AgdaPkt 2020-10-26 Joint SA PFA - Laserfiche WebLink

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6.E. - Page 2 of 10 electronic signatures in limited instances, which further increases the importance of adopting a policy and implementing uniform procedures citywide. On March 4, 2020, the Governor of the State of California proclaimed a statewide emergency relating to COVID-19. Since the emergency declaration, many City employees have transitioned to remote work in order reduce the spread of COVID-19. Staff request that the City Council retroactively approve the use of electronic signatures to conduct essential City business during the closure of City Hall and other public facilities. ANALYSIS To inform the development of the Redwood City Electronic Signature Use Policy (Attachment A), staff reviewed nearly 20 electronic signature policies from municipalities and other public agencies throughout California and interviewed various agency representatives about their experience implementing electronic signatures organization -wide. Staff also participated in product demonstrations with two electronic signature vendors in order to inform the recommendation for selecting a vendor to provide electronic signature services. Prior to being presented to the City Council, the policy was also reviewed by the collective bargaining units that represent City staff. The electronic signature policy prescribes the guidelines for the use of electronic signatures by the City of Redwood City. The policy establishes the requirements for the use of electronic signatures in lieu of manual, or "wet" signatures and ensures the same force and effect of a manual signatures. The policy is designed to increase efficiency and staff productivity by leveraging technology to collect, preserve, and secure city documents. Requirements for Accepting Electronic Signatures The E -Sign Act is a federal law passed to facilitate the use of electronic records and electronic signatures in interstate and foreign commerce. Under this, contracts that are signed electronically are just as valid as those with wet signatures. The Act defines terms (e.g., electronic signature and electronic record etc.), requires intent of the signer, gives special considerations for consumers, and outlines directions for electronic record retention as applicable. The California Uniform Electronic Transaction Act (UETA) authorizes uses of an electronic signature for transactions and contracts among parties in California, including a government agency, and governs how electronic signatures are used. An electronic signature or "e -signature" is defined as an electronic marking, symbol, or process attached to or logically associated with an electronic record and executed or adopted by a person with the intent to sign the electronic record in the same manner as the person would sign by hand. E -signatures can include digital signatures, facsimile signatures, or an image of a signature than can be electronically affixed to a document. Page 2 of 6 City of Redwood City 1017 Middlefield Road, Redwood City, CA. 94063 Tel: 650-780-7000 www.redwoodcity.ore 123