Can the sheet be signed electronically?

Yes. Electronic signatures are legally binding under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided intent, consent, attribution, and record retention are met.

Are fingerprints themselves an e-signature?

No. Fingerprints are biometric identifiers used for background matching; they are not a substitute for a signature unless a specific biometric authentication workflow is designed and meets applicable e-signature and privacy requirements.

What if the applicant objects to fingerprinting?

Document the objection and the legal basis; if fingerprinting is job-critical or mandated by law, consult counsel to determine permissible actions and any accommodation obligations.

How do we correct an error on a submitted sheet?

Complete a revised form with the correct details, annotate the prior entry as superseded, and re-submit prints as required to the vendor or agency; retain both versions for audit.

Is notarization required for this sheet?

Not usually required for HR intake; notarization depends on the receiving agency or specific state rules—verify whether the vendor or licensing board requires notarized acknowledgements.

How long before background results arrive?

Turnaround varies by check type and jurisdiction; expect state checks in days to weeks and national checks potentially longer—allow vendor SLA buffers in hiring timelines.

Electronic Signature
Templates
HR
HR Fingerprint Info Sheet

HR Fingerprint Info Sheet

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

HR FINGERPRINT INFO SHEET

Personal Information

Full Legal Name:

Other Names Used:

Residential Address

Phone

Email

Date of Birth:

Place of Birth:

Gender:

Height:

Weight:

Eye Color:

Hair Color:

Social Security Number (last 4 digits):

Position Information

Position Title

Department

Reporting Manager:

Anticipated Start Date:

Salary/Rate:

Employment Type Full-Time Part-Time Temporary Contractor

Identification Provided

Indicate identification documents presented at time of fingerprinting and provide document numbers.

Driver's License Issued State: Number:

Passport Country: Number:

State ID or Other Issuer: Number:

Fingerprinting Appointment Details

Reason for Fingerprinting: Pre-Employment Background Check Licensing Other

Requesting Agency / Department

Appointment Date:

Appointment Time:

Location:

Fingerprint Technician

Background Check Authorization and Release

I authorize the fingerprint submission and the obtaining of any criminal history record information, background checks, and verification of information provided herein by the requesting agency and its authorized representatives. I understand that fingerprint-based checks may include state and national criminal history repositories and that results will be provided to the requesting agency to determine suitability for employment, licensing, or assignment.

I hereby release and hold harmless the company, its agents, and the fingerprinting technician from liability arising from the submission of my fingerprints and the receipt or use of any records obtained in connection with this authorization.

Authorization to Contact Previous Employers

I authorize the employer and its agents to contact my previous employers and references for employment verification and investigation of my background. This authorization includes release of employment records, performance evaluations, and reasons for separation.

I authorize contact I do not authorize contact

Employment History

Employer 1 Primary Responsibilities

Employer 2 Primary Responsibilities

Education

Highest Degree Graduation Date:

References

Provide three professional references.

Reference 1

Reference 2

Reference 3

Legal Disclosures

At-Will Employment: Nothing in this fingerprint submission or any associated hiring materials constitutes a guarantee of employment for any specific term. Employment with the company is at-will and may be terminated by the employee or employer at any time, with or without cause or notice, unless otherwise provided in a written agreement signed by an authorized representative of the company.

Equal Opportunity: The company is an equal opportunity employer. Decisions regarding recruitment, hiring, promotion, compensation, and other terms and conditions of employment are made without regard to race, color, religion, sex, national origin, age, disability, genetic information, or any other characteristic protected by law.

Privacy Notice: Fingerprint images and associated criminal history information may be retained by the requesting agency and/or state and federal repositories in accordance with applicable law. Such retention may be used for law enforcement, background checks, licensing, and other authorized purposes.

Applicant Certification and Authorization

I certify under penalty of perjury that the information provided on this form is true, correct, and complete to the best of my knowledge. I understand that any misrepresentation, omission, or falsification of information may be grounds for denial of employment or termination. I authorize the release of any records or information necessary to verify the statements made herein and to conduct the fingerprint-based background investigation described above.

