OAR 820-025-0010: Official Seal – Digital Seal and Signature for Electronic Final Documents

(1) A “Digital Seal and Signature” is a signature and electronic authentication process that is attached to an electronic document. (2) A “Digital Seal and Signature” is not a photocopy, scanned copy, or other facsimile of a signed and sealed hard copy document, nor is it a copy or facsimile of a rubber stamp seal and ink signature, nor is it a copy of a computer-generated image of a seal and ink signature. Seals and signatures described in this subsection (2) of the rule are not allowed on final documents. (3) For electronic final documents, a “Digital Seal and Signature” (“digital signature”) is acceptable as an alternative to a stamped or computer-generated image of a seal with handwritten signature in permanent ink, if: (a) The digital signature is unique to the registrant using it; (b) The digital signature is independently verifiable by a Certificate Authority (3rd Party); (c) The digital signature is under the sole control of the registrant using it; (d) The digital signature is linked to the document in such a manner that the digital signature is invalidated if any data in the document is changed; (e) The electronic file that is the final electronic document contains one digital signature that is permanently linked to it; and, (f) The computer-generated image of a seal must be of a stamp as described in OAR 820-025-005(1) and (2), and must be at least 2 inches from point to point when the page is printed; (g) For final electronic files containing a single page, the registrant affixes a computer–generated image of a stamp that bears the phrase “digitally signed” in lieu of and in the location designated for a hand-written signature on that page. The computer-generated image of the stamp must be of a stamp as described in OAR 820-025-0005(1) and (2), and must be at least 2 inches from point to point when the page is printed; and, (h) For final electronic files containing multiple pages, the registrant affixes a computer-generated image of a stamp that bears the phrase “digitally signed” in lieu of and in the location designated for a hand-written signature to the title page, an index page, or a seals page. The computer-generated image of the stamp must be of a stamp as described in OAR 820-025-0005(1) and (2), including the size prescribed in OAR 820-025-0005 when the page is printed to full size.