HomeMy WebLinkAbout2025-03-04; City Council; 05; Revise City Council Policy No. 80 – Electronic SignaturesCA Review GH
Meeting Date: March 4, 2025
To: Mayor and City Council
From: Geoff Patnoe, City Manager
Staff Contact: Gina Herrera, Assistant City Attorney
gina.herrera@carlsbadca.gov, 442-339-5123
Subject: Revise City Council Policy No. 80 – Electronic Signatures
Districts: All
Recommended Action
Adopt a resolution approving revisions to City Council Policy 80 – Electronic Signatures.
Executive Summary
Staff are proposing changes to City Council Policy No. 80 to simplify the policy while continuing
to allow for and encourage the use of electronic signatures where it is feasible and legally
permissible to do so.
Expanding the use of electronic signatures in city processes improves workflow efficiencies and
reduces the need to print, file and store paper documents, in keeping with the City Council’s
goals of protecting the environment and natural resources and being a model for effective and
efficient local government.
Under City Council Policy No. 1, City Council policies may be adopted, amended, or
rescinded only by a resolution receiving four affirmative votes from the City Council.
Explanation & Analysis
City Council Policy No. 80 and Administrative Order No. 75, which were both first adopted in
2014, address the use of electronic signatures on city documents and agreements. Since their
adoption, the use of electronic signatures has become more prevalent and the technology for
processing electronic signatures has improved.
Staff have reviewed the City Council policy and the administrative order and are proposing
changes to both documents. The simplified City Council policy will remain relevant even if the
use of electronic signatures expands or new technologies emerge; any changes needed to
address the new uses or technologies can be made to the administrative order.
The administrative order is also being revised to provide more detailed guidance for city staff
on the use of electronic signatures. The order includes a table for staff identifying various types
of city documents and the allowable signatures for each. The administrative order is provided
as Exhibit 3, the previous order is provided as Exhibit 4 and a table explaining the proposed
changes between the new and previous orders is provided as
Exhibit 5.
March 4, 2025 Item #5 Page 1 of 17
City staff have been using digital signature technology such as DocuSign for signing contracts
since 2014 and that use has greatly expanded over time. The administrative order continues the
use of digital signatures on contracts and agreements but will also allow for other types of
electronic signatures to be used on other city documents, such as routine correspondence,
internal memos and purchase orders. The administrative order also allows for the use of
electronic signatures on resolutions and ordinances.
Fiscal Analysis
Revising City Council Policy No. 80 will have no fiscal impact on the city.
Next Steps
If the City Council adopts the proposed resolution revising City Council Policy No. 80, the City
Manager will then issue the revised Administrative Order No. 75, attached as Exhibit 3.
Environmental Evaluation
This action does not require environmental review because it does not constitute a project
within the meaning of the California Environmental Quality Act under California Public
Resources Code Section 21065 in that it has no potential to cause either a direct physical
change or a reasonably foreseeable indirect physical change in the environment.
Exhibits
1. City Council resolution
2. City Council Policy No. 80 with revisions shown
3. Proposed Administrative Order No. 75
4. Existing Administrative Order No. 75
5. Table highlighting differences between existing and proposed Administrative Order No. 75
March 4, 2025 Item #5 Page 2 of 17
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RESOLUTION NO. 2025-060
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFORNIA, APPROVING REVISIONS TO CITY COUNCIL POLICY NO. 80 -
ELECTRONIC SIGNATURES
WHEREAS, the use of electronic signatures increases workflow efficiencies and reduces the use
of paper; and
WHEREAS, the City Council adopted City Council Policy No. 80 -Electronic Signatures in 2014
to address the use of electronic signatures on city documents and agreements; and
WHEREAS, since the adoption of City Council Policy No. 80, the use of electronic signatures has
become more prevalent and the technology for processing electronic signatures has improved; and
WHEREAS, the revised City Council Policy No. 80 provides a policy statement encouraging the
use of electronic signatures as operationally feasible, where technology permits and as otherwise
appropriate; and
WHEREAS, specific rules and requirements regarding the use of electronic signatures on internal
and external city documents will be adopted by an administrative order issued by the City Manager.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as
follows:
1. That the above recitations are true and correct.
2. That revised City Council Policy No. 80 (Attachment A) is adopted.
PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of
Carlsbad on the 4th day of March 2025, by the following vote, to wit:
AYES:
NAYS:
ABSTAIN:
ABSENT:
Blackburn, Bhat-Patel, Acosta, Burkholder, Shin.
