Policy Summary

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Background and What's New

On June 30, 2000, Congress enacted the Electronic Signatures in Global and National Commerce Act ("ESIGN"). The result of this Act made it possible for an electronic signature to be used as a valid replacement of a traditional pen and ink signature

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• Identity is now primarily validated via a Reliant-issued account with a password, which means:
  • Manually typing a list of information is no longer required, because we know who the missionary employee is if they are logged in
  • Sending or approving while logged in to a valid Reliant.org account/email addresses address is required. Non-Reliant accounts (e.g. a personal gmail Gmail account) can't be accepted for identity verification.
• Electronic approval is now common not only in email , but also in in web applications. For instance, within web applications, CRM recorded records, when logged in via ReliantID on our websites, or via a Google for Non-Profits account when submitting a spreadsheet, form, or online comment that includes identity and timestamp.

Advantages and Benefits

• Make administration easier for our worldwide missionary staff employees and staff supervisors when submitting Reliant information, approval, documents, or forms to the Headquarters office.
• Save costs for the ministry.
• Match federal regulations.
• Be in step with cultural norms for digital business.
• Increase efficiency of our office staff by skipping a paper step, which must be converted to electronic storage in any case.

Definitions

ELECTRONIC RECORD

The term means a record created, generated, sent, communicated, received, or stored by electronic means.

For Reliant, examples include: an email from a verified account, a CRM record, a stored Google document or record in a spreadsheet, a submitted web form via Google or Sitefinity, a PDF document 

ELECTRONIC SIGNATURE

A technologically neutral term indicating various methods of signing an electronic message that:

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For Reliant, an item that is identified with a person includes an email from a verified Reliant.org account (as the user has used a name and password) or a record via a Reliant web application that records the name of the user. For approval, language such as "I approve" "Please make this change" and "Yes, we agree"  in an email is sufficient. In applications that make approval explicit, clicking a checkbox or submitting via a button could indicate approval.

Other general examples of electronic signature technologies include PINs, user identifications and passwords, digital signatures, digitized signatures, and hardware and biometric token

ELECTRONIC APPROVAL / E-SIGN

Equivalent terms for ELECTRONIC SIGNATURE. 

MISSIONARY

Employees

Collective for all employed or associate missionaries—all staff—all of whom are issued a Reliant.org account. 

PARTY

Any other non-missionary employee external party who is communicating with Reliant staff for the purposes of approval, such as a local church partner, supervisor, vendor, etc. 

Cases and Details

The general principle for electronic approval is:

Consider these example cases and notes.

Attachments to Email: Microsoft Office or PDF Documents

• A document or form in Word, Excel, or PDF formats can include an indication of missionary employee approval (

  Status
  subtle true colour Green title 2: I Approve

  ) but must be sent from a Reliant account to indicate identity (

  Status
  subtle true colour Blue title 1: Verified ID

  )
• Typing a full name or fund number inside a Word, Excel, or PDF document does not provide sufficient indication of identity.
• The internal process to record the submission should include the attachment attached document and some record of the received email to verify identity.

Google Documents from Reliant Verified Account

A Google Document, Spreadsheet, or Form submitted submitted from a verified @reliant.org Google Account verifies identity (

A comment or interaction in the form or document can verify both identity and indicate approval. See also Supervisor Approval for Google forms.

Comments, Interactions, or Forms using any Reliant Verified Account

• A comment on a Google spreadsheet or document can verify both identity

  Status
  subtle true colour Blue title 1: Verified ID

   and indicate approval 

  Status
  subtle true colour Green title 2: I Approve

  .  See also Supervisor Approval for Google forms.

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• An electronic record submitted via a Reliant website like Staffnet or Reliant.org  This can be both 

  Status
  subtle true colour Blue title 1: Verified ID

   and indicate approval 

  Status
  subtle true colour Green title 2: I Approve

  • In 2015 right now, the example would be the submitting a an MTD Support Goal.
  • Future example: a checkbox on staffnet
  • Lots of things are available in theory here but have to be programmed.
• For office users, a comment submitted via Solomon can indicate both 

  Status
  subtle true colour Blue title 1: Verified ID

   and indicate approval 

  Status
  subtle true colour Green title 2: I Approve

• Interactions are usually submitted to a data source - so it is stored in CRM, in a Google spreadsheet. It could even be converted to a simple email.

Date and Time

Accepted documents or records should include the date they were submitted (and date approved and date received, if different).

• Date submitted is usually also understood as the date the missionary employee approved the document. For old paper records, these can be thought of as the a) date on on the signature line, the b) date postmarked and the c) date received in the mail. For electronic records, these dates are usually all the same.
• For email or electronic documents, dates are nearly always recorded automatically and it is not required to have a "date" field alongside a signature inside a document.
• For manually signed ("pen and ink") documents, a date field is required, and internal processes should take care to note the date received if different.

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Which Services

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Are Verified By Reliant?

A Reliant-verified account is any that

1. Uses a password or other secure login technology and 
2. Is issued, managed, and revoked by Reliant Tech Services based on Missionary Resources Program Team or Human Resources verification 

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In August 2015, Reliant-verified accounts are currently the following.

Verified Services for Field

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Employees

• ReliantID, our own independant independent login system currently used for gcmweb.org, gcmstaff.net, gcmcoach.net, gcmdev.net, mygcm.org, reliantstaff.gcmweb.org, and the future Reliant.org and events.reliant.org.
• Google Reliant Account

Verified Services for Office Staff

Both accounts above, and

• Microsoft Active Directory account + Exchange email (Outlook)
• Atlassian account for JIRA and Solomon (Confluence)
• Atlassian Hipchat

Future Services

Reliant could employ future services such as Adobe's Echosign or a forms system that would qualify for electronic approval as long as it met the standards of a Reliant-verifed verified account above.

Technology for ID Verification

User name and password are the standard on standards for ID verification.

• Password length and format requirements
• Best practices for lost passwordpasswords, user phishing, etc.
• Security questions for backups

However, we will continue to try to stay with industry standards. We have the option via Google of employing two-factor authentication, and we expect similar methods to improve in the future.

Traditional Approvals Still Accepted

Reliant still accepts traditional methods of approval. Including:

1. Original pen and ink signature on form or document and personally submitted (with date received clearly marked by Reliant office personnel) 
   1. or sent via postal mail.
2. Scanned document or form with pen and ink signature
   1. Sent via email
   2. Uploaded or digitally transmitted by other means
3. Faxed document with pen and ink signature

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• Traditional approvals are not considered better or more secure than electronic approval. 
• Traditional approvals should note date and time considerations above. 
• Traditional approvals can be limited by department process requirements for efficiency e.g. the Finance Department is not required to accept a paper approval if it would be burdensome and the user has access to the provided system.

Email Sent from Non-Reliant Account

Reliant will accept an approval from a non-Reliant account when the party is not an employed or associate Reliant missionary staff member or office staff member.

Keep in mind that the two general principles for electronic approval. You should:

1. Reasonably be able to confirm the identity of the party.
2. Reasonably understand that they are positively approving
   
   

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This required information above can also be entered directly by the provider onto the actual form or document. The form or document can then be attached to an email.

Prior Application of Policy 

Form Forms and documents that were accepted by the Reliant office with electronic signatures prior to the adoption of this electronic policy are considered valid. The acceptance must be after June 30, 2000 – this was the enactment date of the ESIGN Act. 

Exceptions to Policy

All documents can be approved or acknowleged acknowledged via our policy except the items explicitly listed here

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See Also

• Supervisor Approval for Google forms
• Policy: Field Missionaries Official @Reliant.org Email Accounts
• Your @reliant.org Google Account

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