2022/01/05 Council Agenda Packet

EXHIBIT A USE OF ELECTRONIC SIGNATURES FOR CITY BUSINESS I. Purpose The convenience and low cost of conducting business electronically and/or over the Internet has the potential to increase efficiencies in all business including government business. Technological advances and an increase in the number of people using computers as part of everyday business will only continue to increase. The benefits of using electronic signatures and electronic records can reduce use of paper, save time and reduce costs associated with handling physical documents. The purpose of this Policy is to establish an electronic signature policy for the City to: • Promote efficiency in order to conserve public resources; • Establish guidelines for the use of electronic signatures for certain City officials and staff transactions and/or electronic transmission of original signatures; and • Provide reasonable assurance of the integrity, authenticity, and nonrepudiation of electronic documents when electronic signatures are used by the City; and • Determine the scope of the City's use of electronic signature and/or signature platform(s) or software (i.e. Adobe Sign or other software) as applied to an electronic record. Reducing the City's reliance on paper -based transactions requiring original or wet signatures will further improve information security and sharing, allow faster approval of and access to documents, and reduce costs and environmental impact. Streamlining the processes described herein that require wet signatures and replacing them with electronic signatures or allowing for electronic transmission, when practicable, is consistent with the intent of Washington State law to promote electronic transactions and remove barriers that might prevent the use of electronic transactions by governmental entities. This policy supersedes Policy 500-19-07 ("Electronic Signatures on Contracts"). II. Applicability This policy applies to authorized City officials and employees when using facsimile, electronic and digital signatures to conduct business on behalf of the City. This policy further applies to all non -City electronic signatures received by the City. III. Employee Responsibilities All City officials and employees who utilize electronic signatures in the conduct of their duties shall have reviewed these policies to ensure that, to the best of their ability, the guidelines herein are followed. IV. Definitions 1. "Designee" means a City official or employee who has been designated by the City Council, Mayor, Department Director, City Clerk, or City Attorney to sign City records on their behalf using an electronic signature. With respect to City records that are contracts, bonds, or instruments, "Designee" is limited to persons authorized to execute contracts, bonds, or instruments in the name of the City as determined by the City Charter, City ordinances and City Council resolutions.