QSS is enabling digital signatures

Queensland Shared Services is enabling digital signatures on our PDF forms.

You can now use a digital signature to complete Queensland Shared Services (QSS) PDF forms. This will make it easier for you to do business with us—no more printing and manual signatures.

What is a digital signature?

A digital signature is an electronic version of your manually handwritten signature.

A digital signature is protected by a password, meaning you must enter a password before you can use it on the PDF form.

How do I get a digital signature?

You need to create a digital signature in Adobe Acrobat (Adobe calls this a self-signed Digital ID).

If you need help creating your digital signature, contact your agency ICT service desk.

Is a digital signature secure?

Once you add a digital signature to a QSS PDF form, it locks the fields. No one can edit them.

Other staff in your agency can add additional digital signatures (agency approvals) but can't modify other form fields.

If you need to change something after you've added your signature, you'll need to start a new form.

When QSS receives the form, we'll complete our processing fields (which remain unlocked).

What controls do we have in place?

Controls are in line with the provision of information for processing, as outlined under responsibilities in the QSS service level agreement with your agency.

How do I use a digital signature?

Before you can use a digital signature, you must:

  • discuss the process with your team and the person that approves the PDF form
  • create a digital signature in Adobe Acrobat
  • delete any old versions of the forms saved on your desktop or shared network drive—old versions will not accept digital signatures
  • get the latest copy of the PDF form from the QSS Self Service Centre.

I don't want to use a digital signature

You can still manually hand-sign our PDF forms. Once you have completed and signed the form, get it to us faster by logging in to the QSS Self Service Centre to submit it.

If you have questions about your signature options when submitting forms to QSS, please contact the relevant officer within your agency.