As any educational organization, we are in constant need to collect and archive signed documents. With the increased availability of eSignature technology at our University, the College of Education recognizes the need for some guidelines to help faculty and staff to navigate this process.<\/p>\n
These recommendations apply to faculty and staff in the College of Education and reflect the administration\u2019s expectations for document safety and privacy vigilance, as well as alignment with the University\u2019s best practices in digital file storage.<\/p>\n
Understanding the kinds of data to be collected will have an impact in the safeguards you need to safely manage risks in your data workflows. The electronic signature process involves the collection of personal identifiable information and as such you are responsible of keeping it safe and secured during the whole process. Please remember the following data restrictions:<\/p>\n
When deciding what personal data to process via eSignatures, units and departments should follow UW Values and Principles for Privacy. If processing data using a centralized UW form, make sure you use the most current version of the form.<\/p>\n
In an effort to minimize privacy risks, the below highly sensitive personal data types require additional data protections and may be governed by laws or regulations:<\/p>\n
For assistance in assessing privacy impacts, please refer to the UW Privacy Office<\/a> webpage.<\/p>\n Documents that reflect or result in financial transactions or activities must not include any organizational or personal financial data, such as bank or credit\/charge card account numbers, or other information protected by financial privacy rules and regulations. These documents are subject to a formal risk assessment by the College\u2019s Finance Office.<\/p>\n Check if data collected needs further approval or risk assessment.<\/p>\n As you collect signatures and data, please remember to review the data retention policies associated with it. UW\u2019s records Management Services is our official source of information regarding these, and their Retention Schedule<\/a> should be used as the primary source of information.<\/p>\n DocuSign is not<\/u><\/strong> a platform to save or archive forms\/documents after they have been collected. Depending on the nature of the documents and information collected, you need to be vigilant for the safety and privacy of the data. Please include in your plans secure storage in one of the available cloud storage<\/a> or Enterprise Document Management<\/a> solutions.<\/p>\n Please do not hesitate in contacting our team if you have any questions regarding these recommendations.<\/p>\n","protected":false},"excerpt":{"rendered":" As any educational organization, we are in constant need to collect and archive signed documents. With the increased availability of eSignature technology at our University, the College of Education recognizes the need for some guidelines to help faculty and staff to navigate this process. These recommendations apply to faculty and staff in the College of Education and reflect the administration\u2019s expectations for document safety and privacy vigilance, as well as alignment with the University\u2019s best practices in digital file storage….<\/p>\nFinancial Transactions or Activities Guidelines<\/h4>\n
B.\u00a0\u00a0\u00a0\u00a0 Retention policies<\/h2>\n
C.\u00a0\u00a0\u00a0\u00a0 File management<\/h2>\n