None.
None.
None.
KEITH BLACKBURN, Mayor
SHERRY FREISINGER, City Clerk
(SEAL)
City Council
POLICY STATEMENT
Subject: Electronic Signatures
Purpose
Policy No.
Date Issued
Attachment A
80
03/04/2025
Resolution No. 2025-060
This policy authorizes the use of electronic signatures on city documents. This policy does not
supersede laws that specifically require a written signature.
Background
The use of electronic signatures is increasingly prevalent in the public and private sector
because it can reduce the paper, time and cost associated with transmitting, approving and
storing physical documents. Using electronic signatures to increase workflow efficiencies and
reduce the use of paper furthers the City Council's goals of protecting the environment and
natural resources and being a model for effective and efficient local government.
Statement of policy
The City Council encourages the use of electronic signatures on internal and external
documents when it is operationally feasible, where existing technology permits and as
otherwise appropriate. The City Manager in consultation with the City Attorney shall develop
and maintain policies and procedures for the use of electronic signatures on city documents.
Procedure
Refer to Administrative Order No. 75 -Electronic Signatures.
Exhibit 2
Policy No. 80
Date Issued 3-11-2014
Resolution No. 2014-036
Subject:
Electronic Signatures
Purpose
This policy authorizes the use of electronic signatures on city documents. To enable the City of
Carlsbad to accept an approved electronic signature, in lieu of a written signature, on a
document in which a signature is required or used, which complies with the requirements of
Government Code section 16.5. This policy does not supersede laws that specifically require a
written signature. This policy does not limit the right or option to conduct the transaction on
paper or in non-electronic form and the right to have documents provided or made available on
paper.
Background
The use of electronic signatures on legally binding documents has become is increasingly
prevalent in the public and private sector but has yet to find widespread adoption by public
entities. The benefits of electronic signatures are simple and numerous: they cut down on
because it can reduce the paper, time and cost associated with transmitting, and approving and
storing physical documents., and they can offer an easily accessible audit trail of the
modification, editing, and approval/ signature of documents. Using electronic signatures to
increase workflow efficiencies and reduce the use of paper furthers the City Council’s goals of
protecting the environment and natural resources and being a model for effective and efficient
local government.
This policy will authorize the use of electronic signatures on the City of Carlsbad documents
while allowing the city to strike a balance between flexibility and the need for signature security
and integrity.
Statement of policy
Calibri 12 point font, 85% black here.
The City Council hereby authorizes encourages the use of electronic signatures on internal and
external documents when it is operationally feasible, where existing technology permits and as
otherwise appropriate. The City Manager in consultation with the City Attorney shall develop
and maintain policies and procedures for the use of electronic signatures on city documents. as
detailed in Administrative Order No. 75 – Electronic Signatures, which may be amended from
time to time.
March 4, 2025 Item #5 Page 5 of 17
City Council
POLICY STATEMENT
Electronic Signatures
Date
Page 2
To the fullest extent permitted by law, the City of Carlsbad accepts e-signatures as legally
binding and equivalent to handwritten signatures to signify an agreement in accordance with
California Government Code section 16.5.
This policy applies to all employees of the City of Carlsbad, and governs all uses of electronic
signatures and electronic records used to conduct the official business of the City of Carlsbad.
Such business may include, but not be limited to electronic communications, transactions,
contracts, permits and other official purposes, both internal and external to the city.
Where a city policy requires that a record have the signature of an authorized person that
requirement is met when the electronic record has associated with it an electronic signature
using a city approved electronic signature method.
Where a city policy requires a written document, that requirement is met when an electronic
record has associated with it an electronic signature using a city approved electronic signature
method.
The City of Carlsbad's right or option to conduct a transaction on paper or in non-electronic
form shall not affect the City of Carlsbad's right, option or obligation to have documents
provided or made available in paper format.
Approved and automated processes for a City of Carlsbad transaction are automatically subject
to the provisions of this policy.
Periodic reviews will be implemented for appropriateness and continued applicability of
electronic signatures.
If the parties have agreed to conduct a transaction by electronic means, the parties are
required to utilize the city's electronic signature system for approved, electronically signed
documents and that all applicable security processes for authentication be followed.
Where a legal requirement, beyond city policy, requires a written document, that requirement
is met when an electronic record has associated with it an electronic signature using an
approved electronic signature method, which complies with California state law.
Appropriate procedures must be used to confirm that the person signing the record has the
appropriate authority.
