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Item P8ì ÝÓ ±«²¬§ ±º ±²®±» BOARD OF COUNTY COMMISSIONERS Mayor David Rice, District 4 Mayor Pro Tem Sylvia J. Murphy, District 5 Ì¸»Ú´±®·¼¿Õ»§ Danny L. Kolhage, District 1 George Neugent, District 2 Heather Carruthers, District 3 Ý±«²¬§ Ý±³³··±² Ó»»¬·²¹ Ú»¾®«¿®§ îïô îðïè ß¹»²¼¿ ×¬»³ Ò«³¾»®æ Ðòè ß¹»²¼¿ ×¬»³ Í«³³¿®§ ýíéðé BULK ITEM: DEPARTMENT: Yes County Attorney's Office TIME APPROXIMATE:STAFF CONTACT: Cynthia Hall (305) 292-3470 No AGENDA ITEM WORDING: Approval to advertise draft ordinance authorizing the use of electronic signatures and electronic records. ITEM BACKGROUND: on various documents, including but not limited to contracts, procurement documents, and documents for steps in the building and planning processes, and the recognition that the electronic signatures are valid for all purposes, including litigation, has been authorized since adoption of the Electronic Signatures in Global and National Commerce Act (ESIGN) in 2000, and on a state level, since passage by the Florida Legislature of the Electronic Signature Act of 1996 and the Florida Uniform Electronic Transaction Act in 2000. necessary to allow the use of electronic signatures in County documents permitted by law. Electronic signatures are commonly accepted and used in the marketplace. Since 1996, the Florida legislature has passed over 40 statutes explicitly allowing electronic signatures on various documents, including, but not limited to, contracts; procurement documents; and applications, plans and specifications submitted in connection with building permit, planning, and development approvals. Also included specifically is the ability to accept an electronically signed notary signature, where a notary signature is required on a document. Numerous state agencies have issued regulations allowing or requiring the use of electronic signatures and electronic documents, and numerous cities and counties in the State of Florida have passed ordinances allowing for the use of electronic signatures and electronic records. As outlined in the attached memo, the proposed ordinance would allow for the use of electronic signatures, and electronic records, by the County for all purposes consistent with the Electronic Signature Act and the Florida Uniform Electronic Transaction Act. The ordinance also authorizes the County Administrator to promulgate any internal policies necessary to ensure the security of the electronic signatures and documents bearing the electronic signatures, and to ensure that the storage of the electronic records is consistent with State of Florida electronic records storage policy. ìÛÙÑ×ÈìÕ ì PREVIOUS RELEVANT BOCC ACTION: August 16, 2017, BOCC Item M6. CONTRACT/AGREEMENT CHANGES: N/A STAFF RECOMMENDATION: Approval to advertise. DOCUMENTATION: Draft Ordinance, Electronic Signatures and Notarization simple Memo, electronic signature proposed ordinance-signed Chart -- other Florida statutes FINANCIAL IMPACT: Effective Date: N/A Expiration Date: Total