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    Procedure Electronic Signatures

    File: 5060P

    This reference lists the specific methods and technologies (solutions) approved by the District for a particular record/transaction. Other solutions may be used only when compliant with Policy 5060, Electronic Signatures.

    Electronic signatures may include, as appropriate, any of the following approaches, each of which has an increased level of cost, integrity, authenticity, security and non-repudiation.

    • Click Through or Click Wrap: In this approach, a signer is asked to affirm his or her intent or agreement by clicking a button. The Click Through or Click Wrap approach is commonly used for low risk, low value transactions or records.
    • Personal Identification Number (PIN) or Password: When using a PIN or password for an e-signature, a person is required to enter identifying information, which may include an identification number, the person’s name and a “shared secret” such as a PIN and/or password. The system checks that the PIN and/or password is in fact associated with the person accessing the system and “authenticates” the person.
    • Digitized Signature: A digitized signature is a graphical image of a handwritten signature.  This approach may use specialized hardware or software for additional security.
    • Digital Signatures: A “digital signature” is created when a signer uses a private signing key to create a unique mark (called a “signed hash”) on an electronic document.  The recipient of the document uses the signer’s public key to validate the authenticity of the private key and to verify that the document was not altered after signing.
    • Hybrid Approaches: Hybrid electronic signature solutions are available by combining techniques from various approaches to provide increased security, authentication, record integrity and non-repudiation.

    The District shall develop and maintain an electronic recordkeeping system that can receive, store, and reproduce electronic records and signatures relating to transactions in their original form.  Such system shall include security procedures whereby the District can (a) verify the attribution of a signature to a specific individual, (b) detect changes or errors in the information contained in a record submitted electronically, (c) protect and prevent access, alteration, manipulation or use by an unauthorized person, and (d) provide for nonrepudiation through strong and substantial evidence that will make it difficult for the signer to claim that the electronic representation is not valid.

    The District shall ensure that all electronic records and signatures are capable of being accurately reproduced for later reference and retained until such time as all legally mandated retention requirements are satisfied.

    The District shall designate individuals who are authorized to utilize an electronic signature in connection with District business and shall require each designated individual to sign a statement of exclusive use.

    The District shall maintain a secure hard copy log of the PIN/password or actual signature of any individual authorized to provide an electronic signature in connection with District business.

    The District will receive and accept as original, electronic records and signatures so long as the communication is authentic and the sender can be confirmed as required.

    The District will retain in its records this policy and all statements of exclusive use, until such time as all legally mandated retention requirements are satisfied.

     

    Adopted:
    05/22/20