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- Reliability is established by capturing the content and context of the transaction and recording that content and context in database tables through a mechanism which allows inserts but which disallows updates or deletes.
- Authenticity is established by checking logbook-related data elements against permit-related data elements, and adding the results of that validity check as a part of the context of the logbook record, stored in the database through a mechanism which allows inserts but which disallows updates or deletes.
- Integrity is established by the database mechanism which allows database inserts but which disallows updates or deletes.
- Usability is established by the linkages among the permit records and the logbook records and the e-signature receipts. Using these linkages it is possible to connect the signer and the time of the signature with the details of the signed transaction.
The guidance document section 4.2 states "for a record to remain reliable, authentic, with its integrity maintained, and usable for as long as the record is needed, it is necessary to preserve its content, context, and sometimes its structure." The proposed e-signature enabled system preserves content (logbook data), context (audit trail data and permit data), and structure (links among related tables) by maintaining a historical record of all changes to its database tables. Updates to the data result in inserts into history tables, leaving the prior values intact in the history records. Deletions of data result in insertions into history tables that indicate that the prior data is no longer valid. But in all cases, the history records allow reconstruction of a point-in-time view of the data.
The guidance document section 4.3 describes two approaches to ensuring the trustworthiness of electronically-signed records over time. This e-signature implementation will maintain documentation of record validity (including trust verification records, or audit trails) gathered at or near the time of record signing (the first approach specified).
The guidance document section 4.4 describes steps to ensure trustworthy electronically-signed records as follows:
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Other considerations raised in NARA's Records Management Guidance for Agencies Implementing Electronic Signature Technologies the guidance document include:
- 5.1 What new records may be created by electronic signature technology? and 5.2 How do agencies determine which of these electronic signature records to retain?
The e-signature proposed does not create new types of records. It does add new data elements to existing records and create new associations between existing file series, but in this case the file series involved have been reviewed and no changes to existing retention and access policies are necessary. - 5.3 Transferring electronic signature record material from contractors to agencies.
Not applicable. - 5.4 When must an agency modify its records schedule to cover electronic signature records?
No modification to the record schedule is necessary, as new records are not created by this e-signature, the e-signature itself requires no change to retention periods, and the e-signature does not significantly change the character of the record. - 5.5 Special considerations relating to long-term, electronically-signed records that preserve legal rights.
The e-signature proposed does not depend on technologies or formats which are likely to become obsolescent. The e-signature, it's associated audit trails, and the receipt are all stored as human readable text in relational database tables. - 5.6 NARA requirements for permanent, electronically-signed records.
These are not permanent records, but, note that the receipt, which is stored as part of the e-signature, does contain the printed name of the signer as well as the date when the signature was executed.
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