Electronic Signature Policy Example With SignNow
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What this policy example covers
An electronic signature policy example explains how an organization approves, sends, signs, stores, and retrieves records that are signed electronically. It defines who can sign, what authentication is required, how consent is captured, and how the final record is retained. In the U.S., this supports ESIGN and UETA use, while SignNow adds audit trails, mobile signing, templates, and role-based workflows that help teams keep records consistent and defensible.
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Recommended policy settings
Use this setup to align an electronic signature policy example with U.S. compliance, retention, and verification needs.
| Setting | Recommendation |
|---|---|
| Authentication method | Two-factor authentication |
| Signature type | SES with stronger verification |
| Audit trail | Enable full event history |
| Document retention | 6 years for HIPAA records |
| Encryption | TLS 1.2/1.3 and AES-256 |
Security and compliance snapshot
Encryption in transit:
Encryption at rest:
Audit assurance:
Security management:
Healthcare compliance:
Legal validity:
Retention and recordkeeping practices
Use retention rules, secure archival, and audit trail export together so signed records remain usable, defensible, and easy to retrieve.
Keep record sets together
Export complete audit trails
Protect archived records
Review retention schedules yearly
Simple signing workflow
Follow a short workflow that keeps document preparation, sending, signing, and archival in a clear order.
Define the workflow:
Map the document type to the right signer group and approval path. Prepare the document:
Add the required fields, signer order, and completion rules. Deliver for signing:
Send through SignNow and collect signatures on desktop or mobile. Archive the record:
Store the final PDF and audit trail in the archive.
Vendor features for electronic signatures
Compare core capabilities that matter for an electronic signature policy example across leading vendors, with signNow listed first as recommended.
| SignNow | DocuSign | Adobe Sign | Dropbox Sign |
|---|---|---|---|
| Audit trail and timestamps | Recommended | Yes | Yes |
| Mobile signing support | Yes | Yes | Yes |
| ESIGN and UETA support | Yes | Yes | Yes |
| HIPAA BAA available | Yes | Yes | Yes |
| Envelope or send caps | Unlimited | Limited | Limited |
Document retention schedule
Match each signed document class to the rule that governs how long it must remain available, then archive the final record set together.
6 years for HIPAA records
As required for tax records
At least 6 years
Preserve per record type
Keep while needed
Pricing and key plan features
Review verified starting prices and core plan notes for a policy example page, with SignNow listed first.
| Features | SignNow | DocuSign | Adobe Sign | PandaDoc | Dropbox Sign |
|---|---|---|---|---|---|
| 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 | Yes | Not verified | Not verified | Not verified | Not verified |
| Audit trail | Included | Included | Included | Included | Included |
| HIPAA compliance | BAA required | BAA available | BAA available | Not verified | Not verified |
Frequently asked questions
Find practical answers to policy, retention, security, and plan questions that come up when teams use SignNow for eSignature workflows.
If the audit trail does not show a completed signature, check whether the document was sent from a Business, Business Premium, or Enterprise plan. SignNow records signer actions, timestamps, and document history, which supports ESIGN and UETA evidence.
If HIPAA records are in scope, confirm that a BAA is in place before using SignNow for PHI. HIPAA permits eSignatures, but the vendor must meet Security Rule safeguards, including access controls, audit controls, and unique user identification.
If a signer cannot open the document from a mobile browser, ask them to use the SignNow iOS or Android app or a current browser on iOS, Android, Windows, or macOS. Mobile signing remains valid when intent and attribution are clear.
If a document needs bulk sending, verify that the account is on Business Premium or higher. The Business plan includes templates and mobile apps, while bulk send is listed on Business Premium in SignNow pricing details.
If a legal team needs stronger identity proof, enable two-factor authentication or ID verification where the workflow requires it. Under 21 CFR Part 11, secure time-stamped audit trails and unique credentials matter for regulated records.
If a record must be retained for a defined period, export the final PDF and audit trail together and store them in a controlled archive. For HIPAA-covered records, keep them 6 years under 45 CFR 164.530(j)(2).
Key features and benefits
These features help teams build a practical electronic signature policy with clear control, retention, and compliance support.
Workflow control
Create signing workflows with templates, mobile apps, and audit trails that support repeatable document routing and clear recordkeeping across departments.
Signing records
Collect signatures on desktop or mobile while preserving signer intent, timestamps, and document history for legal review and internal audit use.
Role management
Use role-based sending, delegated access, and shared templates to keep approval paths consistent across recurring agreements, HR forms, and notices.
Secure archival
Archive final PDFs with supporting logs so teams can retrieve complete records for retention, disputes, or compliance checks without rebuilding the trail.
Integrations
Connect SignNow with systems such as Salesforce, NetSuite, Google Workspace, Microsoft 365, Box, and Procore to move documents through existing business processes.
Plan fit
Use pricing and plan options that fit small teams, regulated workflows, or enterprise deployments without adding hidden transaction complexity.
Key performance indicators that demonstrate SignNow's proven track record.
Business types that benefit most
Different organization sizes use electronic signatures for different document volumes, control needs, and compliance requirements.
Solo practices and small agencies use SignNow to send contracts, NDAs, and client authorizations quickly, without building a heavy legal operations stack. They usually need simple sending, mobile signing, and stored records that are easy to find later for renewals or disputes. Healthcare, finance, and legal teams use SignNow to manage consent forms, account approvals, and regulated records with audit trails and verification controls. Their workflows often require HIPAA-aware retention, role-based routing, and proof of signing for internal review or external audits. Construction, real estate, and field-service organizations use SignNow for bids, leases, work orders, and completion forms. They benefit from mobile signing, offline use, and quick turnaround when workers, clients, or tenants are away from a desktop environment.
These tasks are executed by both individual contributors and centralized administrators depending on organizational policy and required controls.