E signature technology speeds up many processes in document management which reduces delays and saves money by cutting down on postage, paper and the need for faxing. It also reduces the time needed to send documents to signers and makes it easier to sign documents online.
A simple electronic signature is a digital representation of a handwritten or typed name. These kinds of electronic signatures do not include encryption or authentication features, nor do they confirm the identity of the signer. A more sophisticated eSignature uses verification technology to create a hash of the signature, and links it with a public key that is associated with the signer’s name. The recipient can then decrypt the hash, and compare it with the public key in order to confirm that the document was not altered in any way since it was signed.
An agency may employ additional verification methods to improve the security of eSignatures such as passwords, two-factor authentication and biometrics. These more sophisticated varieties of eSignatures are utilized in situations where there is a higher likelihood that the authenticity of the signature could be challenged.
Agencies should give special consideration to long-term, electronically-signed records that preserve legal rights. They may require a longer software cycle and it is important to ensure that a record’s integrity is maintained during any migration or upgrade processes. The guidelines for scheduling records from NARA can help agencies determine the appropriate timeframe for archiving these records.