Scope
Define the precise data types, systems, and business processes in scope, including exclusions and the objective for collection.
A written Plan reduces misunderstandings about sources, formats, permissions, and timelines while establishing accountability for data quality and legal compliance. It helps avoid costly rework, supports audit trails, and documents consent and retention choices required under federal laws such as ESIGN and HIPAA where applicable.
Project leads and compliance owners create the Plan; stakeholders use it to coordinate data intake and sharing.
When maintained centrally, the Plan becomes the operational reference for cross-functional teams and external vendors.
Define the precise data types, systems, and business processes in scope, including exclusions and the objective for collection.
List each dataset, owner, schema/format, expected delivery frequency, sample records, and contact for remediation or questions.
Specify transfer mechanism (API, SFTP, secure portal, physical media, RON-notarized forms), encryption requirements, and authentication.
Describe validation rules, acceptance criteria, reconciliation steps, and automated checks including error-handling procedures.
State encryption in transit and at rest, access control, logging, and any required BAAs or data processing agreements.
Detail retention periods, archival location, legal holds, and deletion procedures tied to regulatory and internal policies.
| Field | Configuration |
|---|---|
| Upload Endpoint | Secure SFTP or API with TLS 1.2/1.3 |
| Authentication | OAuth or SAML SSO; 2FA for privileged access |
| Validation Rules | Schema checks, required fields, checksum verification |
| Notifications | Email/SMS alerts for failures and completions |
Ensure platform-level encryption (TLS 1.2/1.3, AES-256 at rest) and logging meet your compliance requirements.
Specify expected file arrival date and time zone.
State the hours/days for automated checks to complete.
Allow time for source fixes after failed validation.
Deadline for stakeholders to approve or reject data.
Schedule for summary reports and audits.
| 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 |
| Audit Trail | Yes | Yes | Yes | Yes | Yes |
| HIPAA Compliant | Yes | Yes | Yes | No | No |