Can the Aerial Capture Document be signed electronically?

Yes. Under the federal ESIGN Act (15 U.S.C. ch. 96) and UETA in most states, electronic signatures are legally enforceable when they show signer intent, consent to transact electronically, attributable signature, and retrievable records; exceptions such as wills, certain court filings, or specific statutory notices may still require wet signatures.

What identity verification should be used for signers?

Use a risk-based approach: low-risk captures may use email or SMS codes; higher-risk or sensitive data should use knowledge-based authentication, government ID checks, or multi-factor authentication. Advanced signer authentication options are typically available on higher-tier eSignature plans.

Does the Aerial Capture Document require notarization?

Not always. Notarization depends on use, jurisdiction, and whether the document must be recorded or constitute a sworn affidavit. Remote Online Notarization (RON) is accepted in most states with identity-proofing and audio-video recording requirements; check state notary commission rules.

How long should you retain signed Aerial Capture Documents?

Retention depends on applicable laws: IRS requires three years for tax records (IRC §6501(a)); HIPAA requires six years for PHI (45 CFR §164.530(j)); other industries may require seven years or longer. Retention policies should reflect contractual and regulatory obligations.

What if a signer later disputes their signature?

Retain the full audit trail (timestamps, IP, authentication logs, and any ID checks). Demonstrate intent and consent under the ESIGN four-part test. If disputes arise, produce records promptly and, where necessary, consult legal counsel regarding admissibility and remedy options.

Can signNow support bulk sending and high-volume workflows?

signNow supports bulk send on Business Premium and higher plans; Site License pricing is usage-based at $1.50 per signature invite for high-volume workflows. Audit trails, templates, and unlimited users are included on paid plans to facilitate batch distribution and tracking.

Electronic Signature
Templates
Miscellaneous
Aerial Capture Document

Aerial Capture Document

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

AERIAL CAPTURE DOCUMENT

This Aerial Capture Document (the Agreement) is entered into on by and between:

Client Name: Service Provider (Operator) Name:

RECITALS

WHEREAS, Client requires aerial capture services including photography, videography, and related deliverables of the property or location described as ; and

WHEREAS, Service Provider is a qualified unmanned aircraft systems (UAS) operator that will perform aerial capture utilizing trained personnel and equipment in accordance with applicable airspace and safety requirements; and

WHEREAS, the parties desire to set forth the terms under which Service Provider will perform the aerial capture and deliver final media assets to Client.

NOW, THEREFORE, in consideration of the mutual covenants contained herein, the parties agree as follows:

SCOPE OF WORK

Service Provider shall perform aerial capture services as set forth below. The scope describes the services, flight plan, safety measures, required permits, crew composition, and final deliverables. Any changes to the scope must be agreed in writing by both parties and may be subject to additional charges.

Detailed Scope of Work: Deliverables (format, resolution, number of assets, delivery method):

PAYMENT TERMS

Client shall pay Service Provider for the aerial capture services and deliverables as follows:

Total Fee: Payment Schedule: Late Payment Fee:

Invoices are due in accordance with the Payment Schedule. Overdue amounts shall bear the Late Payment Fee and the Client shall be responsible for all costs of collection, including reasonable attorney fees.

TERM AND TERMINATION

This Agreement commences on the Start Date and continues until the Completion Date unless earlier terminated as provided herein.

Start Date: Completion / End Date: Notice Period for Termination:

Either party may terminate for material breach if the breach is not cured within the Notice Period following written notice. Client shall pay Service Provider for all work performed and reasonable demobilization costs through the effective date of termination.

CONFIDENTIALITY

Each party shall maintain in confidence any Confidential Information disclosed by the other party and shall not use such Confidential Information except to perform obligations under this Agreement. Confidential Information excludes information that is or becomes publicly available through no fault of the receiving party, that was known prior to disclosure, or that is independently developed. The obligations of confidentiality survive termination of this Agreement for a period of three (3) years.

Describe any specific confidential materials or exclusions:

OWNERSHIP, LICENSES, AND USE

Title to raw capture media shall remain with Service Provider until full payment is received. Upon full payment, Service Provider grants Client a non-exclusive, perpetual license to use the final deliverables for the uses specified in the Deliverables section. Client shall not sell or sublicense raw footage without express written permission. Any third-party usage beyond the agreed license requires additional compensation.

