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Policy Statement

GCM will allow an electronic signature to be accepted as a valid replacement of a traditional pen and ink signature for forms and documents used and processed by the GCM office.

For the purpose of further clarity, GCM will accept an email from the signer of the form or document to serve as a valid signature. GCM will also accept a form or document that is electronically attached to an email. The email and/ or the attached form or document must:

• Identify and authenticate the particular person as the source of the message (see below), and 

• Clearly indicates the person’s approval of the information, form or document they are intending to electronically “sign”.

NOTE: If the form or document attached to the email includes the e-signer's authenticating and identifying information (see below) on the actual document, then email itself does not need to duplicate the identifying info. The email from the sender needs to be kept as additional supporting proof of authentication of the e-signed form or document.

Authentication and Identification

For GCM field employees and associate staff, authentication and identification must be supported by the sender with including all the following in their email:
• Full Name
• Home phone number (or mobile phone)
• FD number 
• E-Mail address
• Current Date

For any Non-GCM employees and associate staff, authentication and identification must be supported by the sender with including all the following in their email:
• Full Name
• Home phone number (or mobile phone)
• E-Mail address
• Current Date

This required information above can also be entered directly by the provider onto the actual form or document. The form or document can then be attached to an email. This method will also serve as a valid electronic signature (as mentioned in the Policy Statement above).

Authentication and Identification - OFFICE STAFF ONLY

For GCM office staff only: If the sender of the e-sign email is an office staff, and they are sending their e-sign approval action or e-sign approval of an attached form or document, then authentication and identification is automatically supported by the sender solely by virtue of the email being sent from the sender's GCMWeb.org email address. Their email still needs to include the following:
• Their clearly stated approval
• Clearly stated reference to their approval of any attached form or document (if applicable)