Personal Identification
Collect full legal name, DOB, government ID numbers if required, and contact information to support identity verification and audit trails.
A clear questionnaire reduces legal and operational risk by documenting employee eligibility, screening for restricted-party matches, and providing an auditable record that supports licensing decisions and regulatory reviews.
HR, security, compliance, and hiring teams typically issue and process the questionnaire to evaluate export-control exposure and assignment eligibility.
Completed questionnaires feed into access controls, project approvals, and licensing workflows and are retained according to regulatory retention rules and internal policy.
Collect full legal name, DOB, government ID numbers if required, and contact information to support identity verification and audit trails.
Record all citizenships, visa classifications, alien registration numbers, and expiration dates to determine jurisdictional applicability.
Capture project names, sponsors, technical roles, and specific systems or labs the employee will access to evaluate control applicability.
Ask whether the employee completed export-control or controlled-technology training, with dates and course identifiers for compliance records.
Require disclosure of affiliations or previous employers that may create restricted-party matches or conflicts requiring extra screening.
Include a clear attestation of truthfulness, signature block, and consent to background and restricted-party screening for legal and auditability purposes.
| Field | Configuration |
|---|---|
| Authentication | Email + optional SMS OTP; stronger KBA for high-risk roles |
| Required Fields | Make citizenship, project, and signature required to avoid incomplete submissions |
| Conditional Logic | Show visa-detail fields only if employee indicates non-U.S. citizen status |
| Retention | Enable secure archival with access logs for required retention periods |
Ensure the platform supports secure authentication, tamper-evident storage, and a detailed audit trail when collecting export-control attestations.
1–3 business days for completeness checks
3–5 business days for automated checks
Up to 15 business days if detailed analysis is needed
Weeks to months if government license is required
Records retained from effective date of form
Employee completes and submits questionnaire to HR.
HR confirms required fields and attachments are present.
System runs restricted-party and sanctions checks.
Compliance documents outcome and recommends access or license actions.
Optica used a standardized digital questionnaire to capture employee eligibility and project access.
A healthcare provider digitized sensitive staff attestations and training records for controlled-access areas.
| 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, no card | Free trial available | Free trial available | Free trial available | Free trial available |
| Bulk Send | Yes | Yes | Yes | Yes | No |
| Audit Trail | Yes | Yes | Yes | Yes | Yes |
| HIPAA Compliant | Yes | Yes | Yes | No | No |