ARCHIVED - Use of electronic authorization in staffing files (12-13)

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2012-08-02

With the growing use of technology and the importance of making operations as effective and efficient as possible, government administrative systems are increasingly moving toward on-line systems that include processing transactions through electronic authorization and authentication.

The Public Service Employment Act (PSEA) does not specify a requirement for either a physical or electronic signature in appointment processes, and there is currently no coverage of electronic authorization in the Public Service Commission (PSC)’s Appointment Policy Framework.

The PSC supports the use of electronic authorization in staffing, provided deputy heads implement controls similar to those that are in place for financial transactions and the information — whether in paper or electronic format — is readily accessible for audit or other purposes.

Considering the above, we are amending the Guidance Series – Assessment, Selection and Appointment to make it clear that the use of electronic authorization in staffing files — including the signing of the letter of offer — is acceptable, provided the relevant conditions are met with respect to the collection, protection and storage of electronic documentation. We are also making adjustments to the Staffing File Documentation Checklist and the Source of Requirement – Staffing File Documentation which reside in the Tools section of the Guides and Tools page of the PSC's Appointment Framework Web site.

Notwithstanding the foregoing, please note that there are some documents for which electronic authorization is not appropriate; specifically, the Affirmation of Aboriginal Affiliation Form and the oath or solemn affirmation.

For further information, please consult your organization’s strategic consultant.

Hélène Laurendeau
Senior Vice-President
Policy Branch
Public Service Commission