Confirmation and signatures
The resident or employer must confirm the information is correct when it is collected. You must have evidence of this, which can include electronic formats.
The WMCA accepts electronic evidence, including digital signatures, but you must have wider systems and processes in place to assure you that residents exist and are eligible for funding. You must keep effective and reliable evidence.
Both electronic and digital signatures are acceptable, we do not specify which should be used, only that a secure process to obtain and store signatures is followed:
- an electronic signature is defined as any electronic symbol or process that is associated with any record or document where there is an intention to sign the document by any party involved. An electronic signature can be anything from a check box to a signature and/or
- a digital signature is where a document with an electronic signature is secured by a process making it non-refutable. It’s a digital fingerprint which captures the act of signing by applying security to a document. Usually, documents which have a digital signature embedded are extremely secure and cannot be accessed or amended easily
- Where an electronic or digital signature is being held, from any party for any reason, you must ensure it is non-refutable. This includes the definitions of both wet and dry signatures. Systems and processes must be in place to assure to us the original signature has not been altered. Where any document needs to be renewed, and a new signature taken, it must be clear from when the new document takes effect, and both must be held.
- You are responsible for making the evidence you hold easily available when the WMCA needs it.