E signature technology accelerates many processes in document management by reducing delays and saving money by reductions in postage, paper and faxing. It also reduces the time required to distribute documents to signers, and makes it easier for them to be signed online.
An electronic signature is an image of a handwritten or typed name that is attached to digital documents. These kinds of electronic signatures do not include encryption or authentication functions or verify the identity of the signer. A more sophisticated eSignature uses verification technology to generate a hash of the signature, and links it with a public key associated the signature’s identification. The recipient is able to decrypt the hash, check it with the public key and verify that the document has not been altered since it was signed.
A company can improve the security of electronic signatures through additional authentication methods, including passwords as well as two factor authentication and biometrics. These more sophisticated types of eSignatures are employed in cases where there is a greater risk that the signature’s validity will be challenged.
Agencies should give special consideration to long-term, electronically-signed records that preserve legal rights. They may require an extended software cycle and it’s important to maintain the integrity of records during any migration or upgrading processes. The guidance provided by NARA for scheduling records can help agencies to determine the proper retention period for these records.
