Document Header
Title, version or revision number, and a unique document ID to tie the scan to the original agreement and file record.
Digitizing signed paper contracts reduces physical storage, centralizes access, and enables electronic routing and audit trails. When combined with eSignature and proper authentication, scanned contracts can meet U.S. legal standards under the ESIGN Act (15 U.S.C. §7001) and applicable state UETA statutes.
Different teams interact with scanned contracts depending on size and industry; responsibilities span legal, operations, and client-facing groups.
Title, version or revision number, and a unique document ID to tie the scan to the original agreement and file record.
Full legal names and entity types for each party, including business registration or DBA where relevant to identify contractual counterparts.
Scope, deliverables, payment terms, effective and termination dates, and any conditional obligations spelled out clearly.
Signed pages, signature block details, printed name, title, date, and any initials on each page to show assent and attribution.
Exhibits, schedules, statements of work, or purchase orders included in the scan and clearly labeled for cross-reference.
Scan date/time, scanner or device ID, OCR layer (if present), and who uploaded or accepted the scanned file in the repository.
| Field | Configuration |
|---|---|
| Signature Field | Required; enforce date and role validation |
| Authentication | Email link or SMS code; stronger KBA where needed |
| Template | Create a template for recurring scanned agreements |
| Notifications | Automatic reminders and completion receipts |
Choose a platform that supports searchable PDFs, audit trails, and common integrations to streamline distribution.
Same day for small batches; 1–3 business days for larger volumes
Allow 3–7 business days for legal and compliance review
Typical eSignature completion under 72 hours with active routing
W-9 produced upon payer request; 1099 deadlines per IRS schedule
Retention begins at effective or execution date
The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers.
Tech Data uses airSlate SignNow to improve our internal and external customer service while increasing our speed to revenue.
| 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 vendor | Varies by vendor | Varies by vendor | Varies by vendor |
| Bulk Send | Yes (Business Premium) | Yes | Yes | Yes | Varies |
| Audit Trail | Yes | Yes | Yes | Yes | Yes |
| HIPAA Compliant | Yes | Yes | Yes | No | No |
| Envelope Cap | No cap | 100 envelopes/user/year | Varies by plan | Varies by plan | Varies by plan |