This policy applies only to transactions between parties, which have agreed to conduct
transactions by electronic means with the use of the city's approved electronic signature
method.
If parties have agreed to conduct a transaction by electronic means and a law requires a person
to provide, send, or deliver information in writing to another person, the requirement is
satisfied if the information is provided, sent or delivered, in an electronic record capable of
retention by the recipient at the time of receipt. An electronic record is not capable of retention
by the recipient if the sender or its information processing system inhibits the ability of the
recipient to print or store the electronic record.
This policy shall not apply to any transaction that requires a person's signature to be signed in
the presence of a notary public.
The final approval of any electronic signature method will be by the City Manager and City
Attorney, with the recommendation of the Information Technology Director. In determining
whether to approve an electronic signature method, consideration will be given to the systems
March 4, 2025 Item #5 Page 6 of 17
Electronic Signatures
Date
Page 3
and procedures associated with using that electronic signature, and whether the use of the
electronic signature is at least as reliable as the existing method being used.
In the event that it is determined that an approved electronic signature method is no longer
trustworthy, the City Manager must revoke the approval of that electronic signature method. If
there is continued significance for the electronic signatures, which used the revoked method,
the City Manager will take steps to see that any valid records signed with the revoked electronic
signature method are signed again either with a written signature or with an approved
electronic signature method.
Procedure
Refer to Administrative Order No. 75 – Electronic Signatures.
March 4, 2025 Item #5 Page 7 of 17
Exhibit 3
City Hall
1200 Carlsbad Village Drive Carlsbad, CA 92008 442-339-2820 www.carlsbadca.gov
Administrative Order No. 75
This order supersedes Administrative Order No. 75 dated April 14, 2014
Date: CURRENT DATE
To: All City Departments
From: Geoff Patnoe, City Manager
Subject: Electronic Signature Policy and Procedure
REFERENCE:
City Council Policy 80 – Electronic Signatures.
PURPOSE:
The use of electronic signatures is intended to make city business practices more efficient by
allowing more automated workflows and eliminating the need to print, file and store paper
documents. This policy establishes when electronic signature technology may replace a hand-
written signature, with the goal of encouraging the use of paperless, electronic documents
whenever appropriate and allowed by law. This policy allows the city to accept an approved
electronic signature, in lieu of a written signature, on a document in which a signature is
required or used, which also complies with the requirements of the California Government
Code Section 16.5, is accessible and conforms to Revised Section 508 Standards and Web
Content Accessibility Guidelines 2.0 Level AA Success Criteria (ADA compliance requirements
for electronic content) and this policy.
While the use of electronic signatures is suggested and encouraged, this policy does not require
any city department to use electronic signatures, nor can the city mandate that any third party
signing a document use electronic signatures.
This policy applies to documents requiring a signature of any person where the signature is
intended to show authorship, approval, authorization, or certification, as allowed by law. It is
the policy of the city to encourage the use of electronic signatures in all internal and external
activities, documents, and transactions where it is operationally feasible to do so, and where
existing technology permits. In such situations, affixing an electronic signature to the document
in a manner consistent with this policy shall satisfy the city's requirements for signing a
document. As used in this policy, the term "signature" includes using initials on a document
instead of a signature.
March 4, 2025 Item #5 Page 8 of 17
{city of
Carlsbad
Admininstrative Order No. 75 – Electronic Signature Policy and Procedure
2
BACKGROUND:
The use of electronic signatures on legally binding documents has become increasingly
prevalent. The benefits of electronic signatures are simple and numerous: they cut down on the
paper, time and cost associated with transmitting and approving physical documents and can
offer an easily accessible audit trail of the modification, editing, and approval of documents.
The legality and use of electronic signatures are governed by federal and state law. (See 15
U.S.C. §§ 7001, et seq. [U.S. Federal Electronic Signatures in Global and National Commerce
Act]; California Government Code Section 16.5; California Civil Code Section 1633.1, et seq.) In
1995, the California Legislature enacted AB 1577 which, among other things, added
Government Code Section 16.5, to authorize public entities to accept digital signatures if the
signatures comply with stringent verification requirements. In 1999, California adopted a
version of the Uniform Electronic Transactions Act (UETA)(California Civil Code Sections 1633.1
to 1633.17), providing that electronic signatures would have the same legal effect as a wet or
manual signature. In 2000, the federal government enacted the Electronic Signatures in Global
and National Commerce Act (ESIGN) which mandated the same treatment of electronic
signatures in interstate or foreign commerce (15 USC Section 7001 et seq.) In 2016, AB 2296
clarified that a digital signature may be used to satisfy the requirements of an electronic
signature under UETA. The bill also revised Government Code Section 16.5 by specifying that if
a public entity elects to use a digital signature that meets specific requirements, the digital
signature has the same force and effect of a manual signature in any communication with the
public entity.
