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19) If the digital signature certificate and PIN are valid, the document is signed and
automatically saved under the filename. This is the file you submit to M/MS/IRD.
For multiple-signatory documents (e.g., dual-agency submissions), the first
signer forwards the signed document to the next signer, who repeats the signing
process on the already-signed file. (See Add Multiple Digital Signatories in MS
Word below.) All digital signatories must have their names and job titles typed in
the signature block of the document.
A digital signature can be removed if necessary. This might be useful if sudden
changes are needed or if a different signatory is desired. Remember: once the
document is digitally signed it is secure and cannot be edited. If anyone edits the
document after it has been signed but before it is uploaded to the Web portal,
OFR will reject the file for an invalid digital signature and you will need to re-
sign the document (See Remove Invisible Digital Signatures in MS Word below.)
Add Multiple Digital Signatories in MS Word
Multi-agency digital submissions are not only possible but recommended. Exactly like
paper-and-disk submissions, if multiple agencies are submitting a document for
publication, OFR receives only one document, signed by all agencies (e.g., if six
agencies are jointly issuing a rule, OFR does not accept six submissions of the same
rule). Regardless of the method of submission, the legal requirements are the same
(i.e., representatives from all issuing agencies must sign the document, as described in
the Document Drafting Handbook (DDH), 1.6). If one or more of the agencies are
unable or unwilling to digitally sign, the document must be submitted via the
conventional paper-and-disk procedure, as described in the DDH.
One of the issuing agencies should serve as the primary or lead coordinating agency.
Follow these steps for jointly-issued, digitally-signed documents:
1) Save the finalized version of the document as a MS Word file (.docx). Be sure
that the digital signatories’ names and job titles are pre-printed in the signature
block section of the document.
2) Coordinate among the issuing agencies the sequence of signing (i.e., determine
who will sign first and forward the signed file for the next signature). Determine