Last updated: April 7, 2025
Approved by: National Council of the Ta-Seti Nation
Applies To: All individuals, members, employees, contractors, and affiliates of the Ta-Seti Nation who engage in electronic transactions
This policy establishes the Ta-Seti Nation’s official position on the legal use, security, and management of electronic signatures. It ensures that electronically signed records are valid, enforceable, and protected in accordance with U.S. federal law (including the ESIGN Act), the Florida Uniform Electronic Transaction Act (UETA), and organizational operational needs.
This policy applies to electronic signing of a wide range of documents, including:
Applications, contracts, and membership agreements
Board resolutions, policies, and governance records
Reports, assessments, and evaluations
Orders, instructions, and memorandums
Privacy, data security, and confidentiality agreements
General electronic correspondence and official email communications
Ta-Seti Nation recognizes that under the Electronic Signatures in Global and National Commerce (ESIGN) Act and Florida’s adoption of UETA:
An electronic signature is defined as an electronic sound, symbol, or process attached to or logically associated with a record and executed with the intent to sign
An electronically signed document holds the same legal weight as a handwritten signature, provided that consent, attribution, and integrity are maintained
Ta-Seti Nation will not deny the enforceability of any transaction solely because it was executed electronically.
Before any party provides an electronic signature:
The signer must be given clear notice that their signature is electronic
The signer must affirmatively consent to conduct the transaction electronically
Consent must be documented, and the system must capture clear intent to sign (e.g., click-to-sign, typed name, or use of digital certificate)
All signers will be provided an option to decline electronic signature and may request a paper version without penalty.
To ensure that each electronic signature is attributable to the intended individual:
Secure log-in credentials or email verification links will be required
Multi-factor authentication (MFA) may be used for sensitive transactions
IP address, email address, and time stamps will be logged
For high-risk documents, additional identity documentation may be required
The integrity of each transaction is supported by tracking and authentication procedures.
Ta-Seti Nation uses platforms and procedures that meet industry standards for electronic signing:
All data transmissions occur over encrypted SSL/TLS connections
Electronic signature systems include tamper-evident seals and signature audit trails
Signed documents are locked after execution to prevent unauthorized changes
Signature platforms must comply with legal and cybersecurity best practices
All electronically signed records must be:
Stored securely and retained for the legally required duration
Readily retrievable and capable of accurate reproduction for future reference
Made available to the signatory upon request
Signed documents will be saved in standard formats (e.g., PDF) and protected against alteration. Each document will include an audit log with timestamps, IP addresses, and activity records.
Each electronic signature transaction will be accompanied by a complete audit trail, documenting:
Signer identity and access method
Date and time of each action (view, sign, complete)
IP address or device information
Authentication method used
Final status of the signature
Audit logs will be retained with the signed documents as evidence of intent and compliance.
Electronic signatures must not be used:
For documents where law or regulation specifically requires a handwritten or notarized signature
By unauthorized individuals or for impersonation
In any transaction involving fraud, coercion, or misrepresentation
Any violation may result in disciplinary action, legal consequences, or invalidation of the signed record.
Violations of this policy may result in:
Revocation of system access privileges
Internal disciplinary action (e.g., suspension, termination, or sanctions)
Civil or criminal liability for fraudulent or unauthorized use
Nullification of agreements tainted by improper signature use
All violations will be reviewed and addressed by the appropriate governing body within the Ta-Seti Nation.
The Ta-Seti Nation reserves the right to amend, update, or revise this Electronic Signature Policy at any time to reflect changes in legal requirements, technological standards, or organizational procedures. When material changes are made, a public notice will be issued through one or more of the following channels:
A prominent notice posted on the official Ta-Seti Nation website
Direct communication to stakeholders through email or platform notifications
Publication in newsletters or official public records
Unless otherwise stated, changes become effective immediately upon publication. Continued use of electronic signature systems after such notice constitutes your acceptance of the updated policy.
If the change involves how electronic records are created, stored, or used in a materially different way, users may be notified and asked to provide renewed consent as required by law.
Questions about this policy or future changes may be directed to:
Contact Us
For questions, requests, or concerns related to this Electronic Signature Policyn, please contact:
Ta-Seti Nation
Attn: Office of Safety and Security Management
8029 West McNab Road
#1042
Tamarac, FL 33321
Email: ossm-jftsn@tasetination.org
Website: https://tasetination.org