POLICY:
Definitions:
"Digital Signature" is an electronic identifier, created by computer, intended by the
party using it to have the same force and effect as the use of a manual signature if and
only if it embodies the following attributes pursuant to Government Code Section 16.5:
• It is unique to the person using it;
• It is capable of verification;
• It is under the sole control of the person using it;
• It is linked to data in such a manner that if the data are changed, the
digital signature is invalidated; and
• It conforms to regulations adopted by the California Secretary of State.
"Electronic" relates to technology having electrical, digital, magnetic, wireless, optical,
electromagnetic, or similar capabilities.
"Electronic Record" is a record created, generated, sent, communicated, received, or
stored by electronic means.
March 4, 2025 Item #5 Page 9 of 17
Admininstrative Order No. 75 – Electronic Signature Policy and Procedure
3
"Electronic signature or e-signature" means an electric 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 electronic record. Electronic signature is a broad
generic term for a variety of electronic methods of approving or signing documents
without the use of paper and ink. As defined above, a digital signature is a type of
electronic signature.
"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. Documents or forms
are records.
Choosing Electronic Signatures vs. Digital Signatures
As defined above, electronic signatures include a wide range of methods of approving or signing
documents without the use of paper and ink. Some methods of creating electronic signatures
include typing a name at the end of an email, scanning a signature image and inserting the
image in a document, or checking an approval box on a form. In contrast, digital signatures
include a form of encryption which protects the authenticity of the document and prevents the
document from being altered after it has been signed. Digital signatures can only be generated
by the use of specialized software.
While digital signatures are required on certain documents, standard e-signatures are sufficient
and recommended for most internal signing.
• Electronic Signature:
o Routine memos, correspondence and documents intended for use within the city
or with outside agencies
o Legislative documents (ordinances, resolutions, etc.)
o Personnel forms and memos (pre-employment, active employees, retirees, etc.)
o Travel Logs
o Credit Card Statements
• Digital Signature:
o Contracts and agreements
o Sensitive legal, contractual or personnel documents
o Assorted legal or financial documents
o Final real estate transactions (restrictions apply to recorded documents,
including those documents that convey interests in real property)
Attachment A to this Administrative Order includes a matrix identifying common city
documents and the types of signatures appropriate for each.
General Provisions
• In any document generated, used or accepted by the city in which a signature is
required, the use of an electronic signature will have the same force and effect as a
March 4, 2025 Item #5 Page 10 of 17
Admininstrative Order No. 75 – Electronic Signature Policy and Procedure
4
handwritten signature, so long as the electronic signature complies with the
requirements of this Administrative Order.
•To the fullest extent permitted by law, the city accepts electronic signatures as legally
binding and equivalent to handwritten signatures.
•This policy applies only to transactions between parties that have agreed to conduct
transactions by electronic means with the use of the city's approved electronic signature
method. When a document is electronically signed by all parties, the city will provide a
copy of the electronically signed document to the other parties in an electronic format
that is capable of being retained and printed.
•The final approval of any electronic signature method will be by the City Clerk Services
Director and the City Attorney shall determine acceptable technologies and vendors
consistent with industry best practices to ensure the security and integrity of the data
and the signature. The City Clerk Services Director shall further determine the
documents for which the city will accept electronic signatures. Periodic reviews will be
implemented for appropriateness and continued applicability of electronic signatures.
•This Administrative Policy shall not apply to any transaction that requires a person's
signature to be signed in the presence of a notary public.
Records Retention
It is the responsibility of the initiating department to retain, and store, signed documents in
accordance with the requirements detailed in the city’s records retention schedule, unless the
City Clerk’s Office is the office of record.
Violations
•Employees who falsify electronic signatures or otherwise violate this policy are subject
to disciplinary action and criminal prosecution under applicable city and state laws.
•It is a violation of this administrative order for an individual to sign on behalf of another
individual unless he or she has documented proof of specific authority by that individual
to affix their electronic signature to a particular electronic record.
•Individuals must report any suspect or fraudulent activities related to electronic
signatures immediately to any manager or supervisor.
ACTION:
This Administrative Order is effective immediately.
