Electronic Signature Policy and Procedure Guide

Award-winning eSignature solution

What an electronic signature policy and procedure is

An electronic signature policy and procedure is the set of rules and steps an organization uses to create, approve, store, and verify signed records electronically. It explains who can sign, how identity is confirmed, what evidence is captured, and how signed documents are retained. In the U.S., it helps teams use eSignature workflows consistently under ESIGN and UETA. In practice, the process combines signer consent, authentication, audit trails, and tamper-evident records so the signature can be tied to a specific person and document.

Why it matters under ESIGN and UETA

A clear electronic signature policy and procedure reduces signing delays, standardizes approvals, and supports enforceability by showing intent, attribution, and record integrity under ESIGN and UETA.

Why teams look for DocuSign alternatives

Common implementation pain points

Signer identity can be weak when teams rely on email alone for higher-risk documents.
Inconsistent approval steps create disputes about who signed, when they signed, and what changed.
Missing retention rules make it hard to produce signed records during audits or litigation.
Poor access controls can expose signed documents, audit logs, or protected personal data.

Who uses it

Organizations use electronic signature policy and procedure to control consent, identity checks, and recordkeeping across signed workflows.

Where it applies

It applies to contracts, HR forms, healthcare releases, finance approvals, and other records needing traceable signatures.

Real users who benefit from it

A NetSuite operations director at Xerox uses signNow to route the right document to the right signer in the right format. That matters when approvals must match internal controls, integration rules, and downstream recordkeeping across finance or procurement teams.
A founder at Martin Properties uses signNow to execute leases and related forms on mobile while keeping a clear audit trail. The workflow matters in real estate because signatures, consent, and document retention need to stay organized across remote transactions.

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Workflow control

Create a repeatable signing process that reduces manual follow-up and keeps approvals moving across teams, devices, and document types.

Audit evidence

Capture signer intent, timestamps, and document history so each signature is easier to defend in audits or disputes.

Routing rules

Use role-based routing to send documents in the right order, which helps prevent missed approvals and rework.

Identity checks

Apply authentication steps that match the document risk, from email consent to stronger verification for sensitive records.

Record retention

Store signed files with retention rules that support internal policy, industry requirements, and later retrieval.

Mobile access

Keep signing simple on desktop and mobile, which helps more people complete documents without extra training.

Integrations that connect signing to core systems

Connected systems move signed documents into the tools teams already use, reducing re-entry, delays, and version confusion.

How the signing flow works

The workflow follows a simple sequence from document preparation to final record storage, with evidence captured at each step.

Prepare: The sender prepares the document and defines the signing order.
Deliver: The signer receives a secure request and reviews the file.
Capture: signNow records timestamps, identity checks, and document actions.
Finalize: The completed record is stored with a tamper-evident audit trail.

Quick setup steps for teams

A short setup sequence helps teams launch a controlled signing process without overcomplicating the policy.

Define scope:
Identify the documents that need electronic signatures and approval rules.
Build workflow:
Set signer order, required fields, and consent language.
Test process:
Assign users and test the signing path before rollout.
Archive records:
Store completed files in a controlled retention location.

Setting	Recommendation
Authentication method	SMS OTP for standard workflows
Signature type	SES for routine U.S. contracts
Audit trail	Enable full time-stamped history
Document retention	6 years for HIPAA records
Encryption	TLS 1.2/1.3 and AES-256

Platform and device requirements

signNow works across current desktop and mobile environments, with browser-based access and native apps for signing on the go.

Desktop browsers Chrome, Firefox, Edge, and Safari
Operating systems Windows, macOS, iOS, and Android
Mobile access Mobile apps for iPhone and Android

For regulated deployments, teams should also confirm device management, browser updates, and access policies before rollout. Managed Windows and macOS endpoints, current iOS and Android versions, and stable TLS connections help preserve signing reliability and record access across departments.

Security and compliance snapshot

Transport security:

Encrypts data in transit with TLS 1.2/1.3

Storage protection:

Encrypts stored data with AES-256

SOC 2 Type II:

Supports SOC 2 Type II controls

ISO 27001:

Supports ISO 27001 certified operations

HIPAA support:

Supports HIPAA workflows with BAA

Legal framework:

Supports ESIGN and UETA compliance

Xerox operations

A Xerox operations leader needed flexible signing tied to NetSuite workflows.

