Sullivan County
NY

Resolution
244-18

RESOLUTION INTRODUCED BY THE EXECUTIVE COMMITTEE FOR THE COUNTY OF SULLIVAN TO ACCEPT ELECTRONIC SIGNATURES WITHIN ALL COUNTY DEPARTMENTS

Information

Department:Management & BudgetSponsors:
Category:Policy

Attachments

  1. Printout
  2. Business Process Assessment (This file has not yet been converted to a viewable format)

Body

WHEREAS, in 2007, a business risk assessment was undertaken to enable the County government to implement more efficient electronic processes to streamline its numerous and various business functions; and

 

WHEREAS, the Sullivan County Legislature recognizes the need for an improved, efficient and secure process to authenticate and authorize internal government financial transactions, including both purchasing and accounts payable functions; and

 

WHEREAS, the County Manager’s Office along with the Division of Management and Budget agree that the authorization to allow for electronic signatures is in the best interest of, and the most cost effective business procedure for, Sullivan County government; and ,

 

WHEREAS, the New York State Electronic Signatures and Records Act (ESRA) was enacted to facilitate e-Commerce and e-Government in New York State by giving electronic signatures (e-signatures) and electronic records (e-records) the same force and effect as signatures and records produced by non-electronic means; and

 

WHEREAS, as defined by ESRA, an electronic signature is an electronic sound, symbol or process attached to or logically associated with an electronic record and adopted by a person as their signature; and

 

WHEREAS, ESRA further defines an electronic record as information created, stored, generated, received, or communicated by electronic means in a form that a person can perceive and which can be accurately reproduced; and

 

WHEREAS, the use of electronic signatures within county departments will create time efficiencies and therefore decrease the costs associated with processing payments.

 

NOW, THEREFORE BE IT RESOLVED, that the Sullivan County Legislature hereby authorizes the use of the existing County email system, and copies of original signatures of authorized employees of the departments for processing relevant internal financial documentation; and

 

BE IT FURTHER RESOLVED, as allowed by ESRA, the process can create an e-signature when the system used  to  create  a  signed  e-record,  associates  the  recorded  events  of accessing an application with the content to be signed (using a password, PIN or other digital object to authenticate the signer), thereby creating a virtual record of the signer’s actions and intent; and

 

BE IT FURTHER RESOLVED, that whenever a signature is required by the County to process an internal financial transaction, that signature will now be accepted in a photocopy or an electronic form.  

 

BE IT FURTHER RESOLVED, the procedure for processing internal financial transactions shall be:

 

A) after the document has been signed by an authorized employee,

B) it will then be scanned and saved as a PDF document,

C) the document may be emailed, via the Sullivan County email system only, to the appropriate department. 

 

BE IT FURTHER RESOLVED the originating department is responsible to maintain the necessary original documentation; and

 

BE IT FURTHER RESOLVED, PDF signatures that originate from a County PDF writer and saved with signature as an edited document, will also be authorized so long as it is emailed through the County’s email system to the relevant department.

 

BE IT FURTHER RESOLVED, upon completion of further business risk assessments, such as the example attached hereto, expansion of approval processes may include outside financial and business transactions..

 

 

 

 

 

Meeting History

Jun 12, 2018 12:00 PM  Executive Committee Regular Meeting
draft Draft
RESULT:CARRIED AT COMMITTEE [UNANIMOUS]
MOVER:Scott B. Samuelson, Legislator
SECONDER:Terri Ward, Legislator
AYES:Luis Alvarez, Nadia Rajsz, Scott B. Samuelson, Mark McCarthy, Catherine Owens, Terri Ward, Joseph Perrello, Ira M. Steingart, Alan Sorensen
Jun 14, 2018 10:00 AM Video County Legislature Regular Meeting
draft Draft
RESULT:ADOPTED [UNANIMOUS]
MOVER:Alan Sorensen, Legislator
SECONDER:Nadia Rajsz, Legislator
AYES:Scott B. Samuelson, Nadia Rajsz, Mark McCarthy, Catherine Owens, Terri Ward, Luis Alvarez, Joseph Perrello, Alan Sorensen, Ira M. Steingart