Electronic Documents

To provide enhanced customer service in Leduc, the City is piloting new software so residents and business owners can submit select forms and applications online using electronic documents. The pilot will run for six months, and the benefits include: 

  • A simpler and more convenient way for you to engage with the City  
  • Reduced use of paper-based forms  
  • Streamlined processes that should create efficiencies for both you, and City staff  

The program will be evaluated in Spring 2023 based on the criteria of efficiency, cost, community feedback and impacts to the City's internal processes. 

The following programs and services will be included in the pilot project: 

  • Ambulance Payments
  • Commercial Utility Account 
  • Everybody Gets to Play 
  • General FCSS Client Support Programming 
  • Residential Utility Account 
  • Special Events Liability Form 
  • Subsidized Counselling Program 
  • Utility Arrears Program 
  • Utility Payment Plan 

We would appreciate you taking the time to let us know your thoughts on the system. To provide feedback, click here!

 


Electronic Documents FAQs  

How are signatures being collected?  

The City is using the Signoritiy eSignature Platform to facilitate the collection of digital signatures via electronic documents. Signority is a Canadian company based out of Ontario and has other clients such as the cities of Toronto and Airdrie, the Department of National Defence, as well as the Insurance Corporation of British Columbia.  

Where is my personal information stored?  

Both the City and Signority take managing your personal information seriously. Completed copies of any signed documents are stored within the City’s IT network and will be maintained in accordance with our records retention and disposition polices. For more information on Signority’s approach to security, privacy, compliance, and legality, please visit the Trust Centre on their website.  

Why is the City completing this six-month trial?  

Moving from ink to digital signatures is a significant change in how services get delivered to the community, and one that we feel is for the better. That said, the City is committing to a six-month trial to ensure that the process works for community members prior to considering a full implementation.   

Are electronically signed documents legal?  

In Canada, the government recognizes electronic signatures, and the law views them as being valid unless another law states otherwise. The key with any signature is showing intent and approval of the document’s contents. Signority’s signatures are a completely legal way to sign electronic documents given that it can permanently mark an electronic document with your signature. Each signed document is accompanied by an audit trail that records and validates all the steps taken to produce and sign the document.  

Do I need an account through Signority to submit a document digitally?  

No, you do not need an account to complete a document, however you will require a valid email address.  

How will I receive my document to sign it?  

Depending on the program or service you are signing up for, you will receive the document one of two ways: 

  • For programs and services that require you to contact a City staff member directly: They will send you an email from eDocuments@leduc.ca that will contain your name, the name of the document you’ve requested, and the name of the staff member who sent it to you. The link within the email will lead you to the document you need to sign.  
  • For programs and services on Leduc.ca: You will navigate to the relevant page on Leduc.ca and click on the link provided. You will be asked to accept the terms and conditions of the system and will be shown a preview of the document you have requested. Once you have confirmed the document is correct, click the “Sign” button to complete the form. You will also be sent an email from eDocuments@leduc.ca that will contain your name, the name of the document you requested, and a link just in case you haven't fully completed the document and need to return to it later. 

Once I have signed the document, how do I get a copy?  

Once all the required signatures have been collected, you will receive an email with either the final copy attached, or a link where you can download it.  

I have signed a document using the system, how do I provide feedback?  

The feedback form can be found here, or via the link at the bottom of the emails you’ve received. We would appreciate you taking the time to let us know your thoughts on the system.   

Will the system work on phones and tablets?  

Yes, the system will work on both phones and tablets.  

How do I access the forms and applications if I don’t have an email address? 

If you do not have an email address, you can reach out to the City staff member or department you are dealing with, and they can provide you with a copy to manually fill out.  

Is there a resource to help me fill out the form?  

The vendor has produced a YouTube video on ‘How-to Sign a Document’. Should you have any additional issues or questions, please feel free to reach out to the City staff member or department that sent you the document. 

Who do I contact if there are technical issues?  

If you have any issues, please contact the City staff member or department that sent you the document.  

How will the City be evaluating the success of the pilot?  

The City's digital signature pilot program will be evaluated Spring 2023 based on efficiency, cost, community feedback and impacts to the City's internal processes. 


Timeline and Related Documents:  

September 19, 2022: Six-month digital signature trial kicks-off

March 2023: Six-month trial wraps up 


Questions?  

Email Bart Pouteau, manager, Integrated Business Solutions at bpouteau@leduc.ca