Digital Signatures and Online Forms: Making Sure Your Paperless HR is Fair, Squar

1. Start Time: 2:00pm EST
Live Webinar:
Webinar Audio:
You can dial the telephone numbers located on your webinar panel.
Or listen in using your microphone or computer speakers.
Welcome!
Employer Solutions
Fast and Focused:
Human Resource Topics Explained

2. Webinar DetailsToday’s Presenter
Mark Boutilier | Net@Work
Senior Solutions Engineer
• Over 30 years developing and implementing HR and Payroll solutions
• HR Practitioner for over 10 years
| Employer Solutions

3. | Employer Solutions
Housekeeping
• Session is 20 – 30 minutes long
• On-demand video and copies of PowerPoints are available
• All audio lines are muted
• Please feel free to enter questions into the question box.

4. Today’s Topic:
Electronic and Digital
Signatures: Keeping your
Documents “Fair and
Legal”
This Photo by Unknown Author is licensed under CC BY-SA

5. | Employer Solutions
Well, Aren’t They the Same Thing?
Electronic or Digital?
Hmmmmm…..

7. | Employer Solutions
Electronic Signature
• Any sound, symbol or process that is
electronically associated with a contract or
record that is adopted by the signer,
indicating his or her intent to sign.
• Common in retail and other transactions
• The ESIGN act was passed in 2000, making
electronic signatures legally enforceable

9. | Employer Solutions
How do we know it was Brad?

10. | Employer Solutions
Digital Signatures
• Digital signatures embed a unique digital “fingerprint” into
documents
• Signer is required to possess a certificate-based digital ID (a
digital certificate) in order to link the signer and document.
• Digital signatures use a standard, accepted format, called Public
Key Infrastructure (PKI), to provide the highest levels of security
and universal acceptance
• More countries around the world accept digital signatures
because they comply with international standards for security.

12. | Employer Solutions
Verify Authenticity of the Document
• Authenticate the sender’s identity
• Confirm that the sender sent the message in
question
• Certify that the message was received exactly as it
was sent, with no alterations in transit.

13. | Employer Solutions
Which is right for you?
• International laws
• Transactions versus records
• Public versus private

14. | Employer Solutions
Bonus Round

15. | Employer Solutions
General Legal Requirements for HRMS Storage
• Reasonable controls to ensure the integrity, accuracy, authenticity and reliability of the records
• Maintained in reasonable order, in a safe and accessible place
• Location where they may be readily inspected or examined
• Readily convertible into legible and readable paper copies
• Not subject to any agreement or restriction that would limit a person’s ability to comply with any
reporting and disclosure requirement
• Adequate records management practices are established and implemented.
https://www.hrlegalist.com/2014/07/going-paperless-legal-guidelines-for-the-electronic-retention-of-personnel-documents/

16. Webinar DetailsQuestions, Thoughts or Comments?
| Employer SolutionsThis Photo by Unknown Author is licensed under CC BY-NC-ND

17. | Employer Solutions
Next Week
Paperless HR - Five Benefits of
Paperless Onboarding and Offboarding

18. | Employer Solutions
Future Topics ?
mboutilier@netatwork.com
“Fast and Focused” in the
subject

19. Webinar DetailsThank You For Attending!
Mark Boutilier | Net@Work
Senior Solutions Engineer
(P) 800-719-3307 Ext 4805
mboutilier@netatwork.com
| Employer Solutions
800-719-3307
www.netatwork.com
netatwork.com/blog
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