Questions regarding using eSignatures at the UW
No. Electronic signatures and digital records are considered acceptable document formats for federal agencies. <
No. After a record has been executed in DocuSign, ensure your office has a procedure for how and when to download the document from DocuSign and save it locally. The UW contract with DocuSign does not include a retention plan and we do not rely on DocuSign to hold the record for the entire retention period of the document.
If you want to scan then destroy the original paper record, your office must follow the standards set forth in the Scanning resource. If your unit previously had a scanning policy created, those standards are still applicable and can be used to justify the scanning and subsequent destruction of the paper documents.
Yes, an eSignature service is now being offered by UW-IT as part of the Enterprise Document Management business service. eSignature capabilities are provided through an enterprise UW license for an online software called DocuSign. It provides the following business functions both electronically and securely: signatures, data collection, approvals, notification and acknowledgement.
For more information and to sign up, refer to the IT-Connect page on eSignatures.