Scope & Purpose
Describe which entities, locations, and document types the policy governs, and list excluded items to avoid ambiguity in application and enforcement.
A concise policies and FAQ set reduces disputes, speeds onboarding, and supports consistent decision-making while documenting controls needed for regulatory compliance and audits.
Typical users range from operational teams to legal and external vendors; each group uses the document differently.
Tailor distribution and access levels so each user group sees the version and sign-off requirements relevant to their role.
Describe which entities, locations, and document types the policy governs, and list excluded items to avoid ambiguity in application and enforcement.
Define owners, approvers, custodians, and reviewers for policy maintenance, distribution, and records requests to ensure accountability and traceability.
State retention periods, storage location, and destruction procedures to meet IRS, HIPAA, and other regulatory obligations and support audits.
Specify data classification, permitted sharing, access controls, and any required business associate agreements for protected health or personal information.
Set accepted signature types, minimum authentication levels, and whether remote online notarization or third-party identity proofing is allowed.
Include common operational questions, escalation paths, and a single contact for clarification to reduce inconsistent interpretations.
| Field | Configuration |
|---|---|
| Authentication Level | Email link | SMS code | KBA as needed |
| Approval Order | Sequential or parallel signer routing |
| Retention Setting | Retain signed copy for required years |
| Audit Trail | Enable IP, timestamp, and action log |
Ensure your platform supports required file formats, authentication, and audit logging before using it for policy sign-off.
Choose a platform that stores tamper-evident signed PDFs, records audit trails, and supports necessary compliance features such as HIPAA BAAs and SSO where required.
Policy review at least once every 12 months
Require acknowledgement within 30 days of distribution
Notify impacted parties within 7 business days of material updates
Retention clock starts on final signed date
Fulfill internal requests within established SLA
Content finalized and internal reviewers assigned
Regulatory and risk review completed
Authorized signers approve the policy
Final policy published and acknowledgements collected
| 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 | No | No | Yes, limited | Yes, limited |
| Bulk Send | Yes | Yes | Yes | Yes | No |
| Audit Trail | Yes | Yes | Yes | Yes | Yes |
| HIPAA Compliant | Yes | Yes | Yes | No | No |
The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers.
I can process and execute all of these documents online with 100% compliance and built-in security.