E Signature Technology for Agencies
E signature technology speed up many document workflows, reducing the time in the review process and saving money on postage, paper and faxing. It also reduces the time required to distribute documents to signers, and makes it easier to sign documents remotely.
A standard electronic signature is an image of a handwritten or typed name that is attached to digital documents. These kinds of electronic signatures do not have encryption or authentication features, nor do they authenticate the signature of the signer. A more sophisticated eSignature makes use of verification technology to generate a hash of the signature and connects it to an associated public key that identifies the signer’s name. The recipient is able to decrypt the hash, and compare it to the public key to ensure that the document was not altered after it was signed.
An agency may employ additional verification methods to improve the security of eSignatures such as passwords biometrics, two-factor authentication, and passwords. These more sophisticated types are employed when there is an increased chance 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 could require a longer software cycle, and it’s crucial to preserve the integrity of records when it comes to upgrading or migration processes. NARA’s guidelines for scheduling records can help agencies to determine the appropriate retention period for these records.