Main Purpose Of Digital Signature Explained
Award-winning eSignature solution
main purpose of digital signature
A digital signature is a cryptographic method for signing electronic records so recipients can verify who signed, whether the file changed, and when the signing event occurred. Its main purpose is to connect identity, document integrity, and signer intent in a way that supports business transactions. In SignNow, that process is paired with audit trails, authentication options, and secure record handling for U.S. workflows under ESIGN and UETA.
why digital signatures matter
The main purpose of digital signature is to prove intent, protect document integrity, and speed business approvals while preserving enforceability under ESIGN and UETA. In SignNow, those records can include audit trails, authentication details, and retention controls that help organizations keep signed files organized and defensible.
key features of digital signatures
Digital signatures add document integrity, signer attribution, and a clearer audit record, which makes electronic workflows easier to review and manage.
Audit trail
Track every signature event with a visible history of who acted, when they acted, and what changed. That record supports attribution and later review without requiring separate manual logs.
Signer verification
Use authentication choices that help connect a specific signer to each document. Stronger verification creates clearer evidence when the transaction needs to be reviewed later.
Integrity controls
Apply tamper-evident protection so document changes become detectable after signing. This helps preserve record integrity and reduces uncertainty if a file is questioned.
Record retention
Store signed files with structured retention and retrieval options. Centralized record handling makes it easier to locate the final copy, supporting compliance and internal audits.
Cross-device signing
Collect signatures from desktop and mobile devices without changing the legal record. Device flexibility helps teams finish routine approvals without paper or in-person meetings.
Sequential routing
Route documents in a defined order when multiple people must sign or approve. Controlled sequencing helps teams match the signing flow to policy or contract requirements.
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authentication and certificate controls
PKI:
Certificates:
2FA:
SMS OTP:
Identity proofing:
Identity binding:
recommended setup for digital signatures
Use settings that support attribution, record integrity, and retention so signed documents stay defensible and easy to retrieve.
| Setting | Recommendation |
|---|---|
| Authentication method | SMS OTP plus email |
| Signature type | Electronic signature with audit trail |
| Audit trail | Enable full event logging |
| Document retention | Set 6 years for HIPAA records |
| Encryption | Use TLS 1.2/1.3 and AES-256 |
what the audit trail records
The audit trail tracks each signing event so you can verify identity, timing, document integrity, and record history.
Signer authentication:
Timestamp capture:
Document hashing:
Tamper seal:
Event history:
Audit export:
processing timeline for digital signatures
Signing workflows usually move quickly once the document is prepared, delivered, and routed to the right recipients.
Document preparation
Delivery to signers
Signer turnaround
Completion and archival
recordkeeping practices that help
Good recordkeeping keeps signed files usable later, especially when a contract, audit, or compliance review depends on the original signing evidence.
Keep the audit trail together
Match retention to the rule
Archive securely
Preserve signing evidence
privacy and workflow pitfalls
Teams sometimes neglect signer consent language, which can weaken attribution and create avoidable enforceability questions under ESIGN and UETA. Documents with sensitive personal data can circulate too widely when access controls are not limited to the right reviewers. Retention gaps often appear when signed files and audit trails are stored separately, making later retrieval slower and less reliable. Healthcare and regulated workflows need a BAA, access logs, and timestamps; missing any one of them can complicate compliance reviews.
real-world use cases
These examples show how digital signatures support measurable workflow goals, including speed, control, and document traceability across teams.
Technology distribution
Tech Data needed faster internal and external approvals while keeping customer service workflows coordinated.
- AirSlate SignNow helped Tech Data speed up to revenue and improve service delivery.
Tech Data uses airSlate SignNow to improve internal and external customer service while increasing speed to revenue. That outcome fits a digital signature workflow that reduces paper handling, keeps approvals moving, and preserves a clear record of who signed and when.
ERP-connected operations
Xerox needed flexible NetSuite-connected signing so documents could move through the right order and format.
- The workflow had to respect document type, signer order, and format.
Kodi-Marie Evans said airSlate SignNow gave Xerox the flexibility needed to get the right signatures on the right documents, in the right formats, through NetSuite integration. That is a useful example of how digital signature workflows support structured approvals and records at scale.
business types that benefit most
Different organizations use digital signatures for distinct workflows, but the core need stays the same: signed records, traceable approval, and efficient handoff.
Solo legal practices use SignNow for NDAs, engagement letters, and client intake packets that need fast turnaround, clear signer attribution, and searchable records without adding extra administrative steps. Healthcare groups use SignNow for consent forms, intake packets, and HIPAA-covered workflows that require controlled access, audit trails, and consistent document handling across desktop and mobile devices. Mid-market operations teams use SignNow with NetSuite, Salesforce, and Google Workspace to route approvals, collect signatures, and keep contract records aligned across finance, sales, and legal teams.
These tasks are executed by both individual contributors and centralized administrators depending on organizational policy and required controls.
roles, permissions, and templates
Administration teams use shared templates and delegated sending to keep approvals moving while admins control who can send, edit, or manage workflows. Operations managers rely on role-based permissions and preset templates to reduce errors across recurring contracts, onboarding packets, and internal approvals.
faq and troubleshooting
These questions focus on legality, compliance, retention, and plan fit so you can assess whether a digital signature workflow matches the document at hand.
If a signer says the document was altered, check the audit trail and timestamp history in SignNow. The log helps confirm the signing sequence, file integrity, and signer actions under ESIGN, UETA, and related recordkeeping expectations.
If HIPAA records must be retained, keep signed files and related logs for 6 years under 45 CFR 164.530(j)(2). SignNow can help store the record package, but your retention policy must still be set correctly.
If you need stronger signer identity proof, use two-factor authentication or ID verification instead of only email access. Those options improve attribution and are better suited for sensitive contracts, healthcare records, or regulated forms.
If a workflow needs compliance evidence, the Business, Business Premium, Enterprise, or Site License plan can provide audit trails and authentication controls. HIPAA use also requires a BAA, and some specialized controls depend on the plan.
If a signed PDF will not open cleanly, confirm the file exports as PDF and not as a partially completed draft. Signed records should keep the final PDF, audit trail, and timestamps together for later review.
If a document type is excluded by law, such as a will or certain court orders, use another signing method or follow the applicable state rule. ESIGN and UETA do not override those exclusions.
pricing and feature comparison
Prices and plan details reflect the verified annual-billing snapshot in the provided data, with HelloSign treated as Dropbox Sign.
| Features | 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 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 |
Key performance indicators that demonstrate SignNow's proven track record.