It supplements the Office of Managemen… b. All hard copies and electronic copies of the signature are to be destroyed. ) or https:// means you’ve safely connected to the .gov website. Electronic Signature Policy Electronic Signature Policy 1 Purpose This policy is concerned with use of electronic signatures. Purpose. GSA personnel possess the public key certificates needed to digitally sign documents. Learn more. This Order authorizes the use of digital signatures as the preferred means of providing signatures for all GSA documents. There is a HIPAA requirement that calls for a standard to be adopted for electronic signature usage. The recipient of a signed document can rely on the digital signature as evidence for a third party that the signature was generated by the claimed signer. 1-86-NARA-NARA or 1-866-272-6272, Records Management Regulations, Policy, and Guidance, www.archives.gov/records-mgmt/bulletins/2015/2015-03.html, Records Life Cycle vs. System Development Life Cycle. Special considerations relating to long-term, electronically-signed records that preserve legal rights. An approved electronic signature method is one that has been approved by the Vice President for Administrative Services, in accordance with this policy and all applicable state and federal laws, and which specifies the form of the electronic signature, the systems and Procedures used with the electronic signature, and the significance of the use of the electronic signature. When agencies use third party contractors they can use specific contract language to help ensure that records management requirements are met. Note: The policy does not mandate the 1. use of an electronic signature 2. application to those internal operational type document… the agency determines that incorporation of an electronic signature into a record will result in changes to the retention period for that record; incorporation of the electronic signature and/or resulting parallel changes in the work process significantly changes the character of the record. Service Providers . P4070 Electronic And digital Signature policy P4070 Rev 1.0 Page 4 of 5 Effective: November 1, 2017 a personal identification number (PIN), password, or knowledge-based authentication (KBA). The electronic signature is unique to the person using it. 4. If the electronically signed record needs to be preserved, whether for a finite period of time or permanently, then the agency needs to ensure its trustworthiness over time. The RF allows the use of electronic signatures as an acceptable alternative to an original signature for those documents requiring signature or acknowledgement in accordance with minimum standards. Functions of Signatures Signatures serve specific functions. F. Electronic signature or e-signature Electronic signature or e-signature means an electronic sound, symbol or process that is attached to or logically associated with a record and that is executed or adopted with the intent to sign the record. The eSignature Directive established the legal framework at European level for electronic signatures and certification services. Context: Some electronic signature technologies rely on individual identifiers that are not embedded in the content of the record, trust paths, and other means to create and verify the validity of an electronic signature (see, Structure: Preserving the structure of a record means its physical and logical format and the relationships between the data elements comprising the record remain physically and logically intact. Although the act enables documents to be signed electronically, the option to do so lies solely with the consumer. Secure .gov websites use HTTPS Electronically-signed records documenting legal rights and electronically-signed records that must be retained permanently have special considerations. 1. Service and solution providers . Digital signatures are used to authenticate and verify the integrity of signed electronic records. 4. 2. 2. Learn more. POLICY OWNER Director, Governance, Regulation and Risk. Explains what electronic signatures are, how to use them, and the role of trust services. Train agency staff in the standard operating procedures. Appendix B - For Further Information and Assistance, http://www.archives.gov/records-mgmt/policy/index.html, Fast Track Guidance Development Project site, Department of Defense (DoD) Standard 5015.2, Records Management Self Assessment (RMSA), Records Storage Facility Standards Toolkit, This guidance is available in two formats- — HTML and. Official websites use .gov The aim was to ensure the security and legal integrity of communication occurring online by making electronic signatures easie… The University of Arizona will adopt Security Procedures for e-signatures, e-transactions, and e- records that are practical and secure, and that balance risk and cost. Security Procedures and Unauthorized Use of Electronic Signatures. California Government Code § 16.5 requires that a digital signature be ‘capable of verification’. ­­­­­­­­­­­­­­­­­­­­­­­­­/S/_________________________________ This Order authorizes the use of digital signatures as the preferred means of providing signatures for all GSA documents. Multiple signatures can indicate initial approval and subsequent concurrences. Let us show you how to adopt electronic signatures and seals, ensuring EU-wide validity. b. This Order applies to GSA personnel with the responsibility for signing documents in support of GSA operations. Published 8 September 2014 Last updated 18 August 2016 — see all updates. Digital signatures are more secure and trusted than traditional pen and ink signatures. 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