Scope
Define which document categories and transaction types are subject to limitations so recipients can easily determine applicability and required next steps.
Understanding limitations prevents costly rework, missed filing deadlines, and regulatory exposure. It clarifies when ESIGN (15 U.S.C. §7001) or state UETA frameworks permit electronic signatures and when paper, in-person notarization, or additional authentication is legally required.
Compliance officers, legal counsel, HR and records staff, and operations teams use this guidance when designing signing workflows or deciding whether to accept an electronic signature.
Use these user roles to assign responsibility for review, documentation, and escalation when an item falls into a restricted category.
| Field | Configuration |
|---|---|
| Authentication Level | Email + SMS code for low risk; KBA or ID analysis for higher risk |
| Notarization Method | In-person notarization or RON session where required |
| Audit Trail Settings | Capture IP, timestamp, and signer actions |
| Retention Policy | Automate export to secure archive with access controls |
Ensure the signing platform supports required authentication, secure storage, and audit trails before relying on electronic execution.
Choose platform controls that match the document’s legal risk profile and internal compliance standards; document configuration choices and retain configuration evidence.
Define which document categories and transaction types are subject to limitations so recipients can easily determine applicability and required next steps.
Reference ESIGN (15 U.S.C. §7001) or relevant state law and list statutory exceptions such as wills, certain court filings, and family law documents.
Explain whether RON or in-person notarization is required, and describe audio-video recording or journal retention obligations where applicable.
State the number and qualification of required witnesses for specific documents and whether self-proving affidavits are recommended.
Specify acceptable signer authentication methods (email, SMS, KBA, ID analysis, or PKI) tied to risk levels and regulatory needs.
Detail retention periods, export formats, and proof-of-execution artifacts needed to meet audit or regulatory review.
No fixed filing due date; provide upon payer request to avoid backup withholding.
Recipient and IRS due by Jan 31; penalties apply under IRC §6721 for late filing.
April 15 filing deadline; extensions via Form 4868 preserve filing time but not tax payment date.
Retain for 3 years after hire or 1 year after termination, whichever is later (8 CFR §274a.2).
Retain privacy rule records for 6 years (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 | Yes | Yes | Yes | Yes |
| 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 by plan | Varies by plan | Varies by plan |