Right signatures on right documents
Integration-driven routing reduced manual handling

The team used signNow to match document format, signer order, and system integration needs, which improved control over approvals and reduced friction across internal workflows.

Martin Properties

A Martin Properties founder needed online execution for property documents with clear security and mobile access.

Mobile and offline signing support
Built-in compliance and security

signNow supported remote execution with an audit trail and mobile-friendly signing, helping the business manage property paperwork without relying on in-person signatures.

Best practices for controlled signing

A strong policy works best when it matches document risk, recordkeeping needs, and day-to-day workflow behavior.

Match authentication to risk

Define which documents require stronger identity checks, and reserve lighter methods for low-risk records. Match the authentication level to the document’s legal and operational risk so the policy stays practical and defensible.

Document routing rules clearly

Write signer order, approval authority, and exception handling into the procedure. Clear routing rules reduce rework, prevent unauthorized approvals, and make it easier to explain the process during audits or disputes.

Align retention with records policy

Keep signed records, audit logs, and consent records together under one retention policy. Align storage and deletion rules with HIPAA, FERPA, or internal record schedules so retrieval stays predictable.

Review controls regularly

Review access rights, templates, and authentication settings on a fixed schedule. Regular reviews help catch outdated permissions, broken workflows, and policy drift before they affect signed records.

FAQ and troubleshooting

These answers focus on plan limits, compliance rules, and the signNow features that support reliable signing workflows.

signNow Business includes legally binding eSignatures, audit trails, templates, and mobile apps. For HIPAA workflows, use a BAA and confirm the document set is handled under the HIPAA Security Rule and retention rules.

The Business Premium plan adds bulk send, which helps when the same policy and procedure must reach many signers. If you need advanced signer authentication or formula fields, the Enterprise plan adds those controls.

signNow supports ESIGN and UETA compliance, and the audit trail records signer actions, timestamps, and document history. That evidence helps show intent and attribution when a signed record is reviewed later.

For healthcare records, keep signed documents containing PHI for 6 years from the date of creation or the last effective date, whichever is later, under HIPAA 45 CFR 164.530(j)(2).

If a signer cannot complete a document, check consent, browser access, and authentication settings first. signNow mobile apps and browser-based signing work on iOS, Android, Windows, and macOS when the device and browser are current.

For regulated records, use the audit trail and document history together. If you need stronger evidence, combine signNow’s time-stamped history with your internal retention policy and any industry rule such as 21 CFR Part 11.

Recommended	DocuSign	Adobe Acrobat Sign	PandaDoc
ESIGN and UETA support	Yes	Yes	Yes
Audit trail	Yes	Yes	Yes
Sending model	Bulk send	Envelope limits	Seat tiers
HIPAA support	Yes	Yes	Yes
Envelope cap	No cap	100/year	Not verified

Day 0:

Set up the workflow, consent language, and signer roles.

Day 1:

Send the first document for internal testing.

Week 1:

Onboard the full team and review exceptions.

HIPAA retention:

Keep signed PHI records for 6 years.

ESIGN consent:

Capture consent before electronic delivery and signing.

UETA coverage:

49 states, the District of Columbia, Puerto Rico, and the U.S. Virgin Islands have adopted UETA.

Free trial:

7-day free trial, no credit card required.

Enterprise review:

Confirm BAA, access controls, and retention before launch.

Risks of poor procedure control

Weak attribution

Document may be harder to enforce.

Missing audit trail

Audit evidence may be challenged.

Retention gap

Records may fail retention review.

Unprotected records

PHI exposure can trigger HIPAA issues.

Signer authentication:

Verifies the signer through the chosen authentication method.

Timestamp capture:

Records the exact UTC time of each action.

Document hashing:

Computes a hash to detect later changes.

Tamper-evident sealing:

Applies a tamper-evident seal after signing.

Event logging:

Logs each event in sequence for review.

Audit retrieval:

Exports the audit trail for retention or evidence.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free trial	7 days	Not verified	Not verified	Not verified	Not verified
Bulk send	Business Premium	Not verified	Not verified	Not verified	Not verified
Audit trail	Included	Included	Included	Included	Included
HIPAA compliance	BAA required	Available	Available	Not verified	Not verified

28M+Documents signed

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