Applicant Name:

Signature:

Date:

What the HR Fingerprint Info Sheet Is and When It’s Used

The HR Fingerprint Info Sheet is a standardized form used by human resources to collect applicant fingerprint data and related identifiers for background checks, licensing, or regulatory screening. It documents the purpose of collection, applicant identity details, fingerprint capture method (ink roll, live-scan, or electronic capture), consent language, and routing instructions. Organizations use the sheet to ensure consistent intake, to support chain-of-custody for background vendors, and to record any notices required by privacy or employment law. The form is typically retained with personnel records under applicable retention rules.

Why a Consistent Fingerprint Info Sheet Matters

A clear HR Fingerprint Info Sheet reduces processing errors, creates an auditable record for compliance, and documents consent for biometric collection. It helps HR teams meet vendor requirements, speed background checks, and show adherence to privacy rules such as HIPAA where applicable.

Who Prepares and Uses the Fingerprint Sheet

Typical users include HR administrators, hiring managers, security teams, and third‑party background check vendors who need a uniform intake record before fingerprint capture.

HR administrators and recruiters who manage pre-employment screens and recordkeeping for new hires.
Background check vendors and law enforcement partners who require collector and purpose details to accept submissions.
Applicants and contractors who must provide identity proof and consent for biometric-based checks.

The completed sheet travels with the applicant file and to the background vendor; retain copies per regulatory retention rules and internal policy.

Essential Elements to Include on a Professional Info Sheet

A professional HR Fingerprint Info Sheet groups applicant identity, capture method, consent, purpose, signer details, and privacy notices so intake is complete, defensible, and consistent across hires.

Applicant Identity

Full legal name, date of birth, and identifying numbers (SSN or TIN) should match the government ID presented at capture to avoid mismatches in background checks.

Capture Method

Record whether fingerprints were captured via live-scan, ink roll, or uploaded biometric image, including device vendor and operator name for chain-of-custody.

Purpose Statement

State the legal purpose (employment, licensing, volunteer) and name the receiving agency or vendor so the submission meets recipient requirements.

Consent Language

Include clear consent for biometric collection and disclosure to third parties; note any applicant opt-out options if state law requires them.

Signature Block

Provide dated signature and printed name of the applicant and the HR representative; include a witness or notary line if jurisdiction or vendor requires authentication.

Privacy Notice

Attach a short privacy notice that explains storage, retention, and how to request correction or deletion, referencing applicable privacy rules where needed.

Step-by-Step: Completing and Submitting the Info Sheet

Follow these steps to collect accurate applicant fingerprints and route the submission to the vendor or agency.

01

Prepare Documents: Gather ID, consent text, and the fingerprint sheet prior to capture.
02

Verify Identity: Compare government ID to entered name and DOB.
03

Capture Prints: Perform live-scan or ink-roll per vendor instructions.
04

Submit Record: Send completed sheet and prints to the specified agency or vendor.

Where the Completed Sheet Typically Flows

The intake form supports internal review, vendor submission, and long-term retention; document each routing step for auditability.

HR File: Store the completed sheet in the employee personnel file.
Background Vendor: Transmit sheet and fingerprints to the contracted screening provider.
Licensing Agency: Send directly if the agency accepts fingerprint packets.
Law Enforcement: Route only when legally required and with documented chain-of-custody.

Technical and Platform Considerations for Digital Handling

Ensure the platform you use supports secure file storage, encrypted transport, and produces an audit trail for signature and submission events.

File Formats: PDF, DOCX, and image captures accepted for archival and vendor submission.
Security Standards: TLS 1.2/1.3 in transit and AES-256 at rest are required for sensitive biometrics.
Integrations: Platform should integrate with HRIS, Google Workspace, Microsoft 365, or vendor APIs.

Configuring an Online Intake Workflow

Set up fields, authentication, storage, and retention before sending to applicants to ensure compliance and consistent capture.

