Digital signature now required on new evaluation forms

  • Published
Officer and enlisted evaluation forms changed recently to include several additions, deletions and cosmetic changes, as well as some relevant process changes. 

One particularly noteworthy change is the requirement to sign the evaluation forms using the digital certificates on the Common Access Card system. Then, using an approved method to ensure sensitive information is protected, transmit them electronically. 

While some are using SharePoint and other workflow tools, the majority of the forms are being transmitted via e-mail using the encryption capabilities of the Public Key Infrastructure. 

"The old evaluation process used handwritten signatures and was not e-mailed," said Staff Sgt. Tracy Hunt, 71st Mission Support Squadron. "The new process was implemented to improve performance documentation, while ensuring the evaluation process remains fair and provides an accurate portrayal of performance." 

PKI provides significant protection capabilities to sensitive and personally identifiable information through positive identification and authentication, data integrity, non-repudiation and confidentiality. 

PKI technology, which has been available on Department of Defense unclassified networks for several years, is now commonly used to digitally sign and encrypt unclassified e-mail messages, as required by AF Instruction 33-119, Air Force Messaging. 

"The digital signatures ensure evaluator comments and ratings cannot be changed," said Sergeant Hunt, a Detroit native. "The forms are also automatically dated when digitally signed. This allows the electronic evaluation to be filed and become a part of a member's permanent record." 

To route the new evaluation form, attach the form in an encrypted e-mail and send it to the appropriate recipient. To send or receive an encrypted e-mail, users must publish their certificates to the Global Address List.

Steps to register certificates and publish certificates to the GAL: 

Open Internet Explorer,
Click Tools > Internet Options > select the Content tab > Certificates. If there is anything listed under the Personal tab, highlight and remove them.
Close Internet Explorer
Insert card into smart card reader
Double click>ActivCard Gold Smart Card Agent in the System Tray
Click Tools > Register Certificates
Click Yes
Click OK at the "The certificate has been successfully installed." Window.
Click Close
Open Outlook
Click Tools > Options > select the Security Tab.
Click > Publish to GAL
Click > OK
Enter your PIN number if it asks you to.
Click > OK at the message that says "Your certificates were published successfully."
Click > OK at the Options Window. You should now be able to send an encrypted message.

To Sign and Encrypt a message, open a new message, click the Digitally Sign button and the Encrypt message button. This will encrypt the e-mail.

People who have trouble registering their certificates or publishing to the GAL, call the Help Desk at 213-6262. For questions concerning the new evaluation process, contact MPF Evaluations at 213-7479 or by e-mail to 71 MSS/DPMPE@vance.af.mil.

To find out more about the new evaluation forms and their requirements, visit the AFPC Web Site at http://ask.afpc.randolph.af.mil and click on "Evaluations."
(Courtesy of AFPC)