Information Technology
Electronic Signature Policy - 2D5
Purpose
The Uniform Electronic Transactions Act grants state agencies, such as SIUE, the discretion to determine the extent for which it will send and receive electronic records and electronic signatures to and from other persons and otherwise create, use, store, and rely upon electronic records and electronic signatures. Therefore, this electronic signature policy is intended to provide parameters to employees of SIUE in establishing procedures within their respective areas.
The University may provide and accept an electronic signature as legally binding and equivalent to a handwritten signature on a contract as permitted by law. Departments seeking to provide and accept electronic signatures must:
- comply with conditions for providing identity assurance, such as authenticating the identity of the user through university systems or additional levels of authentication as required
- ensure that the signature and all necessary verification records are maintained for the full record's life cycle, consistent with the relevant section of the SIUE Record Retention and Disposition Policy.
An electronic signature that does not meet these criteria at the time of signature may not be binding on SIUE.
Definitions
Electronic Signature: Electronic signatures are defined as a signature in electronic form attached to or logically associated with an electronic record. An electronic signature may be proved in any manner and includes but is not limited to electronic checkboxes, initials, signatures, and authenticated form submissions.
Digital Signature: A digital signature is a type of electronic signature that includes a security procedure used to validate the identity of the signer with a predetermined and appropriate level of assurance. It generates a digital certificate to be attached to or logically associated with the electronic document or record.
By definition, all digital signatures are electronic signatures, but not all electronic signatures are digital signatures.
Procedure
Departments seeking to implement and accept electronic signatures must first assess and mitigate the risks associated with the transaction by following the Risk Assessment & Path Selection Guide. As the risk for a negative incident during a transaction increases, the more certain the University must be with the signer's asserted identity. Additionally, all applicable laws, rules, regulations, and University policies and procedures must be followed. Departments needing assistance selecting an electronic solution for a specific transaction should consult with ITS. Assessing the risk level of a specific transaction is the responsibility of the department. Secure digital signatures or handwritten signatures should be reserved for circumstances when they are required by law, regulation, or other applicable policy or authority.
Policy Development and Review
ITS will serve as the steward of this policy and will coordinate periodic reviews and updates.
Adapted with permission from the University of Illinois Electronic Signature Policy, July 13, 2021.
Approved by Chancellor effective 3/30/22
This policy was issued on March 31, 2022.
Document Reference: 2D5
Origin: OC 3/30/22
