Routine for digital signatures

Due to the current situation, basically all administrative staff now works remotely.

According to a decision from KTH regarding digital signatures ( see the decision here (pdf 63 kB) ), we need to secure a routine for signing documents.

The administrator is responsible for collecting all signatures and saves connected emails in order to be able to retrieve original signatures afterwards.

The routine is as follows:

1. A document requiring a signature is received or drawn up.

2. The document is sent by e-mail to the appropriate administrative functional e-mail.
Note that functional e-mail addresses must be used! Do not send e-mail directly to the administrator! All functional email-addresses can be found here
If you are not sure which address applies - contact the group manager!

3. The administrator sends the documents to be signed to the signers, one at a time.

4. The signer signs the documents according to “ instructions scanned signature (pdf 119 kB) ” and returns the signed document to the administrator. The email must contain a confirmation that the document has been signed.

5. Step 3 & 4 are repeated until all signers have signed the document.

6. When all signatures are obtained, the case is finalized and a document with all signatures is sent to all concerned parties.

This method ensures that there is a digital "original" and an email from each signer.

The administrator is responsible for saving all e-mails and all signed documents as well as keeping records / archiving and, if required, retrieve original signatures afterwards when the current situation returns to a normal state.