E signature technology improves many processes for documenting, reducing delays and saving money by decreasing postage, paper and the need for faxing. It also reduces the time required to send documents to signers and makes it easier for them to sign online.
A simple electronic signature is a picture of a handwritten or typed name that is attached to digital documents. These types of electronic signatures don’t include encryption or authentication features or authenticate the signature of the signer. A more sophisticated eSignature employs 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, compare it with the public key, and confirm that the document hasn’t been tampered since it was signed.
A business can improve the security of electronic signatures by implementing additional methods of verification, like passwords, two factor authentication and biometrics. These types of verification 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. Records with these rights may require an extended software cycle and it’s important to maintain the integrity of a record during any upgrade or migration processes. NARA’s guidance on scheduling records can help agencies determine the proper retention period for these records.