Encryption and Digital Signature for Secure Signing

Award-winning eSignature solution

What encryption and digital signature means

Encryption protects document data by converting it into unreadable code, while a digital signature verifies who signed it and whether the file changed after signing. In signNow workflows, the document is encrypted in transit and at rest, then signed with identity checks, timestamps, and an audit trail. The result is a record that helps protect sensitive information, support signer attribution, and preserve document integrity for U.S. business, healthcare, and legal use.

Why encryption and digital signature matter

Encryption and digital signature reduce disclosure risk, speed document turnaround, and create evidence that supports enforceability under ESIGN and UETA when the signer’s intent, identity, and record integrity are documented.

Why teams look for DocuSign alternatives

Common encryption and signing challenges

Weak authentication can make it harder to prove who actually signed the document.
Missing audit details can leave gaps in the signing history and chain of custody.
Poor retention rules can cause records to be deleted before legal or regulatory deadlines.
Unencrypted storage can expose signed records if a device, account, or export is compromised.

Business use

Organizations use encryption and digital signature for contracts, approvals, disclosures, and records that need identity proof and tamper evidence.

Document types

Teams apply it to leases, patient forms, tax documents, consent forms, and internal approvals with retention or compliance needs.

People who benefit most

A NetSuite operations leader at Xerox uses signNow to route the right documents to the right approvers, then keep the signed record tied to the workflow. That matters when teams need controlled access, auditability, and fast turnaround across finance and operations.
A founder at Martin Properties uses signNow to execute documents online with built-in security and mobile access. Real estate teams benefit when leases, disclosures, and approvals need signer identity, document integrity, and a record that can be reviewed later.

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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.

Data protection

Protects document content in transit and at rest, reducing exposure during upload, signing, storage, and export across distributed teams.

Signer evidence

Creates a signed record with timestamps and signer details, which helps show who acted and when they acted.

Tamper evidence

Preserves document integrity by making post-sign changes detectable, which supports trust in the final file.

Identity checks

Supports identity checks before signing, helping match the signer to the record and reduce attribution disputes.

Audit history

Keeps a complete activity history for review, export, and internal controls across regulated or high-value documents.

Flexible access

Works across desktop and mobile workflows, so teams can sign securely without changing their document process.

Integrations that fit signing workflows

Connected systems move documents into signing workflows, sync status back to business records, and keep signed files where teams already work.

How the signing flow works

The process follows a simple sequence from document preparation to signed record retention.

Upload: The file is uploaded and prepared for signing.
Verify: The signer is verified before access is granted.
Sign: The document is signed and sealed digitally.
Record: The audit trail records the full event history.

Quick setup steps

Use a short workflow to prepare, send, and retain signed documents with controlled access.

Prepare:
Upload the document and place signature fields.
Assign:
Choose the signer and set access rules.
Send:
Send the request and track completion.
Archive:
Review the signed file and store it securely.

Setting	Recommendation
Authentication method	SMS OTP
Signature type	AES
Audit trail	Enabled
Document retention	6 years (HIPAA 45 CFR 164.530(j)(2))
Encryption	AES-256 and TLS 1.2/1.3

Platform and device requirements

signNow works in current desktop browsers and on mobile devices, with secure transport using TLS 1.2 or 1.3.

Desktop browsers Chrome, Firefox, Safari, and Edge
Operating systems Windows, macOS, iOS, and Android
Mobile access signNow mobile apps on iOS and Android

For enterprise use, managed devices, SSO, and API access can help align signing workflows with internal controls. Regulated teams should also confirm retention, authentication, and certificate settings before rollout.

Security and compliance snapshot

Transport security:

TLS 1.2/1.3 in transit

Storage encryption:

AES-256 at rest

SOC 2 Type II:

SOC 2 Type II available

ISO 27001:

ISO 27001 certified

HIPAA:

HIPAA support with BAA

ESIGN UETA:

ESIGN and UETA compliant

Xerox operations

A Xerox operations leader needed flexible routing across NetSuite-connected workflows.

