Digital Signature in Security with SignNow
Award-winning eSignature solution
A digital signature in security is a cryptographic signature that proves who signed a document and helps show the document was not changed. It uses public key infrastructure, a private key to create the signature, and a public key to verify it. In the U.S., this supports evidence, auditability, and enforceable electronic transactions under ESIGN and UETA when the signer is properly identified and the record is retained.
Certificates and signer authentication
PKI:
X.509 certificates:
Two-factor authentication:
SMS OTP:
ID verification:
Revocation checking:
Best ROI. Our customers achieve an average 7x ROI within the first six months.
Scales with your use cases. From SMBs to mid-market, airSlate SignNow delivers results for businesses of all sizes.
Intuitive UI and API. Sign and send documents from your apps in minutes.
How digital signatures work
The signing process follows a simple chain: prepare the file, route it to the right signer, capture the signature, and preserve the record.
Prepare: Upload the document and define signer order before sending it through SignNow. Send: Invite signers by email, link, or mobile workflow. Sign: Signer reviews identity details and applies the signature. Record: SignNow stores the completed file, timestamps, and audit trail for retrieval.
Recommended signing workflow settings
Use a documented configuration that supports identity checks, record integrity, and retention for regulated U.S. business workflows.
| Setting | Recommendation |
|---|---|
| Authentication method | SMS OTP |
| Signature type | SES for standard business use |
| Audit trail | Enable full event logging |
| Document retention | 6 years for HIPAA records |
| Encryption | TLS 1.2/1.3 and AES-256 |
Quick signing steps
Use a simple workflow to send documents, collect signatures, and preserve completed records with minimal manual handling.
Prepare the document:
Upload the file, place fields, and set signer order before sending. Send to signers:
Choose the delivery method that fits the signer’s location and device. Finish and store:
Track completion, then download or archive the signed record. Reuse templates:
Use templates for repeated agreements with the same approval structure.
Ways to send and sign
- Use the web app when an office user needs to prepare and send a document from a desktop browser.
- Use the mobile app when a signer needs to review and sign from iOS or Android while away from a desk.
- Use kiosk mode for shared devices at a front desk, reception area, or service counter.
- Use a shareable signing link when multiple recipients need controlled access without a direct email invite.
Platform and device support
SignNow works in modern desktop browsers and on current mobile operating systems, with mobile apps available for iOS and Android. A secure workflow also depends on stable internet access, current browser updates, and device policies that allow document viewing, signing, and record retrieval.
Desktop browsers Chrome, Firefox, Safari, and Edge. Supported operating systems Windows 11, macOS, iOS, and Android. Mobile apps SignNow iOS and Android apps.
Organizations with managed devices should test browser access, app permissions, and file storage rules before rolling out signing workflows. For regulated use, keep authentication, retention, and audit settings consistent across desktop and mobile channels so completed records remain traceable and defensible.
Privacy and consent pitfalls
Signed files can expose PHI, PII, or financial data if users share the wrong attachment or export an unsecured copy. Consent capture can fail when electronic delivery notices, disclosures, or signer permission records are incomplete or stored outside the workflow. Access control mistakes can let the wrong employee view templates, signer data, or completed records with sensitive document fields. Retention gaps can make it hard to prove intent, authenticity, or the full signing history during an audit or dispute.
Document retention best practices
Keep records organized, traceable, and retained long enough to satisfy the governing rule while preserving the full signing history.
Verify signer identity first
Restrict template permissions
Archive records securely
Match retention to rule
FAQ and troubleshooting
These answers cover plan limits, compliance questions, and record-handling issues that can affect a secure signing workflow.
SignNow Business includes legally binding eSignatures, audit trails, templates, and mobile apps. If HIPAA records are involved, use a BAA and keep files for 6 years under 45 CFR 164.530(j)(2).
SignNow supports ESIGN and UETA workflows with audit trails and signer authentication. For stronger evidence, confirm identity methods, retain the completed PDF, and preserve timestamps and delivery records.
The Business Premium plan adds bulk send and kiosk mode. If you need advanced signer authentication, the Enterprise plan includes more controls, while the Site License can add SSO and full API access.
If a signer says the document changed after signing, the audit trail and tamper-evident record should show document history. Download the completed file and compare the stored hash or revision history.
For healthcare workflows, SignNow can be used with a BAA, but the covered entity must still apply HIPAA Security Rule safeguards for access control, integrity, and audit logging.
If mobile signing fails, use the web app or shareable signing link. SignNow supports desktop and mobile workflows, and the signed record remains tied to the same audit trail.
Key performance indicators that demonstrate SignNow's proven track record.