An electronic signature is any electronic means to indicate that a person adopts the contents of an electronic message. The U.S. Code defines an electronic signature for the purpose of U.S. law as “an electronic sound, symbol, or process, attached to or logically associated with a contract or other record and executed or adopted by a person with the intent to sign the record”.
Act 722 of 2007 requires state agencies to use or permit the use of electronic records and electronic signatures no later than June 2009. The Department of Finance and Administration and the Department of Information Systems (DIS) were tasked with creating standards and policies governing the use of electronic signatures and this document serves as the technical standard. State agencies may comply with this standard or create their own standards pursuant to the legislation. Agencies determine the appropriate type of electronic signature for their transactions.
Wow, what does that really mean?
When you go into your favorite retailer and swipe that credit or debit card, you have to sign something. (You don’t enter your debit PIN do you? You should always use your debit card as a credit card, but that is another post.) Most places have little pads with pens attached where you are supposed to sign. If you are like me, my signature never looks like it does on paper. And my daughter thinks she is cool and draws a turtle when she signs. In theory, the checkout clerk is supposed to verify that your signature matches the one on the back of your card. That is an electronic signature. It is equal to signing a piece of paper in front of someone. Oh, and if you did enter your pin code, (don’t do it) that could count as an electronic signature too. If you are shopping online and are asked to enter that little CCV code from the back of your card, yep, that is an electronic signature.
Electronic signatures are not the same as “digital signature”, but digital signatures can be electronic signatures. Confused? Digital signatures have something else to go with them to prove that you are who you say you are. This can be an electronic certificate, an extra password, a voice code, or even pricking your finger and testing your blood. Okay, that last one is probably from a movie, but it would count.
Digital signatures are harder to maintain. There is a lot of background information and security to maintain their integrity. That is one reason before you implement any of these technologies, you should know what is at risk.
Look at Electronic Signature Policy (PDF), Digital Signage Instructions and Electronic Signature Standard (PDF) in the Policies and Standards section of our website. They can help your agency decide how to best implement electronic signatures or help determine if an extra step is needed to protect that important data by implementing digital signatures. Microsoft Word, Adobe Forms, and other software offer the ability to do electronic signatures too. If all you need are the cool little signature pads, SHI has identified a few companies that may have what you want.
ARX – Digital & Electronic Signature
Electronic signatures are probably used by all of us every day. Getting gas, buying something at a store, or even renewing a license in person or online. Agencies are now required by law to support them. I hope this helps your agency as you implement these technologies. If we at DIS can help, please contact your customer service representative. Just remember, I am not pricking my finger to get a driver’s license, but I promise I will not sign my name as a turtle.