_________________________________ _________________________________
Geoff Patnoe, City Manager Date
Attachments:
A.Common Types of Documents
March 4, 2025 Item #5 Page 11 of 17
Admininstrative Order No. 75 – Electronic Signature Policy and Procedure
5
Attachment A – Common Types of Documents
Examples of common types of documents are listed below. Signing authority is permitted only to the
extent each signer has requisite signature authority.
Document Type
Type of Signature Required Notes
Memos, Forms, Letters, and
Other Correspondence Electronic signature Electronic Signature is
recommended/Must maintain
proper signing authority
Internal purchase/accounting
documentation, Internal HR
Forms, Payroll Direct Deposit
Forms
Electronic signature Electronic Signature is
recommended/Must maintain
proper signing authority
City issued checks Wet/Manual signature
required
A facsimile signature may be
used in lieu of a manual
signature (Gov. Code § 5501)
City issued wires, EFT, ACH Digital signature Transactions subject to
verification by financial
institutions
Contract/Agreement (when any
party uses a notarized signature) Wet/Manual signature required
If one party is required to sign
and notarize the agreement,
then all signatures must be
wet/manual
Contracts/ Agreements Digital signature
Digital Signature may be used
by all parties, if no party must
sign and notarize
Resolutions/Ordinances/ Minutes Electronic signature
Electronic Signature is
recommended/Must maintain
proper signing authority
Certificates, Permits Electronic signatures to the
extent permitted by law
Should work with City
Attorney’s Office to
determine where applicable
laws permit electronic
signatures
Documents Requiring
Notarization Wet/Manual signature
required
All parties that require
notarized signatures must sign
using a “wet” signature
Documents Requiring
Recordation Wet/Manual signature
required
All parties that require
notarized signatures for
documents that are being
recorded must sign using a
“wet” signature
March 4, 2025 Item #5 Page 12 of 17
Admininstrative Order No. 75 – Electronic Signature Policy and Procedure
6
Document Type
Type of Signature Required Notes
Contractual Bonds
City Attorney’s Office may
approve as to form with a
digital signature in counterpart,
but the parties being bound
must use a wet/manual
signature
The parties being bound (e.g.,
contractor and surety) must sign
all bonds with a wet/manual
signature, because they require
notarization
Bond Issuance Wet/Manual signature
required
Final determination of acceptable
signature method subject to
determination by bond counsel
March 4, 2025 Item #5 Page 13 of 17
Exhibit 4
March 4, 2025 Item #5 Page 14 of 17
(1~ CITY OF
• CARLSBAD
Administrative Order No. 75
Date: April 14, 2014
To: All City Departments
From: Steve Sarkozy, City Manager
Electronic Signature Subject:
PURPOSE:
In order to enable the City of Carlsbad with the ability to automate multiple processes this proposal
recommends implementing an electronic approval and signature procedure.
PROCEDURE
The electronic signature process will be managed by the City Attorney, City Manager, Assistant City
Clerk, and Chief Technology Officer (collectively "Executive Team"). The Executive Team will oversee
the implementation of the security and technology governing the automation process in order to
assure the adherence to State law, California Government Code Section 16.5.
Implementation and Security Procedures
l. Using methodologies identified by the Executive Team, electronic signatures will be
implemented depending on the risks associated with the transaction, and all relevant State and
City of Carlsbad regulations. The quality and security of the electronic signature method shall
be commensurate with the risk and needed assurance of the authenticity of the signer. The
Executive Team will sign off for each approved use.
2. Specifications for recording, documenting, and/or auditing the electronic signatures as
required for non-repudiation the City Attorney shall determine legal requirements.
3. The Executive Team will adopt security procedures for e-signatures, e-transactions and e-
records that are practical, secure, and balance risk and cost. It is not the intent of this order to
eliminate all risk, but rather to provide a process for undertaking an appropriate analysis prior
to approving the use of e-signatures, e-transactions ore-records; and based on such analysis,
to designate the transactions in which e-signatures, e-transactions and e-records shall be
accepted in place of handwritten or paper documents.
4. The security requirements include but are not limited to, password policies, secure
transmission policies, access control policies and other relevant regulations as well as pertinent
state regulations.
Page 1 of 3
March 4, 2025 Item #5 Page 15 of 17
Administrative Order No. 75
Approval of Electronic Signature Methods
5. The final approval of any electronic signature method will be by the Executive Team. In
determining whether to approve an electronic signature method, consideration is given to the
systems and procedures associated with using that electronic signature, and whether the use
of the electronic signature is at least as reliable as the existing method being used. This
determination is made after a technical review of the electronic signature method by the
Information Technology department, and the Executive Team.
