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

Browse Search

6.E. - Page 3 of 10 The use of electronic signatures is permitted and shall have the same force and effect as the use of manual, or "wet" signatures if all of the following criteria are met: 1. The electronic signature or initial has been generated using an acceptable form of technology to generate and save the signature. 2. The electronic signature is capable of verification. 3. The electronic signature is under the sole control of the person using it. 4. Electronic notifications requesting electronic signatures are not forwarded to a third party unless the authority to sign the document has been properly delegated through the automated document workflow process. 5. The electronic signature can be linked to the data in such a manner that it is readily ascertainable if the data has been changed after the signatures is applied. 6. All documents submitted for electronic signature must be in PDF format. Documents and Use The policy states that acceptable use of electronic signatures shall be determined by the City Clerk in consultation with the City Attorney, the City Manager, and applicable laws. In general, the policy addresses three categories of documents when determining the acceptability of an electronic signature for a specific document, (1) Internal Documents, which may be signed electronically; (2) Contracts and Agreements, which may be signed electronically if all parties to the contract or agreement accept the use of electronic signatures, and (3) Recorded Documents, which generally require a wet signature unless the agency accepting the documents specifies otherwise. The policy gives examples of documents for each of these categories. Language will be added to all City agreements/contracts informing all parties that an electronic signature will be used by all parties to the agreement and will be treated with the same force of a wet signature, unless the third party does not agree to sign using an electronic signature, in which case a manual signature will be accepted. The use or acceptance of an electronic signature must be agreed to by all parties in order for it to be enforceable. Staff intends to maintain a comprehensive list of acceptable documents and uses, as well as procedures for seeking approval of new documents and uses for electronic signatures. The list and procedures document will be maintained by the City Clerk and will be made available to City staff via the City's intranet. Unauthorized use of someone else's electronic signatures is a violation of this policy and may result in disciplinary action up to and including termination. Automated Document Workflow and Vendor Analysis Information Technology Division (IT) staff were asked to spearhead the evaluation of an electronic signature solution. The evaluation process included a cost analysis, function comparison, ease of use assessment, and a review with the City Attorney's Office to ensure the solutions compliance with Page 3 of 6 City of Redwood City 1017 Middlefield Road, Redwood City, CA. 94063 Tel: 650-780-7000 www.redwoodcity.ore 124