New rules make electronic federal documents official

Virtual documents are real documents as far as the law is concerned, the Office of Management and Budget explained Tuesday in guidance that urges federal agencies to conduct more business online.

OMB's guidance is based on the 1998 Government Paperwork Elimination Act, which gives agencies until October 2003 to provide anyone who does business with Uncle Sam the option of conducting that business electronically. The act also urges agencies to use electronic signature technology so that electronic documents can be treated as legally binding documents.

The act "specifically states that electronic records and their related electronic signatures are not to be denied legal effect, validity or enforceability merely because they are in electronic form," OMB's guidance said. "Federal managers should consult with their legal counsel about any specific legal implications due to the use of electronic transactions or documents."

The Government Paperwork Elimination Act puts a statutory deadline on efforts already underway at many agencies. Many federal workers already use online services, such as GSA Advantage!, for procurement, and online forms already allow citizens to apply for federal financial aid, fill out Census forms or apply for some federal jobs.

Agencies can avoid the act's requirements by demonstrating to OMB why there is no low-risk, cost-effective way to go digital.

The guidance is online at www.cio.gov/docs/gpea_wpd.htm