Can this form be signed electronically?

Yes. Electronic signatures are generally valid under the federal ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided four core elements are met: intent to sign, consent to do business electronically, attribution to the signer, and reliable record retention. Confirm any state notarization requirements for the form.

Is employee written consent required?

Consent requirements vary by state. For example, Illinois BIPA requires informed written consent and sets specific retention and disclosure rules. Even where statute is silent, record explicit consent in the attestation to reduce legal and contractual risk.

Do I need a notary or witnesses?

Most biometric consent forms do not require notarization, but employers or vendors may request notarized acknowledgement. If notarization or remote online notarization is used, retain notary journal entries and comply with state RON identity-proofing and recording requirements.

How long must records be kept?

Retention depends on the record type and applicable law: follow I-9 rules for eligibility, IRS minimums for tax records, and HIPAA six-year retention for health-related records. Retain audit logs longer than the biometric data itself to defend against claims and investigations.

What happens on employee termination?

Follow the attestation's deletion and retention triggers: revoke access, notify vendors to delete templates per policy, and preserve required records for audits or legal holds. Document destruction methods and retain an audit entry noting when and how data was removed.

How do I correct errors on a completed attestation?

Do not alter signed originals. Create a corrective attestation or amendment signed by the employee that explains the change; attach both original and correction to the personnel file. For e-signed forms, preserve the original audit trail and include the amendment in the electronic record.

Electronic Signature
Templates
HR
Employee Fingerprint Attestation

Employee Fingerprint Attestation

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

EMPLOYEE FINGERPRINT ATTESTATION

Employee Information

Full Legal Name Home Address

Telephone

Email

Employee ID

Position Information

Job Title Department

Reporting Manager:

Start Date:

Salary or Rate

Employment History (Most Recent First)

Employer 1 — Company Name

Responsibilities Reason for Leaving

Employer 2 — Company Name

Responsibilities Reason for Leaving

Education

Highest Degree or Certification Institution Graduation or Completion Date

Professional References

Provide three professional references who can verify qualifications and employment history.

Reference 1 — Name

Reference 2 — Name

Reference 3 — Name

Fingerprinting Event Details

I hereby attest that the following fingerprinting event occurred for identification and background screening purposes.

Date of Fingerprinting:

Time of Fingerprinting:

Location / Facility Fingerprint Technician / Agency Method

Inkless digital scan
Ink card (ten-print)
Other (describe)

Purpose of Fingerprinting Agency Transaction / Record Identifier (if applicable)

Attestation, Consent, and Authorizations

By signing below, I certify under penalty of perjury that the fingerprints taken are my own, accurately represent my fingerprints, and were taken with my knowledge and consent. I further acknowledge and authorize the following:

1. I authorize the release and use of my fingerprint-based information to the employer and to the appropriate governmental or licensing agencies for the purpose of obtaining criminal history records and other background information pertinent to my employment, licensing, assignment, or continued employment.

2. I understand that fingerprint images and associated biographic information may be retained in state and federal systems and may be used for comparison purposes against future submissions. I acknowledge that retention and dissemination of fingerprint records is subject to the custody and disclosure rules of the agency that receives the fingerprints.

3. I consent to the employer obtaining criminal history and other records that may be identified by fingerprint submission. I further authorize persons and entities, including prior employers and law enforcement agencies, to provide information in their possession regarding my background.

4. I acknowledge that a criminal history record may not automatically disqualify me. The employer will consider the nature of any record, relevance to the duties of the position, and applicable laws and policies before making an employment determination.

I affirm that:

The fingerprints were collected from me and are accurate.
I voluntarily consent to the use and disclosure described above.
I release the employer and its representatives from liability for seeking and obtaining such background information consistent with applicable law.

If prints were rejected or re-taken, indicate reason

Legal Notices and Company Policies

At-Will Employment: Nothing in this attestation alters the at-will employment relationship between the employer and the employee, if applicable. Either the employee or the employer may terminate employment at any time, with or without cause or notice, unless otherwise provided in a separate written agreement.

Equal Opportunity: The employer provides equal employment opportunities to all employees and qualified applicants without regard to protected characteristics. Decisions related to employment, including decisions informed by background information, will be made in accordance with applicable non-discrimination laws.

Applicant/Employee Certification: I certify that all information provided on this form is true and complete to the best of my knowledge. I understand that intentionally providing false information or failing to disclose relevant information may subject me to disciplinary action, up to and including termination.

