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Signature capture devices offer convenience
Signature capture devices allow
someone to place an image of their handwritten signature on an
electronic document (PDF, Word, or Excel) by signing a device
that connects to their computer, similar to the devices you sign
for credit card purchases. The convenience of these devices is
that you don�t have to print, sign, scan, and upload a document
in order to have an electronic copy with your signature. You can
just sign it using the signature capture device. You can also
move a signature capture device from computer to computer, if
needed, and anyone can use it, so it is not tied to a particular
person.
In a meeting of the UH Controller, UHS General Counsel�s Office,
UHS Internal Audit, and UH IT Security, all agreed that
signature capture devices can be used for any documents where a
scanned signature is acceptable. For instance, scanned
signatures are acceptable for most UHS contracts, Travel
Requests, P-Card and Travel Card Expense Reports, and many other
documents we sign.
�Digital signatures� are different than the signatures created
by a signature capture device. Digital signatures create a date
and time stamp of the person�s approval, are not meant to
resemble the person�s handwritten signature, do not allow
additional changes to the document after it is signed, and
provide some level of authentication that the signer is the
person they claim to be. However, we can only use digital
signature vendors that are approved by the State of Texas. Adobe
is not one of them, so individuals should not use the delivered
Adobe digital signature process.
UH has a contract with a state-authorized digital signature
vendor and is creating forms that can be signed digitally where
using digital signatures makes sense. This includes options for
signing documents internally, such as Microsoft Office
documents, as well as those that involve signatures from parties
outside the university. For instance, UH student housing
agreements were enabled for digital signatures last year, which
has greatly improved the speed and efficiency of that process
while providing needed authentication of the signers (parents
and students). Departments utilizing hard-copy forms or forms
posted on UH web pages that require third-party signatures that
would like to consider using these services should contact me or
UIT Security for more information.
Departments are not required to purchase signature capture
devices. If they do, they are not required to purchase a certain
brand or model, but it should function well enough to create a
signature image that looks like a pen and ink signature. Here
are a couple of devices that are being used by some departments
and are recommended.
Topaz SigLite LCD 1X5 (Model T-L460-HSB-R), which sells for
about $200. This model includes:
- LCD display, which allows you to see your signature on the
signature pad as you sign it
- USB cable for connecting to your computer
- Low-cost touchpad and stylus for signing (similar to grocery
store device)
- 1 year warranty
- Recommended for up to 25 signatures a day
Topaz SignatureGem LCD 1X5 (Model T-L462-HSB-R), which sells
for about $350. This model includes:
- LCD display, which allows you to see your signature on the
signature pad as you sign it
- USB cable for connecting to your computer
- Tempered glass and active pen that uses radiofrequency
technology for signing (don�t need to apply as much pressure as
the SigLite stylus)
- 3 year warranty
- Recommended for more than 25 signatures a day
Departments can buy these devices from a number of online
vendors. Topaz does not sell them directly to the public.
If your department is using a signature capture device and would
recommend (or have a reason to not recommend) it to others,
please notify Mike Glisson at
mtglisson@central.uh.edu.
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