4.2 ERMUSR 08-08-2023 - Laserfiche WebLink

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______________________________________________________________________________ Page 1 of 1 UTILITIES COMMISSION MEETING TO: ERMU Commission FROM: Tony Mauren – Governance & Communications Manager MEETING DATE: August 8, 2023 AGENDA ITEM NUMBER: 4.2 SUBJECT: Electronic Signature Policy ACTION REQUESTED: Approve ERMU Commission Policy G.2i Electronic Signatures BACKGROUND: As an organization, ERMU continuously works to increase efficiencies and further sustainability measures. Part of these efforts include, whenever possible, implementing paperless processes that reduce material costs and administration time. For example, ERMU’s accounting department has been utilizing paperless processing through National Information Solutions Cooperative since 2020. Currently, the service agreements available to customers on ERMU’s website require applicants to print the form and sign it by hand in order to submit it. This has been the procedure since the forms were first made available on the website and was intended to aid in identity verification. Feedback from customers has been that this process is inconvenient and uncommon among other utilities they work with. The State of Minnesota authorizes and encourages the use of electronic signatures by governmental agencies, including municipalities commissions, and instrumentalities of municipalities, as an efficient and cost-effective method of operation. The state also requires that government agencies determine the extent to which it will use and accept electronic signatures. DISCUSSION: Accordingly, this policy establishes the use and acceptability of electronic signatures for ERMU. Its approval will allow staff to create new agreement documents with a built-in signature function that also immediately emails a copy of the form to the appropriate department for processing and data retention. ATTACHMENTS: • ERMU Policy - G.2i - Electronic Signature 49