Electronic Signatures Transcript

Hello everyone and welcome to the Navigate Tuesday Tip. I’m Pam, and
today’s topic is electronic signatures.

HUD issued guidance on electronic signature transmission and storage in
2020. The notice applies to most HUD multifamily programs but does not
apply to Section 221(d)(4), HOME, or public housing. If guidance
conflicts, refer to HUD Handbook 4350.3.

HUD introduced this guidance during the COVID-19 pandemic as more
business shifted to remote operations.

Most documents exchanged between owners and agents, HUD, contract
administrators, service providers, applicants, tenants, and third-party
verifiers may be handled electronically.

Always be aware of state and local laws. While HUD allows electronic
signatures, some documents may still require wet signatures, including
certain certification forms, the HUD-9887 consent packet, leases, and
lease addenda. Consult your supervisor or attorney when necessary.

Protect personally identifiable information, including Social Security
numbers, dates of birth, bank account information, and medical
information. Owners and agents should have policies that safeguard
sensitive tenant information.

Electronic signatures may include typed names, scanned signatures, PINs,
passwords, recorded verbal consent, clicking an “I Agree” button, or
biometric authentication such as fingerprints. Owners and agents may
determine which methods they will accept.

Always ensure the signer intends to sign by requiring an affirmative
action. The signature should be clearly associated with the document,
and reviewers should easily understand what was signed.

Authenticate the signer and protect the integrity of every electronic
signature. Multi-factor authentication, strong passwords, and PINs
provide better security than a single login.

Before delivering documents electronically, obtain consent, verify
contact information, and ensure documents are readable.

Maintain strong security by using limited access, firewalls, VPNs,
malware protection, password management, and promptly removing access
for former employees.

That’s going to do it for electronic signatures. If you have suggestions
for a future Tuesday Tip, please email Vicki or me. We’ll see you next
time.