Agencies
Services
Do You Need a Signature?
Many forms carry a signature field simply because "we've always collected one" — not because it's actually required. Before adding a signature to a form (new or modernized), confirm whether it's genuinely needed.
Key principle: signatures should be reduced or eliminated wherever possible — unless one is legally required or legislatively mandated. Fall back to a scribble signature or a consent/agreement checkbox for internal or low-risk approvals. When in doubt, consult your agency's legal staff or the legislation requiring the form.
"Because that's always what we've done" is not a valid reason to collect a signature.
Electronic Signatures vs. Scribble Signatures
| Category | Electronic Signatures (DocuSign/Adobe Sign) | Adobe Forms Scribble Signature |
|---|---|---|
|
Definition |
Legally recognized digital process with secure platforms |
Handwritten signature captured digitally |
|
Positives |
Legally robust, secure, audit trails, scalable |
Easy, low cost, familiar |
|
Negatives |
Costly, complex, platform-dependent |
Limited legal assurance, security risks |
|
Best Use |
High-value, regulated, legally binding documents |
Low-risk approvals, or documents where the original reason for requiring a signature can't be identified |
Multiple Signatures on One Form
If a form needs more than one signature (e.g., an applicant and a supervisor, or a requester and an approver), that rules out Scribble Signature on AEM Adaptive forms entirely. Use Docusign or Adobe Sign for any form requiring multiple signatures.
Recommendations
- Use Docusign/Adobe Sign only when legally or legislatively required. If a signature is legally required, the form must go through Adobe Sign or Docusign to be legally binding — an AEM adaptive form's scribble signature is not sufficient on its own.
- If the form requires multiple signatures, use Adobe Sign or Docusign — see above.
- Prefer scribble signatures or consent checkboxes for internal or low-risk approvals.
- Always verify legal requirements with agency legal staff and the governing legislation.
- Docusign and Adobe Sign both incur a cost per "envelope," which varies by platform — factor this into planning for high-volume forms. Contact the DoIT EAS Office Automation Team for more details before committing to either platform.
Next Steps
Once you've determined whether a signature is required, continue with the rest of the Planning Your Form questions.