Chapter 4 – Information Technology

41021.7 Types of E‑Signatures Approved for Use

• Only the following types of an e-signature are approved for use by the department:

  • Name typed or stamped

    • A person signing or stamping a form electronically does so by typing or stamping their name in the designated signature field with a statement confirming agreement.

  • Recorded voice

    • The following criteria is required to use a recorded voice as an e-signature, the recorded voice must:

      • Be associated with the speaker;

      • Be associated with a specific document or record;

      • Show evidence of the speaker’s intent to be bound to the terms and conditions in that specific document or record;

      • Be captured in electronic format.
        

    • A simple voice recording may not establish intent of agreement, therefore the department may require additional authentication, such as a voice system with keypad verification to confirm agreement, or other verbal confirmation to verify identity.

  • Personal Identification Number (PIN) or password

    • When using a PIN or password for an e-signature, a person accessing an application is requested to enter identifying information. Identifying information may include an identification number, the person’s name, and a “shared secret” (called “shared” because it is known to both the user and the system), such as a PIN or password. The system checks that the PIN or password is indeed associated with the person accessing the system to authenticate the person. Sometimes the entry of some personal information (for example: name or date of birth) along with the PIN and password is also required.

  • Digitized image of handwritten signature

    • A digitized signature is a graphical image of a handwritten signature. Some applications require a person to create a handwritten signature using a special computer input device, such as a digital pen and pad.

  • Digital signature

    • The department shall follow the regulations for acceptable technologies for digital signatures established by the California Secretary of State in CCRCalifornia Code of Regulations, Title 2, Division 7, Chapter 10.