E signature technology speeds up many workflows in documentation, reducing delays and saving money by cutting down on postage, paper and sending faxes. It also reduces the time required to send documents to signers and makes it easier to sign documents remotely.
A basic electronic signature is a digital image of a handwritten or typed name. These types of electronic signatures do not include encryption or authentication functions or confirm the identity of the signer. A more advanced eSignature uses verification see this website technology to create an encrypted hash of the signature data and links it to a public key that is associated with the signature’s electronic identification. The recipient is able to decrypt the hash, verify it to the public key and ensure that the document hasn’t been tampered since it was signed.
An agency can employ additional verification methods to enhance the security of electronic signatures, such as passwords biometrics, two-factor authentication as well as biometrics. These more sophisticated types are used when there is a greater risk that the validity of the signature could be challenged.
Agencies should give special consideration to long-term, electronically-signed records that preserve legal rights. These records may require a longer software life period and it is vital to ensure that a record’s integrity is protected during any upgrade or migration process. NARA’s guidelines on scheduling records can help agencies determine the appropriate timeframes to keep these records.
