Electronic Signature Policy

2000, c.17 (ECA) defines an electronic signature as “electronic information that a person creates or adopts in order to sign a document and that is in, attached to or associated with the document.” Electronic signatures include but are not limited to, a typed name at the end of an email, a typed name on an electronic form or document, an image of a handwritten signature on an electronic submission. [...] The Information Technology Department is responsible to provide guidance and support for the approved software to be used by the Corporation in reference to electronic signatures as well as ensuring the security of any electronic files. [...] Subject to the terms of this Policy, an electronic signature from an external party utilizing an electronic signature software is acceptable, provided it meets the Corporation’s information technology standards and meets the Corporation’s standards as to method and reliability. [...] Subject to the terms of this Policy, when an electronic signature from an external party is submitted as a scanned counterpart copy of an original signature that is sent via email, fax, or other electronic means, it is acceptable, provided the terms and conditions of the agreement allow for signatures to be provided in counterparts, it meets the Corporation’s information technology standards, meet. [...] Subject to the terms of this Policy, where members of Administration are required to affix their signature to documents that are City-owned or created and/or external documents where execution or sign-offs are required, they may utilize an electronic signature software to do so, provided it meets the Corporation’s information technology standards and meets the Corporation’s standards as to method.