Document Actions

Introducing Electronic Signatures at JLU

Illustration eines Laptops mit geöffnetem Dokument auf dem Bildschirm und einer Hand, die mit einem Bleistift darauf schreibt – symbolisiert elektronische Unterschrift.

 

 

 

 

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 3: running | since February 2026

In the third phase of the project, we are preparing to expand the use of electronic signatures further. The focus is 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 will be saved by digitizing frequently performed signatures.

Identify: Seek out 4-5 additional pilot projects from the administration with external ties. Support: Fully support the processes until they are completely implemented. Focus on impact: Select frequently performed tasks that require multiple signatures for maximum efficiency.

Moreover, this project phase will also clarify the financing and a potential change in the licensing model, as well as handle procurement and prepare for rollout across the entire central administration in the second half of the year.

If you have any questions or suggestions, please feel free to contact the project team (Johanna Daus, Anne Landsiedel, Christian Riese).

Electronic signatures—project phase 2: complete | February 2026


As part of 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). 

 

To ensure practical feasibility, electronic signature processes were developed, tested, and optimized together with employees in four pilot areas. The focus until the end of the year was on signature processes with external impact, in which documents had to be signed by internal persons (e.g., president, chancellor, and representatives) and external partners (contractual partners, sponsors).

 

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.

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) 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 manages the project. Its 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.