What makes an electronic RPP legally binding?

An electronic RPP is enforceable when it meets ESIGN and UETA standards: demonstrable intent to sign, consent to transact electronically, clear attribution, and proper retention and reproducibility of the record.

Do healthcare records require special handling?

Yes. Healthcare records must meet HIPAA privacy and security rules; include a HIPAA compliance section and obtain a Business Associate Agreement (BAA) with any vendor storing protected health information.

When must I place a litigation hold?

Implement a legal hold immediately upon reasonable anticipation of litigation or regulatory inquiry to suspend scheduled destruction and preserve relevant records until release by legal counsel.

Is notarization required for RPP signatures?

Not usually for internal policies; notarization is only required where state law or the document type specifies a notarial act, for example certain deeds or powers of attorney.

How long should I keep signed RPPs?

Retain executed RPPs for the active policy term plus a reasonable post-termination period (commonly 3–7 years); adjust for industry-specific rules like HIPAA or SEC retention requirements.

What if a record category is disputed?

Escalate disputes to the RPP custodian and legal team. Maintain the record in a preserved state until the dispute is resolved and document the decision trail.

Business RPP Template

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

BUSINESS RPP TEMPLATE

Parties

Provider (Party A) Name Provider Address Client (Party B) Name Client Address

Recitals

WHEREAS, Provider, a business entity duly organized and existing under the laws applicable to its organization, provides certain commercial services and/or revenue participation arrangements and desires to make those services available to Client as set forth herein; and

WHEREAS, Client desires to engage Provider to implement a revenue participation and payment arrangement (the "RPP") on the terms and conditions set forth in this Agreement and Provider is willing to provide such services subject to the terms below;

WHEREAS, the parties agree that the effective date of this Agreement is .

Scope of Work

Provider shall perform the services and deliverables described below in accordance with the terms of this Agreement. The parties acknowledge that this Scope of Work is illustrative and may be supplemented by written amendments signed by both parties.

Detailed Scope of Work

Payment Terms

Client shall pay Provider for services and revenue participation as follows. All payments are due in the currency agreed by the parties and shall be made in cleared funds according to the schedule specified below.

Payment Structure Description

Base Payment Amount

Payment Schedule

Late Fee / Interest

All invoices rendered by Provider are due within the period specified in the Payment Schedule. If Client disputes any portion of an invoice in good faith, Client shall provide written notice specifying the dispute; undisputed portions remain due and payable when due. Late payments shall accrue the Late Fee in addition to any other remedies available to Provider.

Term and Termination

This Agreement commences on and continues until unless earlier terminated in accordance with this Section.

Minimum Notice Period for Termination

Termination for Cause Notice

Either party may terminate this Agreement for material breach by the other party if the breaching party fails to cure the breach within the period specified above after receipt of written notice. Termination shall not relieve Client of obligations to pay for services and revenue participation accrued through the effective date of termination, and any post-termination obligations (including confidentiality and payment for accrued revenue) shall survive termination as specified herein.

Confidentiality

For purposes of this Agreement, "Confidential Information" means all non-public information disclosed by a party ("Disclosing Party") to the other party ("Receiving Party") that is designated as confidential or that reasonably should be understood to be confidential. Confidential Information includes business plans, financial information, pricing, customer lists, technology, trade secrets and any material relating to the RPP arrangements.

The Receiving Party shall: (a) hold Confidential Information in strict confidence; (b) use Confidential Information solely to perform its obligations under this Agreement; and (c) not disclose Confidential Information except to employees, contractors or advisors who have a need to know and who are bound by confidentiality obligations no less protective than those herein.

Confidentiality Survival (years)

Exceptions (brief)

Governing Law

This Agreement shall be governed by and construed in accordance with the laws of the State of without regard to conflict of laws principles. The parties submit to the exclusive jurisdiction of the courts located in that State for disputes arising under this Agreement.

Representations, Warranties and Covenants

Each party represents and warrants that it has the full right, power and authority to enter into this Agreement and to perform its obligations hereunder. Each party covenants that its performance will comply with all applicable laws, rules and regulations.

