Authority/Reference(s) HHS Circular C-038
Revision Date April 1, 2016

Policy

DFPS staff  may accept electronically signed records, including records transmitted electronically by fax or email, and signed and scanned documents that are attached to emails, as valid signatures for contracts and payment.

This allows for the electronic submission of the contract and documents that are incorporated by reference.

Interagency contracts between HHS agencies are regarded as low risk, and electronically signed records may be accepted without the need for further risk analysis.

Electronic record is a record created, generated, sent, communicated, received, or stored by electronic means.

Electronic signature is an electronic sound, symbol, or process attached to or logically associated with a record and executed or adopted by a person with the intent to sign the record.

Contract staff can accept signed records transmitted electronically through:

  • Fax
  • Email
  • Scanned documents attached to emails (e.g., PDF files).