Dollar Value of Contract: N/A Total Cost to County: Cost of advertising Current Year Portion: Budgeted: Yes Source of Funds: Ad valorem CPI: N/A Indirect Costs: Estimated Ongoing Costs Not Included in above dollar amounts: Revenue Producing: If yes, amount: Grant: County Match : Insurance Required: Additional Details: None REVIEWED BY: Cynthia Hall Completed 02/04/2018 7:58 PM Bob Shillinger Completed 02/05/2018 1:40 PM Budget and Finance Completed 02/05/2018 2:15 PM Maria Slavik Completed 02/05/2018 2:58 PM Kathy Peters Completed 02/05/2018 5:02 PM ìÛÙÑ×ÈìÕ ì Board of County Commissioners Pending 02/21/2018 9:00 AM ìÛÙÑ×ÈìÕ ìÛ ÑÎÜ×ÒßÒÝÛ ÒÑò ó îðïè ßÒ ÑÎÜ×ÒßÒÝÛ ÑÚ ÓÑÒÎÑÛ ÝÑËÒÌÇô ÚÔÑÎ×Üßô ÐÎÑÊ×Ü×ÒÙ ÚÑÎ ÌØÛ ÐÛÎÓ×ÍÍ×ÞÔÛ ËÍÛ ÑÚ ÛÔÛÝÌÎÑÒ×Ý Í×ÙÒßÌËÎÛÍ ßÒÜ ÛÔÛÝÌÎÑÒ×Ý 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Should any provision of this Ordinance be declared by a ÍÛÝÌ×ÑÒ ××ò court of competent jurisdiction to be invalid, the same shall not affect the validity of this Ordinance as whole, or any part thereof, other than the part declared to be invalid. If this ordinance or any provision thereof shall be held to be inapplicable to any person, property or circumstances, such holding shall not affect its applicability to any other person, property or circumstances. ÍÛÝÌ×ÑÒ ×××ò ÝÑÒÚÔ×ÝÌ É×ÌØ ÑÌØÛÎ ÑÎÜ×ÒßÒÝÛÍò ß´´ ±®¼·²¿²½» ±® °¿®¬ ±º ±®¼·²¿²½» ·² ½±²º´·½¬ ©·¬¸ ¬¸· Ñ®¼·²¿²½» ¿®» ¸»®»¾§ ®»°»¿´»¼ ¬± ¬¸» »¨¬»²¬ ±º ¿·¼ ½±²º´·½¬ò ÍÛÝÌ×ÑÒ ×Êò ×ÒÝÔËÍ×ÑÒ ×Ò ÌØÛ ÝÑÜÛ ÑÚ ÑÎÜ×ÒßÒÝÛÍò Ì¸» °®±ª··±² ±º ¬¸· Ñ®¼·²¿²½» ¸¿´´ ¾» ·²½´«¼»¼ ¿²¼ ·²½±®°±®¿¬»¼ ·² ¬¸» Ý±¼» ±º Ñ®¼·²¿²½» ±º ¬¸» Ý±«²¬§ ±º Ó±²®±»ô Ú´±®·¼¿ô ¿ ¿² ¿¼¼·¬·±² ±® ¿³»²¼³»²¬ ¬¸»®»¬±ô ¿²¼ ¸¿´´ ¾» ¿°°®±°®·¿¬»´§ ®»²«³¾»®»¼ ·º ²»½»¿®§ ¬± ½±²º±®³ ¬± ¬¸» «²·º±®³ ²«³¾»®·²¹ §¬»³ ±º ¬¸» ½±¼»ò ÍÛÝÌ×ÑÒ Êò ÛÚÚÛÝÌ×ÊÛ ÜßÌÛò Ì¸· Ñ®¼·²¿²½» ¸¿´´ ¬¿µ» »ºº»½¬ «°±² º·´·²¹ ©·¬¸ ¬¸» Ü»°¿®¬³»²¬ ±º Í¬¿¬» ¿ °®±ª·¼»¼ ·² Í»½¬·±² ïîëòêêøî÷ô Ú´±®·¼¿ Í¬¿¬«¬»ò ÐßÍÍÛÜ ßÒÜ ßÜÑÐÌÛÜ ¿¬ ¬¸» ®»¹«´¿® ³»»¬·²¹ ±º ¬¸» Þ±¿®¼ ±º Ý±«²¬§ Ý±³³··±²»® ±º Ó±²®±» Ý±«²¬§ô Ú´±®·¼¿ô ¸»´¼ ±² ¬¸» ¼¿§ ±º ô îðïèò Mayor David Rice _____ Mayor Pro Tem Sylvia J. Murphy _____ Commissioner Danny Kolhage _____ Commissioner George Neugent _____ Commissioner Heather Carruthers _____ ÓÑÒÎÑÛ ÝÑËÒÌÇ ÞÑßÎÜ ÑÚ ÝÑËÒÌÇ ÝÑÓÓ×ÍÍ×ÑÒÛÎÍ ÞÇ ÁÁÁÁÁÁÁÁÁÁÁÁÁÁÁÁÁÁÁÁÁÁÁÁÁÁÁÁÁÁ Ü¿ª·¼ Î·½»ô Ó¿§±® ßÌÌÛÍÌæ ÕÛÊ×Ò ÓßÜÑÕô ÝÐßô ÝÔÛÎÕ ÁÁÁÁÁÁÁÁÁÁÁÁÁÁÁÁÁÁÁÁÁÁÁÁÁÁÁÁÁÁÁÁÁÁÁÁ Þ§æ Ü»°«¬§ Ý´»®µ 1 ìÛÙÑ×ÈìÕ ìÚ MEMORANDUM Office of the Monroe County Attorney TO: Mayor, Commissioners THROUGH: County Administrator Roman Gastesi County Attorney Bob Shillinger ùô FROM: Cynthia L. Hall, Assistant County Attorney DATE: February 4, 2014 SUBJECT: Ordinance, Acceptance and Use of Electronic Signatures and Electronic Records The item on this months agenda asks for approval to advertise a draft ordinance authorizing the use of electronic signatures on County documents and also allowing for acceptance and use of electronic records by the County. The ordinance also gives the County Administrator the authority to develop and issue internal policies (through