IV.4. Resolution Establishing Legislative Policy 3-G – Electronic Signature Policy; Domeier
March 20, 2018 Council Report 2018-038
Resolution Establishing Legislative Policy 3-G
Electronic Signature Policy
Proposed Action
Staff recommends adoption of the following motion: Motion that the Hopkins City Council adopt
Resolution 2018-026 Establishing Legislative Policy 3-G Electronic Signature Policy.
Approval of this motion will establish language in the Legislative Policy Manual Chapter 3 on
the City’s policy on electronic signature.
Overview
The City of Hopkins continues to pursue a number of efforts to increase efficiency, decrease
costs, and improve customer service through online forms. To further these efforts, staff is
requesting the implementation of an Electronic Signature Policy.
The goals of the policy are to provide guidance on when the electronic signatures are considered
accepted means of validating the identity of a signer on electronic documents and
correspondence, and therefore substitute for traditional “wet” signatures within the organization.
Documents where electronic signatures cannot be used include: resolutions, ordinances, contract
or documents governed by the UCC, and documents related to employee disputes, union
negotiations, and real estate transactions.
Supporting Information:
Legislative Policy 3-G Electronic Signature Policy
Resolution 2018-026
Amy Domeier, City Clerk
Financial Impact: $__________Budgeted: Y/N _______ Source: ________________
Related Documents (CIP, ERP, etc.): _______________________________________
Notes: _______________________________________________________________
CITY OF HOPKINS
HENNEPIN COUNTY, MINNESOTA
RESOLUTION 2018-026
ESTABLISHING LEGISLATIVE POLICY 3-G – ELECTRONIC SIGNATURE POLICY
WHEREAS, the City Council of the City of Hopkins has approved a document entitled the
Legislative Policy Manual to provide uniform guidelines on City policies so that actions taken
are consistent and fair; and
WHEREAS, the City Council has created Legislative Policy 3-G in order to set forth
procedures to be followed for the use of electronic signatures.
NOW THEREFORE BE IT RESOLVED, that the City Council of the City of Hopkins hereby
adopts the establishment to Legislative Policy 3-G Electronic Signature Policy as proposed in
Council Report 2018-038.
th
Adopted by the City Council of the City of Hopkins this 20 day of March, 2018.
By:___________________________
Molly Cummings, Mayor
ATTEST:
_______________________________
Amy Domeier, City Clerk
POLICY 3-G
ELECTRONIC SIGNATURE POLICY
1. PURPOSE
1.01 The City of Hopkins wishes to implement paperless processes to increase efficiencies
within the organization. The purpose of this policy is to provide guidance on when
electronic signatures are considered accepted means of validating the identity of a signer
in the City of Hopkins electronic documents and correspondence, and thus substitute for
traditional “wet” signatures, within the organization.
2. POLICY
2.01 This policy hereby adopts by reference the Definitions of the Uniform Electronic
Transactions Act (MS 325L.02). Of note, "Electronic signature" means an electronic
sound, symbol, or process attached to or logically associated with a record and executed or
adopted by a person with the intent to sign the record.
2.02 An electronic signature may be accepted in all situations where requirement of a signature
or approval is stated or implied. This policy does not supersede situations where laws
specifically require a written signature, or the specific electronic signature policies of other
government agencies.
2.03 Examples of documents, while not all inclusive, where electronic signatures are appropriate
include: purchasing and accounting transactions such as purchase orders, inventory,
receiving, accounting entries, payment records, timesheets, expense reports, credit card
logs, time off, requests, and permitting/licensing applications. Other documents may be
deemed appropriate by the City Manager.
2.04 The electronic signatures/approvals are protected by reasonable security measures as
applicable to established computer functions of the City of Hopkins and outlined in the
Procedures below.
2.05 The City Manager his/her designee will maintain an organization-wide list of the types of
documents and correspondence that are not covered by this policy, which shall be listed in
and Appendix to this policy. Electronic signatures must apply to individuals only.
Electronic signatures for roles, positions, or titles are not considered valid.
2.06 The use of electronic signatures is subject to criminal laws pertaining to fraud and computer
crimes.
3. PROCEDURES
3.01 Laserfiche Forms –
• Internal signatures by employees may utilize the signature field in Laserfiche Forms.
In Forms where a login is required, the authentication process may be considered
sufficient authentication and no signature is required. The authentication shall be saved
to Laserfiche using the “Include Action History” setting in the Save to Repository tool.
• Internal approval processes, such as those that normally may require a supervisor
signature, may utilize Laserfiche Forms without the use of a signature field. The
electronic approval shall be saved to Laserfiche during the Forms process using the
“Include Action History” setting in the Save to Repository tool. In Forms where action
history does not track the user, a combination of employee name and ID or user name
and passcode shall be implemented to verify the identity of submitter and safeguard the
process.
• Signatures for external applicants may be obtained via Laserfiche Forms Signature
field, except where a "wet" signature is required by other agencies or to meet any legal
or contractual requirements.
3.02 Electronic signatures may be utilized on PDFs utilizing key pair signatures, or through
products such as Adobe Sign, DocuSign, or other similar products, provided staff follow
appropriate signature validation and authentication procedures for the key pair.
3.03 In all cases, procedures shall be implemented that sufficiently address the issue of
authentication, depending on the type of form, necessity for authenticating the user,
likelihood of misuse, and risk for liability.
3.04 In all cases, forms shall include notifications of the statutes addressing fraudulent use of
electronic signatures and the potential penalties for these acts.
3.05 In all cases, documentation of the Form inputs and supporting actions, shall be saved to
Laserfiche and retained as required by the City’s Document Retention Policy.
Established: 3/20/2018
City of Hopkins
APPENDIX
Documents on which Electronic Signatures are not allowed
(Updated March 20, 2018)
• Resolutions
• Ordinances
• Contracts or Documents governed by the Uniform Commercial Code (“UCC”)
• Documents related to
o Employee Disputes
o Union Negotiations
o Real Estate Transactions