HomeMy WebLinkAboutPolicies - BOCCGrant County Personnel Policy
1505 — Electronic Signature Policy
Issue Date
04/14/20
Eff a e
o3 10/ o
Revision Date
04/14/20
Chair
Vice Chair
Cindy Carter
Tom Taylor
Commissioner
Richard Steve<
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1505 - Electronic Signature Policy
1505.01 Purpose.
This policy is intended to promote efficiency, save resources and provide
parameters on the use of e -signatures in Grant County transactions under the
authority of RCW 19.360.020; RCW 19.360.030.
1505.02 Policy statement.
This policy codifies how the County will designate transactions for which e -
signatures will be required and recognized by the County. This policy also
requires the County establish security procedures regarding the use of e -
signatures and does not replace any County Policies.
This policy will allow employees to submit payroll, accounts payable and
personal related forms that require a signature and can be submitted
electronically.
1505.03 Definitions
Electronic Signature: An electronic sound, 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 record.
2. Electronically signed record: A record that is created and signed by
electronic methods.
3. Authentication: The assurance that the electronic signature is that of a
person purporting to sign the record or conduct the electronic transaction.
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4. Desired Signature Transaction: A transaction for which there is no legal
requirement of a valid written or electronic signature but for which a valid
written or electronic signature may be desirable in order to bind a parry or
emphasize the significance of a transaction. Examples include but are not
limited to internal memos or letters from one office to another.
5. Required Signature Transaction: A transaction governed by law or
regulation that requires the presence of a valid written or electronic
signature before it is considered legally effective. Examples include but are
not limited to contracts, letters of offer, and federal documents.
1505.04
Grant County Elected Officials and assigned Department Heads May Use and
Accept Electronic Signatures. Unless otherwise specified by law or agency rule,
the County recognizes that an electronic signature has the same force and effect
as that of a signature affixed by hand.
1505.05
The Grant County Administrative Services Coordinator, Deputy Prosecuting
Attorney and Human Resource Director will establish a "Standards for Electronic
Signature Methods and Software" to be approved by the Grant County Board of
Commissioners for legal documents.
1505.06
Signers of County -Oriented Transactions Determine Whether a Signature Is
Desired or Required
i) Desired Signature Transactions: Electronic signatures can be used
when a signature is not required by law or regulation but is desired
to emphasize its importance and there is an intent to give the same
force and effect as the use of a signature affixed by hand. In these
cases, there is no legal requirement for authentication, and the
signature method does not require approval by the Grant County
Board of County Commissioners or its designee.
ii) Required Signature Transactions: Electronic signatures can be used
when law or regulation requires a signature. In these cases, the
signature method must be approved by the Grant County Board of
County Commissioners or its designee who determines whether the
resulting signatures have all of the necessary components to make
them legally enforceable. Any approved system must produce or
ensure:
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Grant County Personnel Policy
1. An electronic form of signature,
2. Proof of intent to sign,
3. Association of signature to record,
4. Identification and authentication of the signer, and
5. Integrity of the signed record
1505.07
Departments Shall Retain All Electronically Signed Records. Retention
requirements are based on the function and content of the records rather than on
format. Employees with signature authorities and departments shall retain all
electronically signed records for the same period as paper records as specified in
the retention scheduled approved by the local records committee under RCW
40.14. Electronically signed legal documents must remain in their original form,
searchable and retrievable for the length of the designated retention period RCW
40.14.020(6) and WAC 434-662-040.
1505.08
Falsification of Electronically Signed Records and Electronic Signatures Is
Prohibited. It is a violation of this policy for an individual to sign a County
transaction as if they were another individual or to sign on behalf of another
individual, unless such specific authority has been granted by that individual.
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