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Louisiana LIHEAP Service Delivery Guide 16 | P a g e

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 The signer must have an opportunity to review the record before signing it and to clearly understand the parameters of the record he or she is signing; and  The electronic form of the signature applied by the signer must be linked to the record being signed.

The association must be done in a manner that allows someone to later determine that the record has been signed. The data constituting the electronic form of signature must be stored in a way that permanently associates it with the electronic record that was signed.

4. Integrity of the Signed Record Subgrantees utilizing e-signatures must ensure that documents signed electronically cannot be altered. If changes to the document are made, the electronic process must be designed to provide an “audit trail”, showing all alterations, the date and time they were made, and the identity of the person who made them.

D. Electronic Transmission of Files

1. Electronic Mail (E-mail) Requirements

All Subgrantee staff, contractors, and volunteers engaged in grant- funded activities must conduct official business using email accounts that are: • Issued, managed, and controlled by the Subgrantee organization; and • Associated with the Subgrantee’s official domain (e.g., @agencyname.org).

The use of personal or private email accounts (including but not limited to Gmail, Yahoo, Hotmail, iCloud, or similar services) for grant-related communication is strictly prohibited.

2. Subgrantee Documents

LHC permits electronic transmission of approved or required documents when local, state, or federal law permits. The preferred method is by upload to the LES system (if PII is included) or by secure Subgrantee- controlled email account. Adequate security measures and choice of transmission method must ensure the security of sensitive information included in such documents.