Introducing Electronic Signatures at JLU

Justus Liebig University Giessen (JLU) is launching electronic signatures as a central building block to digitally transform administrative processes. The aim of the project is to gradually replace paper-based signature procedures with legally secure electronic signatures, thereby increasing efficiency, traceability, and sustainability.

Electronic signatures - project phase 4: running since August 2026

With the transition from the existing inSign365 signature solution to the inSign Enterprise version, the new live version for electronic signatures will be deployed. At the same time, we will finalize organizational and technical prerequisites for rollout to the central administration by the end of 2026.

Benefits and scope of use: The focus is on using inSign for signing procedures with external implications, particularly in processes involving individuals or organizations outside the university. Contracts and other documents can thus be made available electronically for signature without any disruption in the workflow, and both internal and external parties will be able to sign electronically. This simplifies coordination; reduces postage, paper, and printing expenses; and speeds up signing procedures.

We will provide regular updates on the progress of the project.

If you have any questions or suggestions, please feel free to contact the project team at stw.

Electronic signatures—project phase 3: completed in July 2026

In the third phase of the project, we expanded the use of electronic signatures. The focus was on identifying 4–5 pilot processes involving external stakeholders and achieving a high degree of effectiveness within the central administration.  

Expected benefit: Significant amounts of time and money saved by digitizing frequently performed signatures.

Moreover, in this phase we also clarified the financing and a change in the licensing model, handled procurement, and prepared for rollout across the entire central administration in the second half of the year.

Electronic signatures—project phase 2: completed in February 2026

In the second phase of the project, electronic signatures were rolled out more widely within the central administration. We have continued to use the inSign signature tool. A particular focus was placed on developing and implementing processes that enable the legally compliant use of advanced electronic signatures (AES). 

Examples of use:

• Contracts of any kind: rental agreements, cooperation agreements with other universities and/or institutions, international agreements
• Endowment documents
• Research and externally funded projects: research proposals, grant agreements, funding agreements

Documentation and best practices: We documented all steps on an ongoing basis. At the end of the project phase, an overview of possible application scenarios was available, which will help us derive best practices for further rollouts.

Electronic signatures—project phase 1: completed in June 2025

In the first project phase, a comprehensive market survey was conducted in the field of electronic signature solutions. The aim was to identify a tool that would meet both the functional requirements of Justus Liebig University Giessen (JLU) and the highest data protection standards. In close consultation with the data protection officers and taking into account the legal, organizational, and technical frameworks, the team carefully evaluated potential providers. Based on this analysis, they decided on the product inSign, which was particularly convincing due to its user friendliness, legal compliance with the eIDAS regulation, and GDPR-compliant processing. The product was then successfully procured, and a qualified electronic signature was set up for all members of the executive board by July 8, 2025.

Advantages of JLU's solution at a glance:

• Web based & platform independent—no software installation required
• Supports SES (simple electronic signature), AES, and QES in accordance with eIDAS
• GDPR compliant with hosting on German servers
• Audit-proof logging of all signature processes
• Intuitive operation with guided signature fields
• ISO 27001-certified security and complete data encryption
• Integration into existing systems via API is possible

Electronic signatures—start of project phase 1 | March 2025

In the first project phase, the qualified electronic signature (QES) was introduced for the president and the chancellor on July 1, 2025. This represented an important milestone towards being able to sign central documents electronically in a legally secure manner.

The Staff Division for Academic Infrastructure (StW) under Christian Riese has managed the project from the start. Its team consists of Johanna Daus and Anne Landsiedel from BfD, as well as Axel P. Globuschütz from Department B. The current project phase is focused on rollout to the central administration by the end of 2026.

Gradual introduction: Following its successful launch within university management, the plan is to extend the project to the central administration and, in the long term, to introduce it to the departments.

If you have any questions or suggestions, please feel free to contact the project team at stw.