Identification
Collect full legal name, date of birth, government ID details, and issuer to verify identity against documents provided.
A well-structured packet reduces onboarding risk, creates an auditable record of consent and verification, and standardizes the information reviewers need to approve or decline client relationships.
Different teams interact with the packet during onboarding, verification, and compliance review.
Clear role assignment speeds processing and reduces rework when reviewers know which fields they must verify.
Collect full legal name, date of birth, government ID details, and issuer to verify identity against documents provided.
Include mailing and physical address, phone, and email; required for service delivery, legal notices, and remote identity proofing.
Obtain signed consent, scope (criminal, credit, sanctions) and provider name so reviewers can order and document checks.
Request taxpayer identification (W-9 or equivalent), billing contact, and payment terms to prevent backup withholding and payment delays.
Attach conflict-of-interest, privacy, or industry-specific disclosures and capture affirmative acknowledgment by signature or checkbox.
Provide signature, date, signer role, and an audit log or certificate of completion for enforceable electronic records.
| Field | Configuration |
|---|---|
| Identity Fields | Require ID upload and date-verified field |
| Routing | Sequential: Intake → Compliance → Finance |
| Authentication | Use email + SMS code for signer verification |
| Retention Tag | Apply retention policy and export to archive |
Choose a platform that supports required file formats, signer authentication, and secure storage.
Ensure the chosen provider supports audit trails, optional notarization, and any required industry compliance (for example HIPAA BAA for healthcare).
Request return within 5 business days.
Allow 1–3 business days for identity checks.
Third-party checks typically take 1–7 business days.
W-9 should be provided upon payer request.
Compliance review within 3 business days.
Sender makes packet available to client for completion.
Client completes fields and submits documents.
Reviewer confirms identity and runs required checks.
Approved records are filed and retained per policy.
Download completed packets as PDF/A or DOCX with an embedded audit trail and signature certificate for legal admissibility.
Attach ID photos, scanned documents, and background-check reports as separate, labeled files linked to the packet.
Maintain immutable logs of signer IP, timestamps, and actions to support intent and attribution.
Store archived packets encrypted at rest with AES-256 and in transit with TLS 1.2/1.3.
Optica streamlined investor onboarding with a digital packet and cut turnaround time substantially.
A healthcare provider collected consents and ID documents digitally for new patients.
Individual client or their authorized representative. The signer must have legal authority to make representations and provide consent; mismatched or unauthorized signatures may be rejected during verification.
Officer or agent with delegated authority. When a company signs, provide the signer’s title and, if required, a corporate resolution or power of attorney to confirm authority.
| 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 | Varies | Varies | Varies |
| Bulk Send | Yes | Yes | Yes | Yes | No |
| Audit Trail | Yes | Yes | Yes | Yes | Yes |
| Envelope Cap | No cap | 100 envelopes/user/year | Varies | Varies | Varies |