6. Approved electronic signature methods require use of encryption technology that use public or
private key infrastructure and/or certificates, the Information Technology department will be
responsible for the administration of such public or private keys and certificates.
7. The approval of an electronic signature method can limit the use of that method to particular
electronic records, particular classes of electronic records, or particular city organizations. An
electronic signature used outside of its defined parameters will not be considered valid by the
city.
8. When an approved electronic signature method is no longer trustworthy, the Executive Team
must revoke the approval of that electronic signature method. If there is continued significance
for the electronic signatures, which used the revoked method, the Executive Team will take
steps to see that any valid records signed with the revoked electronic signature method are
signed again with an approved electronic signature method.
9. For a digital signature to be valid, it must be created by a technology accepted for use by the
State of California and conform to technologies capable of creating digital signatures as set
forth in California Government Code Section 16.5, as amended from time to time:
(1) It is unique to the person using it;
(2) It is capable of verification;
(3) It is under the sole control of the person using it;
(4) It is linked to data in such a manner that if the data are changed, the digital
signature is invalidated;
(5) It conforms to Title 2, Division 7, Chapter 10, of the California Code of Regulations.
Rules and Procedures
The Executive Team may make rules that:
10. Identify specific transactions that the city is willing to conduct electronically;
11. Identify specific transactions that the city will never conduct electronically;
12. Specify the manner and format in which electronic records must be created, generated, sent,
communicated, received and stored, and the systems established for those purposes;
13. If a law requires that an electronic record must be signed electronically, and a third party is
used, the third party used must be California state certified;
Page 2 of3
March 4, 2025 Item #5 Page 16 of 17
Administrative Order No. 75
14. Specify control processes and procedures as appropriate to ensure preservation, disposition,
integrity, security, confidentiality and auditability of electronic records;
15. Identify any other required attributes for electronic records which are specified for
corresponding non-electronic records or which are reasonably necessary under the
circumstances;
16. Create and maintain a Records Management Program and User Guide.
Violations and Sanctions
17. Employees who falsify electronic signatures or otherwise violate this policy are subject to
disciplinary action and criminal prosecution under the applicable city and state laws.
18. It is a violation of this administrative order for an individual to sign on behalf of another
individual unless he or she has documented proofof specific authority by that individual to affix
their electronic signature to a particular electronic record.
19. Individuals must report any suspect or fraudulent activities related to electronic signatures
immediately to any manager or supervisor.
This order shall be effective July 1, 2014
DATE:
APPROVED AS TO FORM:
Page 3 of 3
Exhibit 5
EXPLANATION OF PROPOSED CHANGES TO ADMINISTRATIVE ORDER NO. 75
2014 VERSION OF ADMINISTRATIVE ORDER 2025 VERSION OF ADMINISTRATIVE ORDER
PURPOSE
Contained a brief statement regarding the
purpose of the order.
The purpose section was expanded to emphasize
the benefits of using electronic signatures on a
wide variety of city documents.
BACKGROUND
Not included in the original order. This section was added to provide the governing
authority for the use of electronic signatures by
including references to relevant laws.
POLICY
• The administrative order did not differentiate
between electronic signatures and digital
signatures and did not explain the difference
between the two.
• The order did not identify the types of
documents that could be signed by electronic
or digital signature.
• Contains definitions and an explanation of
the differences between electronic
signatures and digital signatures to provide
clarity and direction to city staff regarding
the appropriate use of each.
• A matrix was added as an attachment to the
policy identifying common city documents
and the types of signatures required.
Created an executive team to oversee the
implementation and security technology
governing the use of electronic signatures and
delegated authority to the executive teams for
decisions related to the use of electronic
signatures.
• Authority for the approval of electronic
signature methods is delegated to the City
Clerk Services Director.
• Authority for the approval of acceptable
vendors and technology is delegated to the
City Attorney.
• The City Clerk Services Director will
determine the documents for which the city
will accept an electronic signature.
VIOLATIONS
• Provides that violations of the policy,
falsifying electronic signatures or signing on
behalf of someone else without documented
proof of authority to do so could result in
disciplinary action or criminal prosecution.
• Requires individuals to report any suspect or
fraudulent activity related to electronic
signatures to a manager or supervisor.
No changes were made to this section.
March 4, 2025 Item #5 Page 17 of 17