Entire Agreement

This Agreement, including all schedules and exhibits attached hereto and any written amendments executed by both parties, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements, proposals, representations and understandings, whether written or oral.

Miscellaneous

No amendment to this Agreement is effective unless in writing and signed by both parties. If any provision of this Agreement is held invalid or unenforceable, the remaining provisions shall remain in full force and effect. Remedies provided herein are cumulative and in addition to any other remedies available at law or in equity.

Additional Provisions (optional)

Provider Name:

By:

Date:

Client Name:

By:

Date:

What the Business RPP Template Is and When to Use It

A Business Records Retention and Preservation Plan (Business RPP Template) is a standardized document businesses use to set retention schedules, assign custodians, and define disposal or archival procedures for corporate records. It documents categories of records, legal hold triggers, secure storage requirements, and authorized access. The template helps ensure consistent handling across departments and supports compliance with federal rules (IRS, HIPAA, SEC) and state-specific retention obligations. Use it when creating or updating recordkeeping policies, responding to litigation holds, undergoing audits, or centralizing document lifecycle management.

Why a Formal RPP Matters for Your Business

A clear Business RPP reduces legal risk, supports regulatory compliance, and simplifies discovery and audits by defining retention periods and custodial responsibilities across record types.

Organizations and Roles That Commonly Use a Business RPP

Typical users include legal, compliance, HR, finance, and IT teams responsible for records and data governance.

Legal and Compliance teams — maintain litigation holds, define legal retention timelines, and defend retention decisions in audits or court proceedings.
Finance and Tax departments — apply IRS retention rules and preserve tax documents for required periods following filings and assessments.
IT and Records Management — implement secure storage, backup schedules, and access controls to preserve electronic records reliably.

The plan is also used by executives to set corporate policy and by auditors to verify retention and destruction practices.

Step-by-Step: Completing and Approving the RPP

Follow this sequence to create, review, and activate a Business RPP that meets legal and operational needs.

01

Identify Records: Catalog record types and owners across business units.
02

Set Periods: Assign retention periods tied to legal bases and business needs.
03

Assign Custodians: Designate responsible departments and contacts for each category.
04

Approve & Publish: Obtain sign-offs and distribute the finalized policy to stakeholders.

Configuring a Digital Workflow for Your RPP

Map automation settings so the RPP is enforced through your records systems and e-signature platform.

Field	Configuration
Document Storage	Archive signed RPPs in encrypted cloud storage with versioning enabled.
Authentication	Use email verification, SMS code, or SSO for stakeholders when signing.
Routing Order	Set sequential approvals: author → legal → compliance → executive sign-off.
Notifications	Enable automatic reminders for pending approvals and approaching retention expirations.

How Electronic Completion and Distribution Typically Work

The eWorkflow for an RPP moves from drafting to signed execution and then to archival and access control.

Draft: Create the RPP and populate required fields.
Prepare: Place signature, date, and approval fields for each signer.
Sign: Stakeholders sign electronically with audit trail.
Archive: Store final RPP in a secure, access-controlled repository.

Technical and Security Considerations for eSubmission

Confirm platform capabilities for authentication, encryption, and audit logging before e-signing the RPP.

File Formats: Supports PDF, DOCX, and native templates.
Integrations: Connectors to Microsoft 365, Google Workspace, and NetSuite.
Access Controls: SSO, role-based permissions, and SAML available.

Ensure chosen platform can retain a tamper-evident audit trail and meet any industry-specific compliance obligations before finalizing processes.

Core Elements to Include in a Professional Business RPP

A complete RPP has operational, legal, and technical elements that together make retention decisions repeatable and defensible.

Record Inventory

A comprehensive list of record categories, subtypes, and examples to avoid ambiguity when applying retention rules across departments and systems.

Retention Schedule

Clear retention periods with start triggers (creation, receipt, or termination) and explicit end-of-life actions for destruction or archival.

Legal Basis

Mapped citations to statutes and regulations (IRS, HIPAA, SEC rules) so retention timing is grounded in authoritative requirements.