Restricted Uses (if any):

INSURANCE, PERMITS, AND COMPLIANCE

Service Provider represents that it maintains appropriate insurance coverage for UAS operations and will obtain any permits, airspace authorizations, or property owner permissions required to perform the Work. Client shall notify Service Provider of any site-specific restrictions or hazards known to Client prior to performance.

Insurance Coverage Description / Limits: Operator Certifications / Licenses:

INDEMNIFICATION AND LIMITATION OF LIABILITY

Each party shall indemnify, defend and hold harmless the other party from third-party claims to the extent arising from its negligence or willful misconduct. Service Provider's aggregate liability for direct damages arising from or relating to this Agreement shall not exceed the total fees paid by Client under this Agreement. Neither party shall be liable for consequential, incidental, or punitive damages.

GOVERNING LAW

This Agreement shall be governed by and construed in accordance with the laws of the State of without regard to conflict of law principles.

ENTIRE AGREEMENT

This Agreement, including attachments and written amendments signed by both parties, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements, representations, and understandings. No modification of this Agreement is effective unless signed by both parties.

REPRESENTATIONS AND WARRANTIES

Each party represents and warrants that it has full corporate power and authority to enter into this Agreement and to perform its obligations. Service Provider further represents that the services will be performed in a professional manner in accordance with industry standards.

Client Printed Name:

By:

Date:

Service Provider Printed Name:

By:

Date:

What the Aerial Capture Document Is

The Aerial Capture Document is a standardized record used to authorize, describe, and archive aerial data collection activities carried out by drones, manned aircraft, or other elevated platforms. It captures scope, coordinates, altitudes, equipment and sensor specifications, operator identity, permissions from property owners, scheduled dates, and restrictions on imagery or data sharing to create an auditable metadata record for compliance, contractual obligations, and downstream processing.

Why an Aerial Capture Document Matters

Using an Aerial Capture Document clarifies permissions, reduces privacy and property disputes, and standardizes technical metadata needed for post-processing and compliance reviews. It supports defensible recordkeeping for contracts, insurance claims, and regulatory inquiries.

Who Typically Prepares and Signs This Document

Primary users include aerial operators, project managers, property owners, surveyors, and legal or compliance teams involved in data collection.

Commercial drone operators and pilots managing permitted flights and documenting technical capture details.
Surveying and mapping firms recording geospatial metadata, coordinate references, and sensor specifications.
Property owners, land managers, and legal teams approving access and setting restrictions on imagery use.

The Aerial Capture Document bridges operational, legal, and technical stakeholders to ensure consistent expectations and defensible records for captured data.

Core Elements to Include in a Professional Aerial Capture Document

Core sections of a professional Aerial Capture Document define locations, permissions, technical parameters, schedule, data use restrictions, metadata, and signatures.

Scope

Describe the geographic area, flight altitudes, permitted sensors, and capture objectives; include coordinate references and project identifiers to link imagery to contracts and processing pipelines.

Permissions

Record landowner consent, municipal permits, airspace authorizations, and any time-limited access restrictions; specify who granted permission and attach supporting documents, dates and contact details.

Technical Specs

List camera model, sensor type, resolution, lens focal length, GNSS accuracy, and flight configuration; include calibration logs, geotagging method, expected file formats and projection info.

Schedule

Provide planned dates and times for capture, contingency windows for weather or airspace constraints, and timelines for data delivery and archival to meet contract milestones.

Data Use

Define permitted uses, redistribution limits, anonymization requirements, retention periods, and whether raw sensor data or processed derivatives may be shared with third parties under license terms.

Signatures

Include signature blocks for the operator, property owner or authorized agent, and a representative overseeing data governance; include printed names, titles, dates, and contact information.

Security and Compliance Basics to Document

Encryption: TLS 1.2/1.3 in transit, AES-256 at rest

Audit Trail: Detailed timestamps, IP and action history

Access Controls: Role-based permissions and SSO support

HIPAA: Supports BAA for protected health information

Certifications: SOC 2 Type II, ISO 27001, PCI DSS

Retention: Tamper-evident storage and exportable audit logs

Step-by-Step: Completing an Aerial Capture Document

Follow these steps to complete the Aerial Capture Document accurately and produce an auditable record.