Authorization to Contact Previous Employers and Agencies: I authorize the employer and its agents to contact and obtain information from my prior employers, licensing agencies, law enforcement agencies, and other organizations as necessary to verify information provided and to perform background checks.

Additional Comments

Printed Name:

Signature:

Date:

What the Employee Fingerprint Attestation Is

The Employee Fingerprint Attestation is a standardized declaration employees complete to confirm that their fingerprint data was collected, transmitted, and processed for specified employment-related purposes. It documents consent, the scope of background checks or biometric enrollment, and the party responsible for storage and retention. Organizations use the attestation to meet internal policy, vendor screening requirements, and certain regulatory obligations when biometrics are involved. The form typically records the collector, collection date, purpose, retention period, and employee acknowledgement of privacy notices and rights related to biometric information.

Why a Clear Attestation Matters

Employee Fingerprint Attestation provides auditable evidence of consent, clarifies intended uses, and helps employers manage privacy risks and regulatory compliance. It reduces disputes about collection practices and supports retention and destruction workflows for biometric data under applicable law and company policy.

Typical users and signees

Employers, HR teams, background-screening vendors, security officers, and identity management teams use this attestation when fingerprint biometrics are collected.

New hires undergoing background checks who provide fingerprints for criminal-history screening.
Contractors and temporary staff requiring site access or security clearances tied to biometrics.
Compliance officers documenting consent and retention choices for audit and regulatory review.

The attestation standardizes consent records across departments and supports audits, FOIA requests, and vendor due diligence when biometrics are involved.

Essential components included in the attestation

An effective Employee Fingerprint Attestation clearly captures identity, consent, purpose, collection details, retention, and signatures to create a defensible biometric record.

Identity

Record full legal name, date of birth, and the government ID used for identity verification; include ID type and identifier to tie the fingerprint to a specific individual.

Consent

State the employee's informed consent to biometric collection, the specific purposes (background check, access control), and any limitations on secondary uses; ensure the signer initials or checks each consent item.

Collection Details

Note the date, location, device or vendor used, method (inkless scanner or live-scan), and technician initials so chain-of-custody for the biometric sample can be reconstructed.

Purpose & Scope

Describe the lawful purpose, scope, and duration of use—examples include employment background checks, physical access control, or timekeeping—plus whether data will be shared with third-party vendors.

Retention & Deletion

Specify retention period, secure storage measures, deletion triggers, audit logging, and the process for securely destroying biometric templates when retention ends or employment terminates.

Signatures

Provide employee signature, printed name, job title, and date; include employer or authorized representative signature, contact details, and a retention point-of-contact for verification and future audit inquiries.

Required fields at a glance

Employee Name: Full legal name as on ID

Date of Birth: Enter as MM/DD/YYYY

Employee ID: Internal employee or badge number

ID Used: Type and number of government ID

Collection Date: Enter MM/DD/YYYY of capture

Purpose: Reason for collection and limits

Step-by-step: completing the Employee Fingerprint Attestation

Follow these steps to complete and validate an Employee Fingerprint Attestation form accurately and consistently.

01

Prepare Info: Gather IDs, employment details, and consent language.
02

Collect Print: Use certified scanner; record device and technician.
03

Complete Attestation: Employee reviews terms, initials items, then signs.
04

Store & Audit: Save signed copy and update retention log.

Configuring an online attestation workflow

Configure an online Employee Fingerprint Attestation workflow to capture fields, require attestations, and route signed records to HR and secure storage automatically.

Workflow Field Name and Configuration	Configuration or default value for each field
Require Signature Field for Primary Signer	Mandatory; enable audit trail and timestamp
Show Conditional Fields Based on Role	Display consent items only for roles that collect biometrics
Signer Authentication Method and Strength	Email link by default; SMS code or KBA for higher assurance
Secure Storage Destination and Access Controls	Encrypt storage, restrict access, retain per policy

Platform and integration considerations

Use platforms that support secure e-signing, audit trails, and HIPAA-ready handling when biometrics relate to health or patient records.

Supported Formats: PDF, DOCX, and structured XML accepted
Integrations: Salesforce, HRIS, background-check vendor APIs
Security: TLS 1.2/1.3 in transit and AES-256 at rest

Where to file or send signed attestations

Route signed Employee Fingerprint Attestations to HR, background-check providers, and secure archives according to retention and access policies.

