This page covers what a digital signature is, how to apply one within EPR, and how EPR (and Scout specifically) interact with existing digital signatures within submitted files.

Overview

A digital signature is a mathematical technique used to validate the authenticity and/or integrity of document. It's the digital equivalent of a handwritten signature or stamped seal, but it offers far more inherent security. A digital signature is intended to solve the problem of tampering with, altering, or impersonation of an electronic document. Digital signatures can provide evidence of origin, identity and status of electronic documents, transactions or digital messages. Signers can also use them to acknowledge informed consent. 

In many countries, including the United States, digital signatures are considered legally binding in the same way as traditional handwritten document signatures.

Pre-requisites

When you receive a digitally signed document, both Adobe Reader and Acrobat ask three key questions to validate the signature:

1. Is the digital certificate that signed the document still valid? Has it expired or been revoked?

2. Has the document been changed since it was signed? Has the integrity of the document been affected? If there are changes, are they allowed changes or not?

3. Finally, does this certificate chain up to a certificate listed in the Trusted Identity list? If so, the signature will be trusted automatically.

In general, creating a digital signature (outside of EPR), requires the following:

1. Digital ID

   1. How to create a Digital ID (click on the link to download the pdf guide)

   2. How to get your Digital ID Cert Authority (CA) certified

2. Using the Digital ID to sign a PDF

   1. Open your document in Adobe Acrobat.

   2. Click the Tools tab and scroll down to the Forms and Certificates section and select Certificates.

      Open

      

   3. Click on Digitally Sign from the options bar at the top.
      
      

      Open

      

   4. Select the digital signature you want to use and click Continue.

      1. If you have not yet added a digital signature certificate to Adobe Acrobat, select Configure New Digital ID and follow How to create a Digital ID.

   5. Configure the appearance of the signature and select Sign.

Applying a Digital Signature in EPR

Digital signatures can be applied directly within EPR (when manually preparing deliverable documents) if the Agency wants another way to keep track of which files they have approved.

To apply a digital signature to selected documents:

1. Select a project.

2. Navigate to the project’s DELIVERABLES tab.

3. Select one or more files from the DOCUMENTS sub-tab.

4. Select one or more files from the ATTACHMENTS sub-tab.

5. Click on EXPORT.

6. Within the EXPORT section, you will see an option to Add Digital Signature.

   1. Click on the checkbox to apply a digital signature directly to any PDF files included in your deliverable package.

Digital Signatures and Scout

Applicants will sometimes submit files that have digital signatures applied, either as a choice or because the Agency requires submitted files to include a digital signature. Depending on how it is configured, EPR’s Scout will check incoming files for digital signatures, and if required, may reject applicant files if a signature is missing. Refer to Conditions Inspected by Scout for more details.

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