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6.E. - Page 7 of 10 DRAFT Redwood City Electronic Signature Policy 1. PURPOSE: This 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. 2. POLICY: A. Definitions 1. "Digital signature," as defined by California Government Code Section 16.5, is a type of electronic signature. 2. "Electronic record" is a record that is created, generated, transmitted, communicated, or stored using electronic means. 3. "Electronic signature" or "e -signature" is 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, and includes digital signatures. The following are also considered to be electronic signatures when the requirements of this Policy are followed: (a) facsimile signatures, and (b) an image of a signature electronically affixed to a document. 4. "External Document" is any document generated by or required to be signed by persons other than City employees. Examples of external forms would include contracts to which the City is a party that must be signed by a non -City party or applications to be completed by members of the public and submitted to the City. 5. "Internal Document" is an administrative form or document designed for use exclusively by City staff to support internal workflow processes. Examples of such documents would include human resources administrative forms, purchase requests, or other documents available over the City Intranet. 6. "Proxy signature" is when Person A authorizes Person B to affix Person A's signature on their behalf. Proxy signatures are prohibited under this policy. 7. "Record" is information that is inscribed on a tangible medium or that is stored in an electronic or other medium and is retrievable in perceivable form. 8. "Signature authority" is the authority to execute a document on behalf of the City via signature, whether electronic or manual. 9. "Uniform Electronic Transaction Act (UETA)" UETA is a California state law that authorizes uses of an electronic signature for transactions and contracts among parties in California, including a government agency. It also governs how electronic signatures are used. (See Civil Code Section 1633.1 et seq.) 10. "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 law, contracts that are signed electronically are as valid as those with wet signatures. It defines terms (e.g., electronic signature Page 1 of 4 128