Administrative Instructions) to ensure signature security and integrity. KPO EY OINTS OF THE RDINANCE 1. The draft ordinance provides that an electronic signature, and an electronic record, can be allowed under the UETA or ESA. 2. As a practical matter, the ordinance would mean that all County documents could be signed using an electronic or digital signature. (A digital signature is a subset of electronic signatures.) The ordinance would also mean that an electronic document could be used in place and instead of a hard copy document. 3. The ordinance authorizes the County Administrator to adopt internal policies (presumably, Administrative Instructions) to ensure adequate integrity, security, confidentiality and auditability of electronic signatures, consistent with this ordinance and F.S. §§ 668.001 through 668.006 and § 668.50, and to ensure that the storage of electronic records complies with State of Florida records retention law for electronic records. B ACKGROUND On August 16, 2017 (item M-6), the Board of County Commissioners directed the County regulations that would authorize the use of electronic signatures on all County documents by law. The use of electronic signatures on electronic records has been in place for nearly 20 years by two pieces of Florida legislation, both of which allow for the use of electronic records, and 1 ìÛÙÑ×ÈìÕ ìÚ the same legal force and effect. [[950,358,1069,415][12][,I,][Times New Roman]]See [[1031,358,1575,415][12][,,][Times New Roman]]Electronic Signature Act [[1539,358,1716,415][12][,,][Times New Roman]](ESA) [[1679,358,2001,415][12][,,][Times New Roman]](F.S. 668.001 [[1989,358,2039,415][12][,,][Times New Roman]] [[2001,358,2213,415][12][,,][Times New Roman]]668.006) [[2181,358,2244,415][12][,,][Times New Roman]], and Florida Uniform Electronic Transaction Act (UETA) (F.S. § 668.50). BESER ENEFITS OF LECTRONIC IGNATURES AND LECTRONIC ECORDS The use of electronic signatures on legally-binding documents has become increasingly prevalent both in the public and private sectors. Numerous cities and counties within the State of Florida, and across the country, now have ordinances in place that allow for the use of electronic signatures and electronic records. Just as the State of Florida has a record retention policy for hard copy documents, which local governments including Monroe County are obligated to follow per F.S. 119.011(2) and 119.021, so too, the State of Florida has issued a records retention policy for [[1653,1040,1881,1097][12][,I,][Times New Roman]]electronic [[1853,1040,1903,1097][12][,,][Times New Roman]] [[1865,1040,2087,1 097][12][,,][Times New Roman]]records. [[2050,1040,2281,1097][12][,I,][Times New Roman]]See State [[300,1098,1214,1155][12][,I,][Times New Roman]]of Florida Electronic Records and Records [[1173,1098,1474,1155][12][,I,][Times New Roman]]Management [[1438,1098,1488,1155][12][,I,][Times New Roman]] [[1449,1098,1576,1155][12][,I,][Times New Roman]]Prac [[1548,1098,1670,1155][12][,I,][Times New Roman]]tices [[1640,1098,1690,1155][12][,,][Times New Roman]] [[1652,1098,2115,1155][12][ ,,][Times New Roman]](2010), available at: [[300,1155,1865,1212][12][,I,][Times New Roman]]dos.myflorida.com/media/31109/electronicrecordsmanagementpractices.pdf [[1830,1155,1880,1212][12][,I,][Times New Roman]]. [[1842,1155,1892,1212][12][,, ][Times New Roman]] The benefits of electronic signatures and electronic records are simply and numerous: They reduce direct costs associated with transmitting and approving physical documents such as paper and postage; they reduce indirect costs associated with the same documents, such as staff time; and they provide an easily accessible audit and evidence trail showing when documents were circulated, what modifications occurred, and when the documents were signed. FI ISCAL MPACT The proposed ordinance will result in a projected cost saving to the County, both in direct costs (paper, postage, etc.) and in indirect costs (staff time). The amount of cost savings is difficult to quantify. In 2013, an independent research organization (Ombud) estimated that the estimated savings of an electronic signatures solution was approximately $20/document. Monroe County generates approximately 500 contracts, 100 ordinances, and 370 resolutions per year. Numerous vendors now offer solutions that provide of a means of (a) circulating electronic documents (including contracts, ordinances and resolutions) for signatures, (b) generating signatures, (c) storing the electronic documents in accordance with the Florida records retention policy, and (d) maintaining an audit and evidence trail to show to [[1617,2290,1751,2347][12][,I,][Times New Roman]]whom [[1738,2290,1788,2347][12][,,][Times New Roman]] [[1750,2290,2266,2347][12][, ,][Times New Roman]]the document was sent, [[300,2348,586,2405][12][,I,][Times New Roman]]on what date [[559,2348,1828,2405][12][,,][Times New Roman]], whether any modifications were made to the document, and [[1791,2348,2269,2405][12][,I,][ Times New Roman]]by whom it was signed [[2245,2348,2295,2405][12][,,][Times New Roman]] (or not). Monroe County staff has identified the leading three vendors in the marketplace, are in the process of evaluating the vendors, and will be making a purchase shortly. Staff reports that the initial cost for the purchase or licensing of the platforms, including document storage costs, is less than $10,000 per year. 2 ìÛÙÑ×ÈìÕ ûÈÈÛÙÔÏ×ÎÈùÔÛÊÈÍÈÔ×ÊöÐÍÊÓØÛÉÈÛÈÇÈ×ÉûÌÌÊÍÆÛÐÈÍÛØÆ×ÊÈÓÉ×ØÊÛÖÈÍÊØÓÎÛÎÙ××Ð×ÙÈÊÍÎÓÙÉÓÕÎÛÈÇÊ×É ûÈÈÛÙÔÏ×ÎÈùÔÛÊÈÍÈÔ×ÊöÐÍÊÓØÛÉÈÛÈÇÈ×ÉûÌÌÊÍÆÛÐÈÍÛØÆ×ÊÈÓÉ×ØÊÛÖÈÍÊØÓÎÛÎÙ××Ð×ÙÈÊÍÎÓÙÉÓÕÎÛÈÇÊ×É ûÈÈÛÙÔÏ×ÎÈùÔÛÊÈÍÈÔ×ÊöÐÍÊÓØÛÉÈÛÈÇÈ×ÉûÌÌÊÍÆÛÐÈÍÛØÆ×ÊÈÓÉ×ØÊÛÖÈÍÊØÓÎÛÎÙ××Ð×ÙÈÊÍÎÓÙÉÓÕÎÛÈÇÊ×É ûÈÈÛÙÔÏ×ÎÈùÔÛÊÈÍÈÔ×ÊöÐÍÊÓØÛÉÈÛÈÇÈ×ÉûÌÌÊÍÆÛÐÈÍÛØÆ×ÊÈÓÉ×ØÊÛÖÈÍÊØÓÎÛÎÙ××Ð×ÙÈÊÍÎÓÙÉÓÕÎÛÈÇÊ×É ûÈÈÛÙÔÏ×ÎÈùÔÛÊÈÍÈÔ×ÊöÐÍÊÓØÛÉÈÛÈÇÈ×ÉûÌÌÊÍÆÛÐÈÍÛØÆ×ÊÈÓÉ×ØÊÛÖÈÍÊØÓÎÛÎÙ××Ð×ÙÈÊÍÎÓÙÉÓÕÎÛÈÇÊ×É ûÈÈÛÙÔÏ×ÎÈùÔÛÊÈÍÈÔ×ÊöÐÍÊÓØÛÉÈÛÈÇÈ×ÉûÌÌÊÍÆÛÐÈÍÛØÆ×ÊÈÓÉ×ØÊÛÖÈÍÊØÓÎÛÎÙ××Ð×ÙÈÊÍÎÓÙÉÓÕÎÛÈÇÊ×É ûÈÈÛÙÔÏ×ÎÈùÔÛÊÈÍÈÔ×ÊöÐÍÊÓØÛÉÈÛÈÇÈ×ÉûÌÌÊÍÆÛÐÈÍÛØÆ×ÊÈÓÉ×ØÊÛÖÈÍÊØÓÎÛÎÙ××Ð×ÙÈÊÍÎÓÙÉÓÕÎÛÈÇÊ×É