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

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6.E. - Page 9 of 10 DRAFT Recorded Documents. The use of electronic signatures (including facsimile signatures and an image of a signature) is not acceptable for Recorded Documents. 4. A comprehensive list of acceptable documents and uses will be made available by the City Clerk and updated or revised administratively as needed. 5. Procedures for use of electronic signatures, and for seeking approval for new uses of electronic signatures shall be established by the City Clerk in consultation with the City Attorney and the City Manager. 6. Unauthorized use of someone else's electronic signature is a violation of this policy and may be punishable by discipline, up to and including termination. D. Automated Document Workflow 1. The City of Redwood City will implement the use of electronic signatures in conjunction with an automated document workflow process that will result in the creation of electronic records. 2. The automated document workflow shall be capable of capturing an audit trail and maintaining the information in conjunction with the signed document. 3. Through the automated document workflow, authorized signers will be authenticated using an email address. It is expected that all City employees safeguard access to business email to ensure the security of their unique electronic signature. 4. The City Manager, on the advice of the Administrative Services Director, is authorized to make final determination of acceptable vendors to provide electronic signature and automated document workflow services. E. Treatment of Documents 1. Documents fully executed in accordance with this Policy shall be considered the original document for the purpose of complying with records retention practices and requirements under the City's retention schedules. 2. The City Clerk or the department of record should maintain all original documents in a manner that is safe, reliable, and easily accessible in the course of business. F. Designation of Authority 1. Where a City employee is authorized to execute a document (independent of this policy), the use of electronic signatures for that document is allowed, this policy permits the designated signer to authorize another City employee to sign that document on the designated signer's behalf. In situations where the act of signing a document has been delegated to someone other than the original recipient, the signature authority will be delegated through an automated workflow process and the employee to whom the signing has been delegated will use their own electronic signature. The use of a proxy signature, Person B affixing Person A's signature to a document, is prohibited. Page 3 of 4 130