Primary ID type
Specify the document type (driver’s license, passport, state ID) and include issuing country or state plus document number for unambiguous identification.
A complete Identification Document provides legal evidence of identity, shortens verification cycles, and lowers the risk of rejected filings or delayed services. It supports regulatory compliance (I-9, IRS recordkeeping, HIPAA where applicable) and creates an auditable trail for future disputes or audits.
Common requestors and preparers vary by industry and use case; examples below identify frequent roles.
Tailor the document content to the requester’s requirements and the governing law for the transaction.
Specify the document type (driver’s license, passport, state ID) and include issuing country or state plus document number for unambiguous identification.
Provide the legal name exactly as shown on the government-issued ID; mismatches across records can trigger rejections or backup withholding.
Record date of birth using MM/DD/YYYY format to match government records and avoid formatting-related mismatches during automated checks.
Include the agency or jurisdiction that issued the ID and the issue date so verifiers can assess document currency and validity.
Add expiration date and a status note (active/expired) because many relying parties reject expired identification documents.
Attach a high-quality scan or certified copy, and include audit metadata (who uploaded, when, geolocation if collected) for later validation.
| Field | Configuration | Required fields | Full name, DOB, ID type, ID number, issuer |
|---|---|
| Authentication | Email + SMS code; optional KBA for higher risk |
| File format | PDF/A or high-quality JPEG accepted |
| Expiration policy | Flag and reject expired IDs automatically |
| Audit trail | Capture IP, timestamp, signer identity |
Retain for 3 years after hire or 1 year after termination, whichever is later (8 CFR §274a.2).
A W-9 is produced upon payer request; no statutory filing deadline exists for recipients.
Audio-video for RON should be retained per state rules, typically 5–10 years.
Execution fees and supporting ID required for first-time adult passport applications.
Retain identity verification associated with PHI for six years under 45 CFR §164.530(j).
| 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 vendor | Varies by vendor | Varies by vendor | Varies by vendor |
| Bulk Send | Yes | Yes | Yes | Yes | No |
| 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 |