Electronic Signatures

Policy:

WSSB has established that use of an electronic signature may be used with the same force and effect as a written signature per RCW 19.34 and the Office of the Chief Information Officer (OCIO) Electronic Signature Guidelines.

1. General Requirements

1. An electronic signature may be authorized for use when a record needs to be signed by a person to acknowledge that the person intends on meeting and/or agreeing to expectations in a record.
   1. Sending a record for electronic signature does not indicate that the sender or the owner of the record has the appropriate level of signing authority.
   2. Confirmation must be obtained that the person signing the record has the appropriate delegated authority to sign the record.
2. When signing a record with a digitized or typed signature (i.e., graphic image of a handwritten or typed signature), the signer must include language in the email stating that the signer approves the request, action, or document.
3. Employees/contract staff who are aware of or suspect fraudulent activities relating to electronic signatures must immediately notify their supervisor and Appointing Authority.

2. Authorization

1. Authorized uses of an electronic signature have been identified in Authorized Transactions for Electronic Signature (Attachment 1)
2. Authorizations for a transaction not listed in Attachment 1 must be submitted to the superintendent’s office who will work with the designated IT department employees to conduct a review and determine if an electronic signature may be used for a specific type of record/transaction.

3. Methods of Electronic Signature

1. An electronic signature will include one or a combination of the following, as appropriate.  The signer will be asked to confirm or intent by:
   1. Selecting a button
   2. Enter a Personal Identification Number (PIN) or password that will be authenticated by the system facilitating the electronic signature.
   3. Inserting a digitized signature, which may require specialized hardware/software of additional security.
   4. Using a private key to create a unique mark on an electronic document (i.e., digital signature)
      1. Authenticity of the private key and validity of the document being signed must be validated by the recipient of the document using the signer’s public key.

Authorized Transactions for Electronic Signature

ORC – Parent Permissions Forms