HOME > MEMBERS > FORMS

Electronically Signing Documents

  Getting Started with eSignatures and Auxiliary eSignature-enabled forms

  Explanation of the Signature Verification process: (Acrobat 5.x)

  Why doesn't the signature include a facsimile of my inked signature?

  Signing using Acrobat 6 or above.

GETTING STARTED WITH eSIGNATURES:

First: The form you are using must have eSignatures enabled. At the present time, only a few forms have this capability, but every form that requires a signature will be updated to accept them in the future. Examples of forms that have this capability currently are the Change of Member Information, ANSC-7028 and the Annual Unit Officers Report, ANSC-7007.

Second: The IS officer that receives your reports must accept eSignatures. Local policy from the IS officer and the local unit will control whether eSignatures will be acceptable.

Third: You MUST have purchased, at a minimum, Acrobat Approval. Adobe (or Acrobat) Reader will not work

Fourth: You must create your digital signature. The process is slightly different depending upon which version of the Adobe Acrobat program you have, but the end result is the same. For Acrobat 5.x download the Digitally Sign PDF document for instructions on digital signature creation. In Acrobat 6, 7, and 8 the process is more involved than in 5: for questions, see Acrobat Help (press F1).

THE SIGNATURE VERIFICATION PROCESS: (Acrobat 5.x, using Acrobat supplied PPK-Lite)

When you receive and open a document that has been signed electronically, the signatures listed in the Signatures tab will show question marks next them (?). You can enlarge the signature area to read all of the identifying text associated with the signature.

In order to be absolutely sure the signature is not a forgery, you need a sample signature file from the signer, with an independently sent verification string (see illustration below).

The procedure for the signer to follow to supply you with the sample file is detailed in the Digitally Sign PDF documents file, which boils down to:

1) Creating their Self Sign user profile.

2) Export a file with their signature information (will automatically be named “CertExchangeTheirName,Office.fdf”).

3) Supply you with the MD5 Fingerprint string independently of the "CertExchangeTheirName,Office.fdf" file.

At this point, you will install their signature file (analogous to a signature card at a bank being put on file) on your system by importing it using the Tools>Self Sign Security>User Settings tab. Once you import it, you will verify that the MD5 Fingerprint string (sent separately) matches that which is displayed upon import. If it does, you will accept it as a “trusted user’s signature”.

From now on, when you receive a document signed by this person, select the signature and choose Verify Signature from the Signatures palette menu. The question mark will be replaced by a green check mark.

WHY DOESN'T THE SIGNATURE INCLUDE A FACSIMILE OF MY INKED SIGNATURE?: Digital signatures have the capability of including a facsimile of your scanned signature, but it's really an unnecessary detail. For instructions on how to include an image in the signature field, see Acrobat Help for Digital Signatures.

CAUTIONS WHEN USING VERSIONS 6 AND ABOVE: Since users are on varying software versions, when you see the dialogue to sign the document, DO NOT select "Certify". Select "Continue Signing". "Certifying" will cause problems with recipients using a different version of the software (eg, Acrobat Approval or Acrobat 5).