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    Chattanooga State Technical Community College
   
 
  Sep 21, 2017
 
 
    
Policies

08:24:00 Establishing an Official Electronic Signature


  1.  Introduction
    1. In accordance with TBR Guideline B-095 and other TBR and state guidelines, every TBR institution will have a policy providing guidance on required steps to use electronic signatures so they can be considered as legally binding as a written signature. Specific actions are necessary to meet the requirements necessary under TBR Guideline B-095.
  2. Purpose:
    1. This policy establishes what steps are necessary to meet TBR and State guidelines to ensure that an electronic signatures can be utilized when conducting official activities for Chattanooga State Community College.
  3.  Scope:
    1. This guideline applies to all ChSCC staff, faculty and all forms of electronic signatures and electronic records used to conduct the official business of ChSCC. Such business shall include, but are not limited to electronic communications, transactions, procurements, contracts, grant applications, and other official purposes.
  1. Establishing an Official Electronic Signature:
    1. Identify the risks associated with using an electronic signature process and determine if the risks are manageable including impact on other processes.
    2. Develop step-by-step instructions that include the following:

a. Establish mutual agreement to use electronic signatures between the parties to the agreement.

b.Determine and document that the signature method conforms to TBR and institutional guidelines and (if applicable) federal and state law

c. Develop specific signature authentication procedures

d. Form of electronic submission/approval that will be used, e.g. email, Luminis, Banner, workflow.

  1. Determine who will be allowed to submit and who will be allowed to approve the electronic transactions.
  2. Determine procedures to ensure the preservation, integrity and security of electronic records and approvals.
  3. Determine procedures to ensure the preservation, integrity and security of electronic records and approvals.
  4. Determine procedures for safeguarding electronic signatures.
  5. Review processes and procedures with the internal auditor and obtain her/his approval.
  6. Obtain final approval from President's Cabinet.

  

References:

Tennessee Code Annotated § 47-10-101, et.seq. - Tennessee Uniform Electronic Transactions Act
Tennessee Code Annotated § 10-7-101, et.seq. - Tennessee Public Records Act

TBR Guideline G-070 - Disposal of Records-RDA 2161
TBR Guideline B-095 - Use of Electronic Signatures and Records

TBR Policy 1:08:00:00 - Information Technology Resources

ChSCC IT Policy 08:14:00 Information Technology Responsible Use

 

Approved:

 President's Cabinet, 2/1/2012

 

Approved:

Dr. James L. Catanzaro, President,  5/7/2012

Issued/Reviewed and Revised by: Computer Services, 12/1/2011