E signature technology speeds up a variety of document workflows, reducing the time during the review process and saving money on postage paper, faxing and postage. It also decreases the time it takes to distribute documents for signers, and increases the ease with the ability to sign documents from remote locations.
An electronic signature is a picture of a typed or handwritten name that is attached to digital documents. Electronic signatures of this kind do not have encryption or authentication functions or verify the identity of the signer. A more sophisticated eSignature utilizes verification technology to create an encrypted hash of signature data, and then connect it to a public keys associated with the signature’s electronic identification. The recipient can decrypt the hash, check it to the public key and ensure that the document has not been altered since it was signed.
A company can enhance the security of electronic signatures through additional verification methods, such as passwords, two factor authentication and biometrics. These more sophisticated types are used when there is greater chance that the validity 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 more lengthy software life cycle and it is essential to ensure that a record’s integrity is maintained throughout any migration or upgrade processes. NARA’s guidelines for scheduling records can help agencies to determine the appropriate period of retention for these records.