Identity Proofing
Capture government ID type, number, issuer, and expiration and use appropriate authentication to link the signer to the ID.
Performing a Legal Status Check reduces legal and compliance risk, documents decision rationale, and creates an auditable record that supports regulatory obligations and contractual enforceability.
Different teams complete Legal Status Checks based on transactional responsibility and regulatory scope.
The responsible party should match the document’s legal purpose and be authorized to retain supporting records for compliance.
An HR Manager typically collects identity documents, confirms work authorization, and records verification steps. They retain the Legal Status Check per company retention policy and escalate discrepancies to compliance or legal counsel.
A Compliance Officer reviews corporate authority, checks licensing status, and confirms any regulatory exceptions. They ensure the check is completed before high-risk transactions and maintain audit logs for internal and external review.
| Field | Configuration |
|---|---|
| Signer Authentication | Email link | SMS OTP | KBA |
| Reminder Cadence | 1 day, 3 days, final notice |
| Expiration | Set expiry days for signing link |
| Audit Options | Enable IP, timestamp, and completion certificate |
Choose a platform that supports required authentication, storage encryption, and audit logging before e-submission.
Ensure the chosen platform can produce a tamper-evident signed file and retains proof of consent and attribution for audits.
Keep for 3 years after hire or 1 year after termination, whichever is later
Provide upon request from payer; use to avoid backup withholding
File required information returns by statutory IRS deadlines to avoid penalties
Retain audio–video and notary journal entries 5–10 years when RON used
Retain patient authorization records for 6 years per HIPAA rules
Requester uploads form and supporting requirements for verification
ID checked, authentication method recorded, and documents validated
Legal standing or authorization verified and recorded
Signed file, audit trail, and attachments stored securely
Capture government ID type, number, issuer, and expiration and use appropriate authentication to link the signer to the ID.
Record precise legal classification (citizenship, visa class, entity good-standing) and any expiration or renewal dates.
Attach certified copies, corporate filings, licenses, or authorizations that substantiate the claimed legal status.
Log signer identity, authentication method, IP address, and timestamp to support later attribution.
Include notary block or witness lines when jurisdiction or document type requires in-person or remote notarization.
Store the executed check with audit trail in encrypted storage and retain per legal retention schedules.
| 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 | Yes, 7-day 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 by plan | Varies by plan | Varies by plan |