Field	Configuration
Fingerprint Field	Enable capture widget or upload; mark as required.
Authentication	Use email + SMS or stronger ID verification when needed.
Notifications	Send automated receipts to applicant and HR.
Storage	Store encrypted with access controls and versioning.

Timelines and Expected Processing Windows

Processing times vary by recipient and method; plan for both internal SLA targets and external vendor or agency turnaround.

Internal SLA:

Aim to complete capture and submission within 3 business days.

Vendor Screening:

State checks commonly return in 3–14 business days depending on workload.

FBI or National Checks:

FBI responses may take multiple weeks where manual processing is required.

Correction Requests:

Allow 5–10 business days for re-submissions or amendments.

Retention Start:

Retention begins on the date of capture or submission, whichever applies.

Common Intake and Preparation Errors to Avoid

Mismatched names or DOBs between ID and form causing failed matches.
Using poor-quality fingerprint images that produce unreadable minutiae.
Missing consent language that vendors require to accept submissions.
Incorrect routing that delays background check initiation.

Consequences of Incomplete or Incorrect Submissions

Background Delays: Rejected packets slow hiring and onboarding.

Regulatory Fines: Privacy violations can trigger HIPAA or state fines.

Liability Exposure: Improper disclosure of biometrics risks civil claims.

Employment Disputes: Incorrect records may cause adverse action challenges.

Vendor Rejection: Noncompliant capture leads to vendor refusal.

Data Breach Risk: Weak controls increase risk of unauthorized access.

Security and Compliance Requirements for Biometric Data

Encryption: AES-256 at rest and TLS 1.2/1.3 in transit.

Access Controls: Role-based access and audit logging for PII and biometrics.

Privacy Agreements: Execute BAAs or vendor contracts when HIPAA applies.

Audit Trail: Preserve timestamped logs, operator ID, and IP details.

Certifications: SOC 2 Type II and ISO 27001 reduce vendor risk.

Retention Policy: Limit retention to the legal minimum and document justification.

Practical Examples of How Organizations Use the Sheet

Real-world examples show common approaches for different employer sizes and needs.

Martin Properties (Founder)

Small real estate firm consolidated applicant intake online to reduce in-person steps.

They used live-scan at property showings to capture prints on-site.
The change enabled remote hires to complete background verification without office visits while maintaining a documented chain-of-custody and faster turnarounds.

Fertility Centers of Illinois (Founder)

Healthcare provider standardized biometric intake and stored consent forms securely.

Prints were captured at clinic registration desks under HIPAA controls.
Standardization helped meet privacy obligations, simplified clinical credentialing, and ensured consistent records for audits and licensing reviews.

eSignature Vendor Pricing and Feature Overview

Comparison of starting prices and common feature availability across vendors; signNow is listed first per comparison conventions.

	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 env/user/year	Varies	Varies	Varies

Frequently Asked Questions and Troubleshooting

Answers to common questions employers and applicants have about completing, submitting, and correcting HR fingerprint intake forms.

Need help? Contact support

Can the sheet be signed electronically?
Yes. Electronic signatures are legally binding under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided intent, consent, attribution, and record retention are met.
Are fingerprints themselves an e-signature?
No. Fingerprints are biometric identifiers used for background matching; they are not a substitute for a signature unless a specific biometric authentication workflow is designed and meets applicable e-signature and privacy requirements.
What if the applicant objects to fingerprinting?
Document the objection and the legal basis; if fingerprinting is job-critical or mandated by law, consult counsel to determine permissible actions and any accommodation obligations.
How do we correct an error on a submitted sheet?
Complete a revised form with the correct details, annotate the prior entry as superseded, and re-submit prints as required to the vendor or agency; retain both versions for audit.
Is notarization required for this sheet?
Not usually required for HR intake; notarization depends on the receiving agency or specific state rules—verify whether the vendor or licensing board requires notarized acknowledgements.
How long before background results arrive?
Turnaround varies by check type and jurisdiction; expect state checks in days to weeks and national checks potentially longer—allow vendor SLA buffers in hiring timelines.

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