System Inventory
Comprehensive list of hardware, virtual machines, software versions, and licensing details. Include owner contacts and lifecycle dates to support upgrades and audits.
A well-prepared Business Infrastructure Document reduces ambiguity about system ownership, clarifies escalation paths, and supports compliance obligations such as HIPAA, SOX, or IRS recordkeeping. It speeds audits, simplifies vendor transitions, and reduces recovery time after incidents.
Primary owners are IT, security, and operations teams; legal and finance review for contractual and compliance alignment.
Cross-functional review ensures the document reflects both technical reality and contractual obligations before final sign-off.
Comprehensive list of hardware, virtual machines, software versions, and licensing details. Include owner contacts and lifecycle dates to support upgrades and audits.
Logical and physical network diagrams showing firewalls, DMZs, VPNs, and key subnet segmentation. Note remote access methods and monitoring endpoints.
User roles, privileged accounts, authentication methods, and SSO/SAML providers. Document MFA requirements and privileged access review cadence.
Backup frequency, retention, encryption of backups, restoration steps, RTO/RPO targets, and responsible personnel for recovery procedures.
Vendor names, service descriptions, contract expiration dates, SLAs, and contact escalation paths. Record any required BAAs or data processing agreements.
Map of relevant regulations (HIPAA, SOX, IRS, 21 CFR Part 11) to implemented controls, evidence locations, and audit owners.
| Field | Configuration |
|---|---|
| Initial Submitter | Single user email; starts routing |
| Reviewer Group | Parallel review by IT and security |
| Approver Sequence | Role-based sequential signing order |
| Retention Tag | Apply retention policy metadata |
Choose file formats and integrations that match your operational tools and compliance needs.
Ensure the chosen platform supports audit trails, encryption in transit and at rest, and any required regulatory configurations such as HIPAA BAAs or 21 CFR Part 11 controls.
Review and update critical system inventories quarterly.
Begin renewal discussions at least 60 days before expiration.
Schedule control evidence collection for the audit period.
Reconcile retention tags annually with legal.
Conduct tabletop exercises at least annually.
Technical owners finalize content and attachments.
Legal and finance validate obligations and costs.
Designated executive signs for organizational acceptance.
Store the signed document in the records system.
| 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 | Varies by plan | Varies by plan | Varies by plan | Varies by plan |
| Bulk Send | Yes | Yes | Yes | Yes | No |
| HIPAA Compliant | Yes | Yes | Yes | No | No |
| Envelope Cap | No envelope cap | 100 envelopes/user/year | Varies | Varies | Varies |