Electronic Signature Policy — Quick Introduction
Minnesota State Board Policy 5.25 authorizes the use of electronic signatures in official business transactions. This policy ensures compliance with Minnesota Statutes § 325L and establishes system-wide standards for the secure execution, authentication, and storage of electronic records and signatures.
Purpose
- Allows the use of approved e-signature technologies (e.g., Adobe Sign, DocuSign) for official Minnesota State documents.
- Provides flexibility to use paper documents when preferred or when required by law.
- Ensures transactions executed electronically maintain the same legal effect as handwritten signatures.
Adobe Sign Integration
- When using JAGGAER’s Adobe Sign integration, each signer may sign only once per workflow step.
- If a signer must sign in multiple places, assign all signature fields in a single session or route outside JAGGAER (if necessary).
- Contact the eSignature Service Desk for workflow or reminder assistance.
Key Definitions
- Electronic Signature: Any sound, symbol, or process associated with a document and executed with intent to sign.
- Digital Signature: A cryptographically secured, certificate-based form of electronic signature offering the highest integrity and verification.
- Digitized Signature: An image or reproduction of a handwritten signature; acceptable only for low-impact or internal use.
- Electronic Record: Any contract or document created, stored, or transmitted electronically that carries the same legal weight as paper records when properly retained.
Authentication Levels
- Single-Factor Authentication (SFA): Email link, password, or SSO session—used for low-impact items.
- Multi-Factor Authentication (MFA): One-time passcode or second-factor verification—used for moderate- to high-risk transactions.
Signature Options by Risk Level
- Low-Impact: Internal forms — digitized signature or basic electronic signature.
- Moderate-Impact: Service agreements or acknowledgments — authenticated electronic signature with MFA.
- High-Impact: Financial or legally binding contracts — digital signature with certificate validation and audit trail.
Validating E-Signatures
- Open the signed PDF in Adobe Acrobat Reader and check the signature panel or certificate details.
- Verify that the document shows a valid certificate from a trusted Certificate Authority and has not been modified.
- Review the audit trail for signer identity, time stamps, and authentication method used.
- Invalid or unverifiable signatures must be re-executed within an approved e-signature platform.
Authority and Responsibilities
- The chancellor is authorized to implement procedures for electronic signatures.
- Only individuals with delegated authority may sign on behalf of Minnesota State or the Board of Trustees.
- Electronic records must remain trustworthy, accessible, and compliant with retention schedules.
Sanctions
Unauthorized or fraudulent use of electronic signatures may result in disciplinary action, up to and including termination, expulsion, or legal consequences.
Signature Order
- Supplier/Vendor: Signs first.
- Purchasing: Signs second (if encumbrance required).
- Minnesota State Authorized Signer: Signs last based on delegated authority.
Related Resources
View Full Guidelines