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Getting a legal signature from SPU and non-SPU users
- 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.
- Guidelines still being finalized, please contact orm@spu.edu in the meanwhile with questions. (3/24/21)
- Adobe Sign has multiple options for authenticating a user that is signing a document.
- 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.
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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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
- Guidelines
- still being finalized, please contact orm@spu.edu in the meanwhile with questions. (3/24/21)
Simple data collection
- If data collection is all that is needed, then SPU owns Microsoft Forms and other tools better 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 the governing policies.
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