E signature technology speed up many documents, reducing time 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 for signers and improves the ease at the ability to sign documents from remote locations.
A basic electronic signature is a digital representation of a typed or handwritten name. These types of eSignatures do not verify the authenticity of the person signing it or include any authentication or encryption features. An eSignature that is more sophisticated uses verification technology to generate a hash of the signature and links it with an associated public key that identifies the signer’s identity. The recipient can decrypt the hash, compare it to the public key and verify that the signature has not been tampered since it was signed.
An agency may employ additional verification methods to enhance the security of eSignatures including passwords biometrics, two-factor authentication and biometrics. These more sophisticated forms of eSignatures are used in cases where there is a higher likelihood that the authenticity of the signature will be challenged.
Agencies should give special consideration to long-term, electronically-signed records that preserve legal rights. These records may need longer software cycles, and it’s vital to maintain the integrity of a record when it comes to upgrading or migration processes. The guidelines for scheduling records from NARA can assist agencies in determining the proper retention period for these records.