About E018

E018 – Use and validation of electronic signatures in PDF documents (Federal Government)

E018 applies only to federal authorities that are subject to the Ordinance on Digital Services and the Digital Transformation in the Federal Administration (DigiO).
Anyone interested can request the latest version of E018 by sending an email to [e-mail].

Here is a summary of the key points of E018:

• For administrative decisions, the Administrative Procedure Act (APA, SR 172.021)applies; for contracts, the Swiss Code of Obligations (CO, SR 220) and, in all cases, the Federal Act on Electronic Signatures (ESigA SR 943.03) , as well as the Ordinance on Electronic Communication in Administrative Proceedings (ECAPO, SR 172.021.2).
• Documents that are legally binding, such as contracts, which are sent to recipients outside the Federal Administration should, where possible, bear qualified electronic signatures. Administrative rulings, as well as invoices, are essentially rulings, and must be accompanied by either qualified signatures or regulated electronic seals.
  The signature policies of the general secretariats and administrative units must be adapted for electronic documents to specify which type of signature (qualified electronic signature, advanced electronic signature using staff members’ Class B signature certificates, or regulated electronic seal) is to be used for which type of document.
• Internal documents such as reports, applications, decisions, minutes, agreements and all emails may be signed electronically using the personal digital certificate for employees (Class B). However, this signature does not meet any specific formal requirements or regulations. It is used solely for identification purposes and to preserve evidence. Qualified signatures are required in cases where the law stipulates that a document must be in writing to be valid. One example of such a provision is HR documentation granting, amending and terminating an employment contract. In GEVER systems, where possible and appropriate, such documents are not approved by signing with a Class B certificate, but by using the ‘endorse’ function. The information is stored in the metadata rather than in the document itself.
• Only final documents should be signed electronically. In order to approve and endorse documents, the functions (e.g. workflow) of the relevant specialist application or the records management system (GEVER) must be used. Electronic signatures in PDF documents should primarily be used when a final document leaves the specialist application or the GEVER system, particularly when it is going to be sent to recipients outside the Federal Administration.
• Before being signed, documents must be converted within the application in which they are created into a format that is as accessible (or at least machine-readable) and suitable for archiving as possible. Administrative decisions should – wherever possible – be converted to PDF/A-1a or PDF/A-2a format. The use of non-accessible formats such as PDF/A-1b and PDF/A-2b should be avoided wherever possible.
  Note: When documents are saved in PDF format using the ‘Save As…’ function in Microsoft Office within the Federal Administration, the preconfigured settings (ISO 1905-1) automatically ensure that a PDF/A-1a source format is generated. The same applies when scanning via the Administration’s printers.
• When signing electronically, LTV (Long-Term Validation) information and a qualified timestamp must always be added when online; in other words, it is not possible to create an electronic signature offline.
• PDF documents can be signed electronically, either visibly or invisibly. A visible signature means that, during the signing process, a type of stamp is inserted into the document’s content to indicate that the document has been signed electronically.
  This means that the on-screen display clearly shows whether a document was (originally) signed electronically or not. Visible signing is mandatory whenever a document is to leave the Federal Administration – in all other cases, it is recommended.
  E018 specifies how the visual representation of an electronic signature should appear, which symbols are to be used, and which textual elements of the structured data from the signature and certificate are included.
  Note: Outside administrative networks, Adobe Acrobat Reader, which can be used to view and technically verify electronic signatures, is not always available. If this is the case, a visual representation of an electronic signature enables recipients to recognise that an electronic signature has been added.
• In addition to a visible display of the signatures it contains, an official document must also include information on how its authenticity can be verified using the Federal Administration’s Validator. Instead of a note within the document, the visible display of the signature can also include a link to the home page of this website.
• Since the widespread roll-out of Signature Services Version 2.0 in August 2021, employees of the Federal Administration have been required to use either the server-based signature services or the DesktopSigner software installed on each workstation when signing PDF documents originating from either the GEVER system or specialist applications.
• PDF forms should be completed using the original Adobe Acrobat Reader. PDF forms must be signed using DesktopSigner.
• Federal authorities that fall within the scope of the Ordinance on Digital Services and Digital Transformation in the Federal Administration (DigiO) must obtain the required qualified signature certificates, the electronic seals issued in the organisation’s name and all other certificates from the Swiss Government PKI via the service provider, the Federal Office of Information Technology and Telecommunications (FOITT). The Swiss Government PKI does not issue certificates to private individuals or organisations.