E-signatures

På svenska

Lund University strives to create appropriate, flexible and efficient solutions in its administrative work. One way of doing so could be the use of electronic signatures (e-signatures).

The use of electronic signatures should be guided by whether it makes things more straightforward and is fit for purpose.

The use of e-signatures at Lund University reduces paper printing and streamlines the signing process, especially when several people from different parts of the organisation are to sign the same document.

In general, signatures are requested more than is necessary within the University. Consider whether signatures are needed at all or whether they can be replaced by another solution. Change procedures and forms where necessary. Note that if the signing requirement is removed, registration of documents or storage in another system may still be required. Use the Records Management Plan to establish what applies to the document in question.

Information about e-signatures

Important considerations for e-signature

The right to sign for Lund University is given by delegation and/or a mandate to make decisions. The Vice-Chancellor determines who is authorised to take decisions on various issues through the Delegation Rules, or authorisation can be given through various decisions that sub-delegate powers at various levels.

A finalised and e-signed document must be registered in the document registration system immediately. This protects the document and ensures its authenticity and reliability over time. See more detailed instructions on different document types in Lund University's Records Management Plan.

Validation of e-signatures

When you receive an e-signed document from someone who is not employed at Lund University, you need to check the following in order to validate it:

That the document has not changed since it was signed.
Who has signed the document.
That the electronic signature can be trusted.

Validation can be done through a validation service.

Do you need assistance?

The Record Management and Archives Office provides support on e-signature issues. Queries can be sent to registrator [at] lu [dot] se. If necessary, questions of a technical nature are forwarded to the Division of IT and if legal judgements are needed, these are obtained from the Legal Division.

Information about eduSign

eduSign - for e-signature within and between Swedish higher education institutions

Lund University has an agreement with Sunet for the use of the e-signature service eduSign. eduSign follows DIGG's (Swedish Agency for Digital Government) framework for e-signatures for government agencies.

eduSign can be used for e-signatures within an organisation as well as between different higher education institutions. The eduSign service allows you to upload and sign PDF and XML documents electronically. The service is available to all Lund University employees who have a Lucat ID.

You can also use the service to validate an already e-signed document, i.e. confirm that the e-signature is genuine and that the document has not been altered since it was signed. Please note that this is only required when a party outside Lund University has signed the document.

Before you start using eduSign

Using eduSign can simplify certain processes at Lund University. At the same time, the introduction may require a change in processes as new procedures are needed to handle documents with e-signatures.

As an employee, it is important that you contact the manager responsible before you start using the service. This is to ensure that the department or equivalent concerned has procedures in place for handling e-signatures.

Examples of how you can use eduSign

Internally within Lund University

You can use e-signatures on forms, decisions, minutes and more. Keep in mind, however, that the part of the organisation that owns the process also decides on the need for signing and the choice of signature method.

Between higher education institutions where everyone has access to the eduSign service

If you collaborate with higher education institutions that have access to eduSign, you can use the tool for them to sign the document. This might pertain, for example, to decisions, minutes, contracts or agreements.

Sharing e-signed documents with universities and authorities/organisations that do not have the eduSign service

Organisations without eduSign cannot sign the document. It is, however, possible to send an e-signed document to organisations that do not have the service. They can use the validation service to validate the document. The validation service does not require a login.

Link to tutorials on how to use eduSign and how to obtain a validation certificate (login required): https://canvas.education.lu.se/courses/27850

Frequently asked questions about eduSign

Lund University employees with a Lucat ID can use eduSign. For students and associates who repeatedly need to sign, an eduID can be created.

You can find a guide on how to create an eduID here in Canvas (note that login is required): https://canvas.education.lu.se/courses/27850.

For students and associates who only need to sign on a single occasion, we recommend a physical signature.

If you want to know more about how to use eduSign, please contact registrator [at] lu [dot] se.

There is also a tutorial in Canvas on how to use eduSign. The guide includes, among other things, instructions for how to collect a validation certificate from the service. Note that login is required https://canvas.education.lu.se/courses/27850.

No, because an electronically signed document that is printed out is no longer valid.

Yes. The person who initiates the process can invite more people to sign the same document, the limit is 12 people. During the process the person who initiates can invite more people to sign. The process continues until the document contains all the necessary e-signatures.

Bear in mind that the same e-signature service must be used for the same document regardless of how many people sign it.

No, each case is e-signed separately. This is because each case needs to be registered in the document registration system and filed separately.

It is not possible to split an e-signed document consisting of several files as any changes to a finalised e-signed document will invalidate the e-signature.

When using Adobe Acrobat Reader to validate a signed document, it may say that the signature is not verified, and that the identity of the signatory is unknown.

You receive this message because documents signed with eduSign cannot be validated in Adobe Acrobat Reader. You can only validate the document using the eduSign validation service.

Other e-signature services

There are a variety of signature services on the market. If an external party wants employees at Lund University to sign using a signature service other than eduSign, a risk assessment must be made of the case in question.

Requirements for the signature service

Any signature service used in the EU must meet the requirements for an advanced or qualified electronic signature under the EU eIDAS Regulation.

Advanced electronic signatures require that the user identifies themselves and to be linked to the signatory.

Regardless of which signature service is used, those within Lund University who sign need to do so based on a risk assessment of the use of e-signature in the individual case. The validation of the content and e-signature in the finalised document is of great importance.

You must consider the following before using an e-signature service other than eduSign:

Does the service comply with eIDAS requirements for qualified or advanced electronic signatures?
Does the signature service contain sufficient evidence and security to guarantee the validity of the document? If there is a dispute, will the documents and signatures stand up as evidence?
In the documents that are filed, it must be possible to identify the signatory or signatories and there must be a time stamp for when the document was signed. A validation certificate must be entered into the document registration system.

Contact

If you have questions about e-signatures, please contact:

Central registrar’s office
registrator [at] lu [dot] se
+46 46 222 71 40
Telephone hours: Monday-Friday 09:00-11:30 am

Records Management Plan

Open the Records Management Plan, in Swedish (PDF, 3 MB, new tab)

E-signatures

Content on this page