Custodianship

Assigned departmental owners and named contacts responsible for access, retrieval, and destruction approvals to establish accountability.

Disposition Rules

Procedures for secure destruction, archival format requirements, and exceptions including litigation or regulatory holds.

Audit & Review

Scheduled review cycles, audit logging, and version control to demonstrate consistent enforcement and to support external inquiries.

Security and Compliance Features to Specify

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

Certifications: SOC 2 Type II and ISO 27001 certified

Healthcare: HIPAA compliance available; BAA required

Audit Trail: Time-stamped event logs and signer attribution

21 CFR Part 11: Support for FDA-regulated record requirements

Accessibility: WCAG 2.0 Level AA support

Common eSignature Vendor Pricing and Feature Comparison

Compare base pricing and basic capabilities commonly needed when executing a Business RPP; signNow is listed first for column consistency.

	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 (Business Premium)	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No cap	100 envelopes/user/year	Varies	Varies	Varies

How Organizations Use RPP Templates in Practice

Real-world examples show how an RPP streamlines operations and preserves defensible records for audits and transactions.

Optica Ventures — Operations

The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers.

Operational adoption quickened signoffs across departments.
As a result, Optica reduced turnaround time for record approval and centralized archival, improving audit readiness and customer response times.

Martin Properties — Real Estate

I can process and execute all of these documents online with 100% compliance and built-in security.

Mobile and offline signing worked on site.
This allowed Martin Properties to close more transactions remotely, maintain consistent retention of lease and closing documents, and reduce physical storage costs.

Practical Tips for Accurate and Efficient RPP Completion

Adopt consistent conventions and automation to reduce errors and make retention defensible across audits and litigation.

Standardize category names

Use a single taxonomy for record categories across departments. Standardization prevents misclassification, ensures retention rules apply predictably, and reduces disputes when records are requested for legal or regulatory reviews.

Tie retention to law

Always document the specific legal or regulatory citation that supports each retention period. That rationale is critical when explaining why documents were retained or destroyed during audits or litigation.

Automate retention actions

Configure systems to flag approaching disposal dates, enforce holds automatically during litigation, and send custodians reminders. Automation reduces manual errors and preserves consistent retention behavior.

Review and update regularly

Schedule formal reviews at least annually or after major regulatory changes. Regular updates ensure the RPP reflects current law, business processes, and technology platforms.

Consequences of Incorrect or Missing RPP Provisions

Regulatory Fines: Civil penalties and enforcement actions

Tax Risk: IRS disputes and assessment exposure

HIPAA Violations: Monetary penalties and corrective action

Discovery Sanctions: Court sanctions for spoliation

Operational Loss: Inability to access critical records

Reputational Harm: Public trust and contractual impacts

Frequently Asked Questions About the Business RPP Template

Answers to common practical and legal questions when preparing, signing, and enforcing an RPP.

Need help? Contact support

What makes an electronic RPP legally binding?
An electronic RPP is enforceable when it meets ESIGN and UETA standards: demonstrable intent to sign, consent to transact electronically, clear attribution, and proper retention and reproducibility of the record.
Do healthcare records require special handling?
Yes. Healthcare records must meet HIPAA privacy and security rules; include a HIPAA compliance section and obtain a Business Associate Agreement (BAA) with any vendor storing protected health information.
When must I place a litigation hold?
Implement a legal hold immediately upon reasonable anticipation of litigation or regulatory inquiry to suspend scheduled destruction and preserve relevant records until release by legal counsel.
Is notarization required for RPP signatures?
Not usually for internal policies; notarization is only required where state law or the document type specifies a notarial act, for example certain deeds or powers of attorney.
How long should I keep signed RPPs?
Retain executed RPPs for the active policy term plus a reasonable post-termination period (commonly 3–7 years); adjust for industry-specific rules like HIPAA or SEC retention requirements.
What if a record category is disputed?
Escalate disputes to the RPP custodian and legal team. Maintain the record in a preserved state until the dispute is resolved and document the decision trail.

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