Right document, right format, right signer.
NetSuite integration kept approvals organized.

The team could route documents more precisely and keep signatures tied to the business system that created the request.

Real estate

A Martin Properties founder needed online execution with built-in security for real estate documents.

Mobile signing supported field work.
Security and compliance stayed visible.

The workflow supported remote execution while preserving a clear record of signer activity, which is useful for leases, disclosures, and approvals.

Best practices for secure signing

A careful setup reduces disputes, protects sensitive records, and keeps signing workflows aligned with legal and internal requirements.

Match authentication to risk

Use stronger identity checks for contracts, healthcare forms, and financial approvals. SMS OTP or ID verification gives better attribution than email-only access when the record may later need to stand up in a dispute or audit.

Preserve the audit trail

Keep the audit trail enabled for every signing workflow. Preserve timestamps, signer details, and document history so reviewers can confirm who acted, when they acted, and whether the file changed after signing.

Set retention by record type

Set retention rules to the governing standard before rollout. HIPAA-covered records need 6 years under 45 CFR 164.530(j)(2), and other records may need different schedules based on contract or policy.

Control user access

Limit access with role-based provisioning and remove inactive users quickly. Controlled access reduces accidental disclosure, supports internal review, and makes it easier to manage signing permissions across departments or outside parties.

FAQ and troubleshooting

These answers focus on plan limits, compliance needs, and signing controls that affect secure document workflows.

Business plan includes legally binding eSignatures, templates, mobile apps, and audit trails. If you need bulk send, upgrade to Business Premium. HIPAA workflows require a BAA, and regulated records may need additional controls under 21 CFR Part 11.

signNow supports ESIGN and UETA workflows, and the platform also offers HIPAA support with a BAA. For healthcare records, keep unique user identification, audit controls, and retention aligned with 45 CFR 164.530(j)(2).

For stronger signer verification, use SMS OTP or ID verification instead of email-only access. Higher-assurance methods help attribution and reduce disputes when the document is sensitive or high value.

If a signed PDF must remain verifiable later, keep the audit trail and certificate status information available. For long-term validation, PDF workflows may need LTV support and revocation data such as OCSP or CRL records.

signNow’s Business Premium plan adds bulk send, while Enterprise adds advanced signer authentication and formula fields. If your workflow needs higher controls, compare plan features before rollout.

For documents that must be retained for six years under HIPAA, use a retention policy that matches the record type and store the signed file with its audit trail intact.

signNow	DocuSign	Adobe Sign	PandaDoc
ESIGN and UETA	Yes	Yes	Yes
Encryption at rest	AES-256	AES-256	AES-256
Audit trail	Yes	Yes	Yes
HIPAA support	BAA available	BAA available	BAA available

Day 1:

Set up the account, users, and document templates.

Day 2:

Send the first document and confirm signer flow.

Week 1:

Onboard the team and review audit trail settings.

7-day trial:

Free trial lasts 7 days, no credit card required.

HIPAA retention:

Keep signed PHI records for 6 years under 45 CFR 164.530(j)(2).

21 CFR Part 11:

Use validated controls, timestamps, and secure audit history.

ESIGN and UETA:

Electronic signatures remain legally effective when attributable and consented.

Rollout review:

Check permissions, retention, and export settings before wider use.

Risks of poor setup

Identity risk

Disputed signer identity

Evidence gap

Weak evidentiary record

HIPAA exposure

HIPAA noncompliance

Enforceability risk

Unenforceable record

Signer authentication:

Verifies the signer before access is granted.

Timestamp capture:

Captures UTC event times for each action.

Document hashing:

Creates a hash that reflects the document state.

Tamper-evident sealing:

Locks the record so later changes are detectable.

Audit record:

Stores the event history with the signed file.

Retrieval and export:

Exports the trail for review or legal use.

	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-day free trial	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	BAA available	BAA available	Not verified	Not verified

28M+Documents signed

13+Years in business

4.6/5Average G2 rating