Electronic Signature Project

The introduction of the electronic signature (e-signature) at the University of Hamburg is a decisive step in its digitalization strategy, because the e-signature is a secure and efficient method for digitally signing legally binding documents: E-signatures provide each digital document with its own unique electronic fingerprint. An e-signature proves that the file has not been altered once signed (integrity), that a specific person has signed the document (authentication), and that the signatory has actually signed the document, thus ruling out any subsequent disputes. E-signatures fulfill the same functions as a traditional signature and thus increase security in electronic legal transactions.

Advantages of e-signatures

Processes that require signatures can be made more efficient, faster, and more environmentally friendly by

• reducing processing times
• simplifying follow-up process for requesting signatures through an automated workflow
• reducing paper and printing costs.

Project plan

Phase	Time	Status
Initialization Requirements analysis Budgeting	September–December 2023	Completed
Call for applications Offers Award of funding	December 2023–January 2024	Completed
Implementation and pilot project Clarification of legal aspects / codetermination Design/plan details Functionality Updates	February 2024–Q2 2025	In progress
Standard operations** and University of Hamburg rollout Communication Process workshops DMS connection Workshops Testing	Q1 2025–Q2 2026	In progress

*Pilot project: Individual organizational units use the application for part of the signature’s circulation. Updates and improvements to the system will be carried out.

 **Standard operations: Application runs regularly in selected organizational units