Use of Scanned Signatures Procedure

Transcription

1 SH IG 57 Information Security Suite of Policies Use of Scanned Signatures Procedure Summary: This procedure describes the Southern Health NHS Foundation Trust (the Trust) process for the use of scanned signatures. Keywords (minimum of 5): (To assist policy search engine) Target Audience: Signature; scanned; electronic All employed staff; contractors; Next Review Date: July 2018, or sooner if required Approved & Ratified by: Information Governance Group Date of meeting: 13/07/2015 Date issued: Author: Sponsor: Lesley Barrington Head of Information Assurance Lisa Franklin Director of Technology and Information Use of Scanned Signature Procedure 1

2 Version Control Change Record Date Author Version Page Reason for Change 02/02/2014 Lesley Barrington 15/04/2015 Lesley Barrington V1 All New procedure V1 4,5,& 6 Authorisation to be printed and signed. Appendix 1 Sample sheet added. Document password protected. Reviewers/contributors Name Position Version Reviewed & Date Alida Towns Business Manager 18/03/2015 Sharon France Information Governance Manager 18/03/2015 Sharon Hargreaves Area Manager West Health Visiting & 18/03/2015 School Nursing Information Governance Group Membership 13/07/2015 Use of Scanned Signature Procedure 2

3 CONTENTS Page 1. Purpose 4 2. Process 4 3. Misuse 4 4. How to create and use scanned signatures 5 5. Supporting information 12 Appendices 1 Sample scanned Signature List 13 Use of Scanned Signature Procedure 3

4 Use of Scanned Signatures Procedure 1. Purpose A scanned signature is as valid as a hand written signature, where it is the intention of the signatory to endorse the document. Efficiencies can be gained by the use of scanned signatures when either sending large volumes of similar correspondence, or to expedite internal approval or communication processes. The definition of a scanned signature is A written signature, which has been scanned into a picture in a pdf format that can be embedded into an electronic document. This procedure has been produced to provide guidance to Trust staff on the use of scanned signatures. 2. Process With any signature there is a risk that someone may fraudulently use it elsewhere, and the risks are the same whether the signature is on paper, or electronically embedded. However, precautions must be taken to minimise the potential risks of misappropriation and/or inappropriate use as follows: 2.1 The scanned signature can only be used with authorisation from the signatory. 2.2 The scanned signature must be authorised and recorded. See Appendix 1 for sample sheet to be used. The signature bank proforma must be reviewed at least twice a year or in line with exiting starter and leaver processes. 2.3 The scanned signature must be kept as a PDF file and stored in a restricted folder on a networked drive. 2.4 No scanned signature shall be used except for the purpose for which it was authorised, and in accordance with the terms and conditions of the authorisation. 2.5 Steps must be taken to ensure that no one has access to a scanned signature except those permitted to use it. Generally, documents should be saved without the signature. Where it is necessary to save a signature in a document, the document must be protected. When you place a scanned signature in a PDF document you will be able to use the Sign functionality to protect the signature. If you are using a Word document you will be able to do the same. (Refer to 4, for how to guides ) 2.6 If a document is to be sent by , or uploaded to the internet/intranet, or uploaded into an electronic patient record without the added security (i.e. password) the signature should be removed. Caution must be taken when using scanned signatures; it is important for staff to consider the protection and confidentiality of the user s signature at all times. 3. Misuse Unauthorised use of signatures, electronic or otherwise, will be treated as a breach of the employee s contract of employment and may be made the subject of disciplinary proceedings, apart from any civil or criminal proceedings that may be instituted under the Computer Misuse Act or otherwise. Use of Scanned Signature Procedure 4

5 4. How to create and use scanned signatures Creating a scanned signature from a PDF document 1. Scan your signature to your.@southernhealth.nhs.uk account. 2. The scanned document should already be in a PDF format, save the document into a secure folder on your network drive 3. Re-open the PDF document 1. Click the Edit tab 2. Select take a snapshot 3. Drawer a box around the signature 4. Click ok on the pop up 5. Go to File and save as text 6. Select save as type All Files (*.*) 7. Save your image into a secure folder on your network drive Use of Scanned Signature Procedure 5

6 Using your scanned signature in a PDF document 8. Open up the PDF document you want to sign with your scanned signature 9. Click on Sign 10. Click on Place Signature Use of Scanned Signature Procedure 6

7 11. You will have a choice on how you would like to create your signature 12. Select Use an image 13. Click on Accept 14. Locate your image by using the browse button 15. Once you have located your image, click on Accept Use of Scanned Signature Procedure 7

8 16. Click on Place Signature 17. You can now place your signature in the PDF document 18. Click on Signed, Proceed to Send 19. Save a Copy in your secure folder on a network drive you will notice that the signed document will rename itself, for example: A. Signature-signed Use of Scanned Signature Procedure 8

9 Creating and using a signature line in a Word document In the document or worksheet, place your pointer where you want to create a signature line. 1. On the Insert tab, in the Text group, click the Signature Line list, and then click Microsoft Office Signature Line 2. In the Signature Setup dialog box, type information that will appear beneath the signature line: Suggested signer: The signer's full name Suggested signer's title: The signer's title, if any Suggested signer's address: The signer's address, if needed Instructions to the signer: Add instructions for the signer 3. Select one or both of the following check boxes: Allow the signer to add comments in the Sign dialog box: Allow the signer to type a purpose for signing. Show sign date in signature line: Signature date will appear with signature. Use of Scanned Signature Procedure 9

10 Tip To add additional signature lines, repeat these steps. Sign the signature in Word When you sign a signature line, you add a visible representation of your signature and a digital signature. For example: X Anon Signature Business Manager 1. In the file, right-click the signature line. Note If the file opens in Protected View, click Edit Anyway, if the file is from a reliable source. 2. From the menu, select Sign. To add a printed version of your signature, type your name in the box next to the X. To select an image of your written signature, click Select Image. In the Select Signature Image dialog box, find the location of your signature image file, select the file that you want, and then click Select. Use of Scanned Signature Procedure 10

11 In addition, you can sign a signature line by double-clicking the signature line. Type your name next to the X. Or, in the Signature Pane, in the Requested Signatures section, click the arrow next to the signature. From the menu, select Sign. Click Sign. The red Signatures button appears at the bottom of the document or worksheet. The following image shows the Signatures button. To protect the authenticity of a document's content, you can add an invisible digital signature. Signed documents have the Signatures button at the bottom of the document. 1. Click the File tab. 2. Click Info. Use of Scanned Signature Procedure 11

12 3. Under Permissions, click Protect Document, Protect Workbook or Protect Presentation. 4. Click Add a Digital Signature. 5. Read the Word, Excel, or PowerPoint message, and then click OK. 6. In the Sign dialog box, in the Purpose for signing this document box, type the purpose. 7. Click Sign. After a file is digitally signed, the Signatures button appears, and the file becomes read-only to prevent modifications. 5. Supporting information No. 318 Electronic Communications The Electronic Signatures Regulations Use of Scanned Signature Procedure 12

13 Appendix 1 SAMPLE SCANNED SIGNATURE LIST - TO BE UPDATED TWICE A YEAR AND IN LINE WITH LOCAL STARTER AND LEAVER PROTOCOLS Division/Service:... Team/Base:.. Clinical Area/Staff Group:. Responsible Officer:. Full Name and Name known as if different) Signature Position Held / Full job title Terms and Conditions of Authorisation(when is scanned signature to be used) Date (dd/mm/yy) Authenticated by Date staff member left service Use of Scanned Signature Procedure 13