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cityofaustin / policy-lab

Project management for the City of Austin's Policy Lab
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Set a standard of use for digital and e-signatures #21

Open Jo-Dwyer opened 4 years ago

Jo-Dwyer commented 4 years ago

As a resident trying to submit forms to the Municipal Court, I want to use an e-notary or digital signature so that I can submit forms without traveling to a municipal court location that's far from my home or work. The State of Texas seems to allow use of these signature types, but the Municipal Court doesn't have a way to accept them and doesn't have a policy that makes a clear way to start.

What service is this barrier impacting?

Remote/digital submission of forms

What departments are involved?

At least Municipal Court, Law Department, probably others

List any key people that you recommend we talk to about this issue.

Amy Schillerstrom, Judge Statman, Mary Jane Grubb, Luz Luzano

What do you know about the "source of truth" on this policy?

Texas Uniform Electronics Act (TUETA) allows for the legal recognition of electronic signatures. (Sec. 322.007. ) Texas Secretary of State offers more information about becoming a notary public, including eligibility for using electronic signatures.

List any department goals or metrics that might be impacted by this policy issue.

Municipal Court wants to increase the use of digital forms because the facility is moving away from the downtown area to a more remote place with limited transportation access. Out of a total of 28 forms, there are currently at least 10 forms that require notary signature and at least 2 others that must be submitted and sworn in person. If nearly half of the services (represented by forms) offered by Municipal Court can be submitted digitally, there will be an increase in submissions and therefore increased resolution of court cases, as well as improved customer service.

danielhonker commented 4 years ago

Thanks @Jo-Dwyer ! Did the headers make sense? Anything else you wanted to write in the issue that the template did not prompt you for?

Jo-Dwyer commented 4 years ago

I wonder if it might be helpful to prompt for any digital platforms or modes of communication.

danielhonker commented 4 years ago

Sharing this note of support from EDD's Casey Smith here:

Hi Daniel! Hope all is well with you! I had the fun, unexpected opportunity to meet one of your colleagues on the City Hall to Bergstrom Tech Shuttle this morning (Andrew Do). He was very helpful. Naturally, I enjoy talking to strangers and posing questions to them and he managed to provide some guidance. J I am looking forward to office hours so I can hear more about DocuSign becoming a thing for our department, too! In our discussion I learned there is no policy on using e-signatures as acceptable proof of approval. I want to advocated for e-signatures being acceptable and I am happy to help with the education that will be required in the adoption of a policy. Please let me know how to help get this approved through Council. These manual signatures, especially when spread across multiple office locations, becomes a big efficiency barrier. I am super supportive of e-signatures. Let me know how I can help. I think our Department Director would also be a supportive voice, too.

All the best, Casey Smith Strategic Planning Manager Economic Development Department City of Austin

danielhonker commented 4 years ago

Another quotable from Casey Smith:

Excellent! This is awesome. Thanks, Daniel! I can definitely provide some good examples of why this is important. Example #1 - one of the Top 10 SD23 priorities is to “ensure vibrancy and sustainability of creative industry ecosystems”. Our department alone has contracts with over 600 artists, musicians and creatives. Many creatives do not have a printer at home, much less a scanner. Getting an artist or musician through our procurement process limits our ability to provide meaningful coaching on how to stay in Austin and grow here. Instead our time is spent on helping them through the application, the acceptance of the contracts and then comply with the contracts. Its an accessibility issue. Reducing the barrier to accepting a commission with an electronic or digital signature is really important and super low hanging fruit. This would be a big victory with really low risk. Just say when and I’ll be there to stick up for this!