Electronic Signature Pilot Project by Volpe National Transportation System Center
In 2007, the Volpe National Transportation Systems Center Planning Collaboration Initiative issued findings from their Electronic Signature Pilot Project. The purpose of the pilot project began in the Spring of 2005 with three goals: to better serve customers, to improve internal processes, and to reduce the time and expenses associated with the handwritten signature process. Because the project took place almost 8 years ago, the use of digital-based signatures were still evolving. The project required that the document must be compatible with Microsoft Word and Adobe Acrobat, and that it create and display a graphic signature image. The pilot project produced some key lessons learned through the process.
This report provided the best definitions and differences between electronic signatures and digital signatures.
Electronic Signature: A digital mechanism for identifying the signer or sender of an electronic document. This term most commonly refers to a digital illustration of a person's handwritten signature, inserted as a graphic element to mimic a hand-signed document. It can also refer to email headers and facsimile origination numbers. They do not provide proof that the person represented has actually "signed" the document or that the document hasn't changed since the signature was inserted.
Digital Signature: An electronic and tamperproof seal that can be used to authenticate the identity of the person who "signed" a document or to indicate that the document has not been changed since the signature was added. All digital signature systems use some type of cryptography to prevent falsification of signatures.
Digital Signatures at the Louisiana Department of Transportation and Development (LADOTD)
In 2008, the Louisiana Department of Transportation began using the Silanis ApproveIt Signature Verification software to electronically process residential permit applications for driveways and mailboxes, using secure e-signatures. It had begun using Silanis' electronic signature technology two years earlier to streamline the internal approval process for engineering projects.
The signature verification has public information that includes a secure image of the person's handwritten signature, user profile, digital certificate and a unique public key. There is also a private portion that contains information only known to the signer, such as a unique, private password and private key. This information sets up the user's "ePersona," which can only be accessed upon entering the private password.
In 2009, the LADOTD expanded the use of the Silanis digital signature to the approval of plans. According to a report published the same year, the goal was to move to digital publishing, using a PDF input/output format. This would allow the drawings to be exported to a signature directory, and the engineer would sign them using Silanis ApproveIt. The "import" would check to make sure the drawings are signed, and execute them to set the plans to "final status." The program would then set the signature status attribute to "signed." There would be a recorded audit trail of the signing ceremony. The plans could then be published to a PDF format.
Digitally Encrypted Electronic Signatures – Michigan Department of Transportation (MDOT)
In February, 2012 the Chief Operations Officer and Bureau Director of Field Operations for the Michigan Department of Transportation issued a Bureau of Highway Instructional Memorandum to MDOT's Region Engineers, Region Associate Operations Engineers, TSC Managers, and TSC Construction Engineers advising them that the Michigan Attorney General's Office, in concurrence with the Federal Highway Administration, had issued a decision authorizing MDOT to use and accept digitally encrypted electronic signatures. This Instructional Memorandum stated that digital electronic signatures would now be accepted wherever a signature is required on an MDOT. Although the Michigan Attorney General's decision did not limit the type of documents where a digital electronic signature could be used, it did require that the new use of documents or processes had to be first cleared with the Attorney General's office.
This Memorandum encourages the use of electronic signatures, stating it "can lead to significant monetary, resource, and time savings for all involved. New forms, innovative ideas, and process improvements are encouraged to be submitted for approval." The Memorandum provides additional information about MDOT policies for digital electronic signatures, and an attachment of instructions for users.
