Electronic signature technology policy BEFORE THE BOARD OF COUNTY COMMISSIONERS
OF LEWIS COUNTY, WASHINGTON
ESTABLISHING A POLICY OUTLINING ) RESOLUTION NO 19- c7-'o
THE METHODS AND PROCESSES FOR THE USE )
OF ELECTRONIC SIGNATURE TECHNOLOGY )
WHEREAS, RCWs 19 360 020 and 19 360 030 allow a county to permit the use of electronic
signature technologies and to establish a method and process for such use by ordinance,
resolution, policy or rule, and
WHEREAS, using electronic signature technologies can benefit Lewis County by decreasing the
county's reliance on paper transactions and physical documents, thereby saving time and
reducing the costs associated with conducting county business, and
WHEREAS, Lewis County adopted Resolution 13-496 on Oct 21, 2013,to allow for the electronic
approval of contracts, ordinances and resolutions, and
WHEREAS, Lewis County has since developed an Electronic Signatures policy that expands the
provisions set forth in Resolution 13 496,
NOW, THEREFORE BE IT RESOLVED that the Lewis County Board of County Commissioners
(BOCC) finds it to be in the public interest to allow the use of electronic signatures for county
business to the fullest extent allowed by law, and
BE IT FURTHER RESOLVED that the BOCC hereby rescinds Resolution 13-496 and replaces it with
this resolution, and
BE IT FURTHER RESOLVED that the BOCC adopts the aforementioned Electronic Signatures policy
and incorporates it into the Lewis County Employee Handbook
DONE IN OPEN SESSION, this 23rd day of September 2019
APP OVED AS TO FORM BOARD •F COUNTY COMMISSI•NERS
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Jo a ha eyer, Prosecuting Attorney LE COUNTY, WASHING
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By Deputy Prosecuting Attorney Rob: C Jackson, Chair
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ATTEST ®�1gCOU1vrJ•• Gary Stamper, Vice Chair
----fi—f—e-4- 1- ' •Rieva Lester, Clerk of the Bo • jo SINCE 1 °;Edna J Fund, Car missioner
•* C3 1845 .l z•
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Electronic Signatures
Lewis County Policy
General
This policy is intended to promote efficiency, save resources and provide parameters on the use
of e-signatures in Lewis County transactions
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 Information
Technology Policies
Employees must have delegated signature authority in order to execute legal documents on
behalf of the County
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
Electronically signed record' A record that is created and signed by electronic methods
Authentication The assurance that the electronic signature is that of a person purporting to
sign the record or conduct the electronic transaction
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 party or emphasize the significance of a transaction Examples
include but are not limited to internal memos or letters from one office to another
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 financial aid
documents
1. Lewis County Departments and Officials 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
2 The Lewis County IT Director Establishes Standards for Electronic
Signature Methods
The Lewis County IT Director establishes standards for electronic submittal and
receipt of documents with electronic signatures and a process for approval of
electronic signature methods
3 County Offices Only Use Electronic Signature Methods and Software
Approved by The Lewis County IT Director
County employees who originate electronic records that require signatures shall
use only the electronic signature methods and software that have been approved
in writing by the Lewis County IT Director
4. Signers of County-Oriented Transactions Determine Whether a Signature Is
Desired or Required
a) 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 Lewis County Board of County
Commissioners or its designee
b) 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 Lewis 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
i) An electronic form of signature,
ii) Proof of intent to sign,
iii) Association of signature to record
iv) Identification and authentication of the signer and
v) Integrity of the signed record
5 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 (40 14 020(6) and WAC 434-662-040
6 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
7 Authority
RCW 19 360 020, RCW 19 360 030
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BOCC AGENDA ITEM SUM AR
Resolution BOCC Meeting Date Sep 23, 2019
Suggested Wording for Agenda Item Agenda Type Consent
Establish a policy outlining the methods and processes for the use of electronic signature technology
Contact Rieva Lester Phone. 3607401419
Department.
Action Needed. Approve Resolution
Description
Establish a policy outlining the methods and processes for the use of electronic signature technology
Additional Copies
Daleyn Coleman, HR