NARA’s guidelines on scheduling records can assist agencies in determining most appropriate timeframes for the retention of these records.
