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 2: ongoing | since July 2025
As part of the second phase of the project, electronic signatures will be rolled out more widely within the central administration. We will continue to use the inSign signature tool. Particular focus will be placed on developing and implementing processes that enable the legally compliant use of advanced electronic signatures (AES).
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To ensure practical feasibility, electronic signature processes are being developed, tested, and optimized together with employees in four pilot areas. The focus until the end of the year is on signature processes with external impact, in which documents must be signed by internal persons (e.g., president, chancellor, and representatives) and external partners (contractual partners, sponsors).
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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 will document all steps on an ongoing basis. At the end of the project phase, an overview of possible application scenarios will be available, which will help us derive best practices for further rollouts.
We will keep you informed about the progress of the project and additional rollout stages.
If you have any questions or suggestions, please contact the project team at BfD.
Electronic signatures—project phase 1: complete | June 2025
Within 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 possible
Electronic signatures—start of project phase 1 | March 2025
In the first project phase, the qualified electronic signature (QES) will be introduced for the president and the chancellor on July 1, 2025. This represents an important milestone towards being able to sign central documents electronically in a legally secure manner in the future.
The project is managed by the Staff Division for Academic Infrastructure (StW) under Christian Riese. The project team consists of Johanna Daus and Anne Landsiedel from BfD as well as Axel P. Globuschütz from Department B. The project is currently in the phase of market exploration and digitizing relevant signature processes.
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.
We will provide regular updates on the progress of the project.
If you have any questions or suggestions, please contact the project team at BfD.