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4.10 Electronic Communication and Document Delivery Policy

Purpose and Scope

This policy governs all official communications and document deliveries issued electronically by THE COMPANY, including those sent through email or electronic signature platforms (e.g., Cognito Forms and SignNow).
It applies to all Team Members, regardless of position or location.

 

Official Communications

  • Authorized Channels: THE COMPANY may communicate employment-related information, including (but not limited to) policy updates, scheduling, benefits, payroll, and disciplinary notices, via:
    • THE COMPANY email addresses; and/or
    • Secure electronic signature platforms such as SignNow.
  • Deemed Receipt: Communications and documents are considered delivered when sent to the Team Member’s last provided email address or published through SignNow, even if unread or unsigned.
  • Team Member Responsibility: Team Members must maintain an accurate, accessible email address and review official emails and document notifications promptly during work hours.

 

Electronic Signatures & Legal Effect

  • Documents executed via SignNow or any other approved e-signature service carry the same legal force and effect as handwritten signatures under the Electronic Signatures in Global and National Commerce Act (E-SIGN) and the Georgia Uniform Electronic Transactions Act (UETA).
  • By accepting employment with THE COMPANY, Team Members consent to receive and sign employment-related documents electronically.

 

Types of Documents Delivered Electronically

Documents that may be sent or executed electronically include, but are not limited to:

  • Offer letters and onboarding forms
  • Policy updates and acknowledgments
  • Disciplinary notices, written warnings, and performance counseling
  • Benefits enrollment or change forms
  • Payroll, tax, and timekeeping authorizations
  • Training acknowledgments or certifications
  • Separation or termination documents

 

Verification and Security

  • THE COMPANY verifies document delivery and signature completion via SignNow’s secure audit trail, including timestamps, signer identity, and IP address where available.
  • Team Members must not share login credentials, forward links, or allow unauthorized access to their electronic documents.
  • Email attachments containing sensitive data (e.g., SSNs, medical information) must only be transmitted using THE COMPANY-approved secure channels.

 

Off-the-Clock and Access Protection

  • Non-Exempt Team Members: Reviewing or signing THE COMPANY emails or SignNow documents outside of scheduled hours is considered compensable time if performed. Any such work must be pre-approved and properly recorded in the timekeeping system.
  • Managers: Must not direct, encourage, or require hourly Team Members to handle email or document tasks after hours unless time is recorded and paid.

 

Alternative Access and Accommodation

  • Team Members who cannot reasonably access email or electronic documents (due to technology limitations, disability, or religious accommodation) must inform THE COMPANY.
  • THE COMPANY will provide an alternative delivery method (paper copies, in-person review, or kiosk/iPad access).
  • All accommodations will be documented and kept on file in accordance with ADA and recordkeeping laws.

 

Record Retention

  • All executed electronic documents (e.g., signed warnings, acknowledgments, or agreements) are stored securely in accordance with THE COMPANY’s record retention policy and applicable federal/state laws (generally 3–7 years for employment records).
  • THE COMPANY maintains the ability to retrieve, reproduce, or print any electronic record as needed for audits, investigations, or legal proceedings.

 

No Expectation of Privacy

Emails, THE COMPNY-issued accounts, and e-signature systems are THE COMPANY property.
THE COMPANY reserves the right, consistent with law, to monitor, review, or audit communications and document activity for compliance, security, or business needs.

 

Savings Clause (NLRA Compliance)

Nothing in this policy restricts or interferes with Team Members’ rights to engage in lawful, protected concerted activities under the National Labor Relations Act (NLRA), such as discussing wages, hours, or working conditions.

 

Employee Acknowledgment – Electronic Communication & Document Delivery

By maintaining employment with THE COMPANY, I acknowledge and understand that official THE COMPANY communications, including notices, policies, and disciplinary documentation, may be delivered electronically via email or SignNow.

I agree to maintain an active, accessible email address, review communications promptly, and safeguard my login credentials.

I understand that electronically signed documents carry the same legal force as handwritten signatures and that I may request paper copies or reasonable accommodations as needed.

If I am a non-exempt employee, I will not review or respond to emails or documents outside my scheduled work hours without prior approval and recording of such time.

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