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Forums > PHASE I ESAs: TECHNICAL/BEST PRACTICES > General: Technical/Best Practices
Subject: digital and electronic signatures
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cheletwin2
Posts:18
05/14/2008 8:25 AM Alert 

These days the Phase 1 report travels long distances before even getting to the client.  It starts in one office, is created, then sent 200 miles or more via e-mail and FTP to another office where it is reviewed.  The question then arises, how do you obtain the signatures?  We are considering signing and scanning the signature page.  Also, the topic of digital signatures has arisen.  Does anyone out there use electronic signatures?  What are the legalities and liabilites, what are the risks?
boag97
Posts:3
05/15/2008 10:06 AM Alert 
We use them all the time and have for many years. As with any signature, they can be altered regardless of what many think. With photshopping and other, with little effort one can migrate a signature. Chasing technology solutions quickly became a losing game. Our securuty is simple but effective- each signature has a code attached to it that is recorded in a database and printed as part of the signature. If a document appears out of the blue that should not have a signature, it is quickly demonstrated that it is not the official one and has been altered by someone. You can lift and alter signatures but the code will never match. No one but those with access to the code database knows the code sequencing. It unfortunately happens, either by accident or for less than professional reasons, that a document gets legs and moves all over the world without the author knowing and the document gets altered. Since the invention of photocopying the only base to work from is that all documents can be altered and having clear evidence of the approved original structure is to have something on the document that ties the authorization of the issuing entity for release to the original papers.
ag6ob
Posts:23
05/15/2008 4:30 PM Alert 
In reference to boag97's method, how would you prove in a legal battle that you did not simply erase or alter your own database of codes and how would you know if someone has not altered the document itself while leaving the code?
boag97
Posts:3
05/16/2008 11:22 AM Alert 
Valid question. If we look to the basics. Pen and ink and issue a document. It could be altered at anytime after it left our hands. Even if you hand write a code. So we all know that with technology we are only introducing easier ways to alter.

The electronic codes, signatures and documents could be altered. So, the presence of technology does not change the concept of one being able to alter a document. You are left back with the concepts that have been present for centuries-do you have a paper trail to demonstrate something was done that should not have. I would hope that if something happened, you could have a leg to stand on if you could demonstrate that you had a system in place, used repeatedly to track what you did and issued, and others conducted actions that were not inkeeping with the acceptable conduct of business.

As with any document, once it leaves your possession, you have no control on its use. With the use of coding you have some protection- which may be better than none.
ag6ob
Posts:23
05/19/2008 4:57 PM Alert 
Thanks for the answer.