HR Records: Store in personnel file and add retention metadata.
Background Vendor: Send encrypted copy via vendor API or secure portal.
Security Team: Provide access for investigations and incident response.
Archive: Move to encrypted long-term storage per retention policy.

Typical timelines and processing expectations

Typical timelines for Employee Fingerprint Attestation cover collection, verification, sharing, retention scheduling, and deletion; timing depends on employer policy and vendor SLA.

Collection and Signing Completion Window:

Usually within same business day or up to 72 hours depending on scheduling.

Verification and Vendor Response Time:

Background vendors often respond within 24–72 hours; complex checks take longer.

Record Upload and Routing Latency:

Automated workflows typically route documents in under one hour.

Retention Period Enforcement and Deletion Start:

Retention clock starts on collection date or termination, per policy.

Data Deletion and Secure Destruction Timeline:

Execute secure deletion within stated retention window; retain audit log longer.

Common preparation and execution mistakes to avoid

Failing to document consent properly increases legal risk and can make biometric use noncompliant; ensure the attestation records explicit purposes, initials for optional items, and a dated signature.
Using ambiguous retention language like 'until no longer needed' causes disputes; specify a concrete retention period or tie retention to an event such as termination or final background adjudication.
Not validating identity at collection (mismatched IDs) can break chain-of-custody; record ID type, number, and verifier initials and consider photo or credential analysis.
Relying solely on simple electronic clicks without audit metadata or authentication increases challenge risk; capture timestamp, IP address, and stronger authentication for sensitive biometric records.

Penalties and legal risks to be aware of

Regulatory Fines: State privacy law penalties vary

Civil Litigation: Class actions risk in some states

Operational Disruption: Delayed onboarding and revoked access

I-9 Audits: Retain forms per 8 CFR §274a.2

Data Breach Liability: Notification and remediation costs

Invalid Evidence: Poor records weaken enforcement

Real-world examples of attestation use

These examples show how organizations use an Employee Fingerprint Attestation in routine HR and security workflows.

Large Healthcare System

A regional healthcare system added fingerprint attestations to onboarding to document consent and link biometric templates to employee IDs.

Reduced disputes over collection and simplified audits.
The hospital integrated attestations with its HRIS and background-check vendor, kept encrypted records, and used the audit trail to respond to two regulatory inquiries without exposing raw biometric data to unauthorized parties.

Tech Firm

A mid-size technology firm required fingerprint attestations before granting badge access to secure labs and systems to document authorization and access scope.

Streamlined access provisioning and terminated access faster.
By routing signed attestations to security operations and automating deletion triggers on termination, the firm shortened access revocation time and improved auditability while limiting biometric storage to necessary templates.

eSignature vendor pricing and feature comparison for this workflow

Comparison of common eSignature plans and capabilities that affect Employee Fingerprint Attestation workflows; signNow appears first per platform-level data.

	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	Yes
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

Frequently asked questions about Employee Fingerprint Attestation

Answers to common questions about completing, signing, and managing Employee Fingerprint Attestations, including electronic signatures, retention, and consent issues.

Need help? Contact support

Can this form be signed electronically?
Yes. Electronic signatures are generally valid under the federal ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided four core elements are met: intent to sign, consent to do business electronically, attribution to the signer, and reliable record retention. Confirm any state notarization requirements for the form.
Is employee written consent required?
Consent requirements vary by state. For example, Illinois BIPA requires informed written consent and sets specific retention and disclosure rules. Even where statute is silent, record explicit consent in the attestation to reduce legal and contractual risk.
Do I need a notary or witnesses?
Most biometric consent forms do not require notarization, but employers or vendors may request notarized acknowledgement. If notarization or remote online notarization is used, retain notary journal entries and comply with state RON identity-proofing and recording requirements.
How long must records be kept?
Retention depends on the record type and applicable law: follow I-9 rules for eligibility, IRS minimums for tax records, and HIPAA six-year retention for health-related records. Retain audit logs longer than the biometric data itself to defend against claims and investigations.
What happens on employee termination?
Follow the attestation's deletion and retention triggers: revoke access, notify vendors to delete templates per policy, and preserve required records for audits or legal holds. Document destruction methods and retain an audit entry noting when and how data was removed.
How do I correct errors on a completed attestation?
Do not alter signed originals. Create a corrective attestation or amendment signed by the employee that explains the change; attach both original and correction to the personnel file. For e-signed forms, preserve the original audit trail and include the amendment in the electronic record.

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