01

Prepare: Confirm authorization, permits, and property owner consent before scheduling flights.
02

Record: Enter coordinates, altitudes, and equipment specifications with georeference.
03

Authenticate: Collect signer's identity, method of verification, and signature intent.
04

Archive: Store final document with audit trail and file format metadata.

Configuring an Online Workflow for Aerial Capture Documents

Configure an online workflow to collect signatures, verify identity, and route documentation for review and storage.

Field	Configuration
Authentication Method	Choose email link or SMS code; use KBA for higher risk.
Signature Type	Typed, drawn, or uploaded image; PKI options on advanced plans.
Routing	Sequential or parallel signer order; add reviewer steps.
Storage	Save PDF/A with audit trail and export to cloud storage.

How eSubmission Typically Flows

Typical eSubmission workflow for an Aerial Capture Document from preparation through signer verification to signed delivery and archival.

Upload: Attach draft document and supporting permits or maps.
Place Fields: Insert signature, initials, date, and conditional fields as needed.
Notify: Send signer email or link with consent disclosure included.
Complete: Signer signs; system records audit trail and issues final PDF.

Technical Requirements and Integrations

Online completion of an Aerial Capture Document works with desktop and mobile devices and integrates with common cloud storage and enterprise systems.

Integrations: Salesforce, NetSuite, Google Workspace supported
Formats: PDF, DOCX, and Excel supported for import/export
APIs: REST API available for automated submission and retrieval

Timing and Deadline Considerations

Key timing considerations include permit lead times, weather windows, notification periods, and contractual delivery dates.

Permit Lead Time:

Allow 7–30 days for municipal or special-use permits depending on jurisdiction

Weather Windows:

Plan for alternate dates; acceptable capture conditions should be defined in the document

Neighbor Notification:

Provide advance notice (often 24–72 hours) to adjacent property owners when required

Data Delivery:

Specify delivery timeline, e.g., 7–21 days after capture, and file format expectations

Retention Trigger:

Retention periods begin on capture date or delivery date, whichever the agreement specifies

Key Legal Risks and Penalties to Note

Privacy Violations: HIPAA breaches risk civil penalties

Trespass Claims: Unauthorized flights may trigger liability

Contract Breach: Failure to meet deliverables risks damages

Data Misuse: Unauthorized redistribution can breach agreements

Evidence Issues: Poor metadata weakens admissibility

Tax/Reporting: Certain commercial captures may trigger reporting

Common Preparation Errors to Avoid

Incomplete location data: missing coordinates, datum, or projection cause misalignment in GIS workflows and can render imagery unusable for mapping or legal comparisons.
Unclear permissions: verbal approvals without signed documentation lead to ownership disputes, delayed processing, and possible takedown demands from property owners.
Weak identity verification: accepting unsigned typed names or unverified email signatures increases risk of repudiation and may be insufficient under ESIGN/UETA tests.
Poor retention policies: failing to archive original signed documents and audit trails can obstruct audits, insurance claims, or regulatory investigations.

Practical Examples of Use

Examples below show how organizations document aerial capture permissions and maintain signed records for compliance, real estate closings, and construction projects.

Martin Properties

A regional property manager used standardized Aerial Capture Documents to streamline listing photography and maintain permission records across portfolios.

Reduced disputes over photo authorization.
By attaching signed capture documents to each listing and centralizing archives, Martin Properties reduced time spent resolving owner disputes, provided clear evidence for MLS compliance, and accelerated listing publication without on-site reauthorization delays.

BIS

A surveying firm incorporated Aerial Capture Documents into its QA workflow to record sensor calibration, signer consent, and chain-of-custody for survey deliverables.

Improved defensibility of survey data.
Documented metadata and signed permissions allowed the firm to demonstrate procedural controls during disputes, meet client audit requests quickly, and maintain compliance with contractual evidence requirements for bidding processes and insurance reviews.

Vendor Pricing and Feature Snapshot for eSignature Providers

Feature and pricing comparison for eSignature vendors relevant to Aerial Capture Document workflows; signNow is listed first for column alignment.

	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	Varies	Varies	Varies	Varies
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Frequently Asked Questions About the Aerial Capture Document

Common questions about completing, signing, and managing Aerial Capture Documents, including eSignature, notarization, and retention considerations.

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