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Signature Demonstration Symbol Standard

Medium

Purpose

To eliminate the need to scan documents once signed and to make a consistent process throughout the enterprise.

Standard

  1. Documents created within the agency which requires an original signature shall be stored only after the person responsible for storing the document has ensured that the original document was signed by the appropriate party.
  2. The signature demonstration symbol (/s/) shall be typed or otherwise marked on the document as evidence that the document was so signed.
  3. The agency is responsible for documenting an internal process for the usage of the signature demonstration symbol.

Definition

Signature Demonstration Symbol - means the symbol "/s/,' which indicates that this policy has been adhered to, and that the distributed original was duly signed by the noted party.

Distributed - means the distribution of a signed document originating within the enterprise whether by mail, special delivery, or in-person distribution.

EDMS - Electronic Document Management System - A collection of enabling technologies used to create, index, capture, store, retrieve, and manage electronic objects. Technologies generally included are document management, imaging, e-forms/forms processing, report management (COLD - Computer Output to Laser Disk), and workflow.

Guidance

Refer to the EDMS Best Practices document.

Policy

This policy is applicable to signed documents originating within the enterprise. It is intended to provide for the proper handling of the signature demonstration symbol as evidence that the original mailed or distributed was properly executed before the file copy was committed.

Scope

This standard applies to all executive branch state agencies including the University Systems Office but excluding other higher education institutions, i.e. campuses and agricultural and research centers.

Statement of Commitment

North Dakota's CIO/CTO directs that IT Policy be created to establish statewide information technology policies and standards as defined within ND Century Code (Chapter 54-59-09).

Non-Compliance

Non-compliance with this standard shall be reported to the Office of the State Auditor.

Revision Number: 1
Revision Date: 2004-06-30
Effective Date: 2004-06-30
Last Reviewed: 2020-03-10
Number: POL0020031