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Getting a legal signature from SPU and non-SPU users
- As long as we have contact info for signers, Please review ORM's SPU Electronic Signature Guidelines (link forthcoming) document for more information on if Adobe Sign is a good solution for your situation.
- Adobe Sign has multiple options for authenticating a user that is signing a document.
Getting authorizations from multiple users in a process.
- A single document that needs multiple signers on it can be accomplished in a simple approval workflow.
Allowing user-initiated document submission
- Documents can be posted as a link that users can click to fill out and sign.
Preserving a single document of all authorizations and agreements.
- Adobe Sign creates an authenticated final file with timestamped signatures from all parties that can be downloaded and saved in an SPU file storage system.
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Gather formatted data for entry into data systems.
- This is better-accomplished in Microsoft Forms or Formstackanother forms-tool.
Multiple linked documents requiring authorization.
- Multiple documents must be merged into a single document in order to be stored and authorized together in Adobe Sign.
Implement a business process workflow.
- Any workflow processes not related to approval that need to be accomplished before, during, or after one or more authorizations, need to be defined and conducted outside of Adobe Sign.
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Writing and creating agreements
- The Adobe Sign process begins with the finalized version of a document. Continue to use your current processes for writing and revising documents for agreements, and then, once the language has been finalized and approved, you can upload the final version to Adobe Sign for folks to sign.
Legality and enforce-ability of an agreement
- SPU users should continue to work with the Office of Risk Management to ensure any agreements they need to sign, or have signed by other, are created properly to meet the needs of the university and that the authorization method being used is acceptable for the agreement in question.
- SPU Electronic Signature Guidelines (link forthcoming)
Simple data collection
- If data collection is all that is needed, then SPU owns Microsoft Forms and Formstack as other tools better tools suited for doing so.
Records retention policies
- Agreements that are signed digitally are still subject to the same University and legal retention policies as if they were physical documents.
- SPU recommends that employees centrally store all such documents in a place where they can be retained and purged per these the governing policies.
Comparison of Functions
| Adobe Sign | Microsoft Forms | |
|---|---|---|
| Authorization - SPU User |  | |
| Authorization - External User | |  |
| Authorization - Multiple Users | | |
| Data Collection - All Users |
| |
| Contracts (if approved by ORM) | | |
| User-Initiated Forms | | |
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