How do I correct a signed mistake?

If an error is discovered after signing, create an amendment or corrected Print Management Document and obtain all required approvals and signatures. Retain both the original and corrected records to preserve auditability and explain the reason for amendment in the metadata.

Can this document 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 retention requirements are satisfied.

Is notarization ever required?

Most internal print orders do not require notarization; however, documents with legal effect, affidavits, or some real estate paperwork may require a notary or RON. Confirm state notary rules before requesting notarization.

How should I store the final record?

Store the signed document with its audit trail in a tamper-evident format such as PDF/A, preserve metadata, and back up per retention policy. Ensure access controls so only authorized personnel can retrieve sensitive records.

What authentication level is recommended?

Use email link or SMS for routine approvals; require stronger authentication (SSO, enterprise credentials, or KBA) for high-value or confidential print jobs to reduce fraud risk.

How do I cancel a pending print job?

Submit a cancellation through the same workflow before production starts and capture an approval for the cancellation. If production has begun, document the reason for cancellation and any applicable cost adjustments.

Electronic Signature
Templates
Miscellaneous
Print Management Document

Print Management Document

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PRINT MANAGEMENT AGREEMENT

This Print Management Agreement (the Agreement) is entered into as of by and between Client Name: , with principal place of business at , and Print Manager: , with principal place of business at .

WHEREAS

WHEREAS, Client requires centralized management of procurement, production, quality control, and distribution of printed materials and related services; and

WHEREAS, Print Manager represents that it has expertise, resources, vendor relationships and systems to manage print projects on behalf of Client in a cost-effective and timely manner; and

WHEREAS, the parties desire to set forth their respective obligations and the terms under which Print Manager will perform print management services for Client.

Scope of Work

Project Name Describe Scope of Work

Print Manager shall act as Client's agent for the procurement and management of print services specified in the scope of work, including negotiating vendor terms, approving proofs, supervising production runs, arranging delivery, and maintaining inventory records. Print Manager will obtain Client approval on all final proofs and major spend decisions in writing or electronic confirmation prior to release to print.

Payment Terms

Management Fee (Fixed or Estimated) Payment Schedule and Invoicing Late Payment Fee

All amounts payable are exclusive of taxes. Client shall reimburse Print Manager for reasonable out-of-pocket expenses and third-party charges incurred in connection with Services, provided such expenses are pre-approved by Client where required in the scope of work.

Term and Termination

This Agreement commences on Start Date: and continues until End Date: , unless earlier terminated in accordance with this Section.

Notice Period for Termination Without Cause

Either party may terminate this Agreement for material breach that remains uncured for thirty (30) days after written notice. Termination for convenience by either party requires the notice period specified above. Upon termination, Print Manager shall deliver all work in progress and Client shall pay for all Services performed and costs reasonably incurred up to the effective date of termination.

Confidentiality

Each party shall hold in confidence and shall not disclose to any third party any Confidential Information of the other party except as necessary to perform the Services. "Confidential Information" includes non-public technical, financial, operational, and business information disclosed in connection with this Agreement but does not include information that: (a) is or becomes publicly known through no breach of this Agreement; (b) is lawfully received from a third party; or (c) is independently developed without use of the other party's Confidential Information.

Permitted Disclosures (e.g., vendors, auditors)

Records, Audit, and Quality Assurance

Print Manager shall maintain accurate records of orders, costs, proofs, and delivery confirmations for the term of this Agreement and for a period of three (3) years thereafter. Client shall have the right to audit such records upon reasonable prior notice during normal business hours to verify invoiced amounts and compliance with the scope of work.

Indemnification and Limitation of Liability

Each party shall indemnify the other from third-party claims arising from its negligence or willful misconduct. Except for breaches of confidentiality or indemnification obligations, neither party shall be liable for consequential, incidental, special or punitive damages. The aggregate liability of either party for direct damages under this Agreement shall not exceed the total fees paid to Print Manager hereunder in the twelve (12) months preceding the claim.

Governing Law

Governing Law State

This Agreement shall be governed by and construed in accordance with the laws of the state specified above, without regard to conflict of law principles. The parties submit to the exclusive jurisdiction of the courts of that state for disputes arising from this Agreement.

Entire Agreement; Amendments

This Agreement, including any attachments and statements of work signed by the parties, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements, proposals, and communications. Any amendment or modification to this Agreement must be in writing and signed by authorized representatives of both parties.

Notices

Client Notice Address Provider Notice Address

Client Name:

By:

Date:

Print Manager:

By:

Date:

What the Print Management Document Is and When It’s Used

A Print Management Document records authorization, specifications, cost allocation, and chain-of-custody for a print job or recurring print service. Typical uses include centralized ordering for office fleets, production runs for marketing collateral, university print centers, and controlled release of sensitive materials. The document captures requester details, job specifications, paper and finishing instructions, cost center, approval signatures, and delivery or pickup instructions to support billing, inventory control, and auditability.

Why a Structured Print Management Document Matters

A formal Print Management Document reduces errors, enforces authorization, and improves cost visibility. It supports compliance with internal policies and external regulations, provides a reliable audit trail for sensitive content, and standardizes vendor or in-house production workflows to lower waste and dispute risk.

Who Typically Prepares and Signs This Document

The document should route to an authorized signer from the requesting unit and to a print services approver before production begins.

IT or Print Services Manager — Oversees device allocation, user quotas, and job routing for centralized production environments.
Office or Facilities Administrator — Tracks cost centers, schedules pickups or delivery, and reconciles monthly billing.
Requesting Department Lead — Approves specifications, confirms budget code, and provides final signoff for release.

Core Elements to Include for a Professional Print Management Document

A complete document balances operational detail with auditability. Include identification, technical specs, cost allocation, approvals, delivery instructions, and security controls to ensure reliable production and recordkeeping.

Job Identifier

Unique job ID and revision number for tracking across systems and invoices; ties physical output to electronic records for auditing and retrieval.

Requester Details

Full requester name, department, contact phone/email, and cost center code to ensure correct billing and to provide a point of contact for questions.

Print Specifications

Define file name, page count, color vs. black-and-white, paper weight, finish, binding, and quantity so production matches expectations and reduces reprints.

Authorization

Signed approval block with printed name, title, and date; specify required approver levels for certain spend thresholds to enforce internal controls.

Delivery Instructions

Pickup location or shipping address, preferred carrier or internal mail code, and required delivery date to coordinate logistics and timely fulfillment.

Security & Handling

Mark whether the job contains confidential or PHI materials and note any chain-of-custody, secure printing release, or HIPAA handling instructions required.

Step-by-Step: Completing the Print Management Document

Follow these steps to complete and route the document for approval and production without delays.

01

Prepare Files: Verify final PDF/X or print-ready files and confirm page count.
02

Enter Job Data: Populate requester, cost center, quantity, and print specs in the form.
03

Obtain Approvals: Route to approvers in the prescribed order and capture signatures.
04

Send to Production: Release approved job to print services and confirm delivery instructions.

How the Authorization and Production Flow Works

The document follows a defined routing path from request to approval to production. Below are typical actions and responsibilities at each step.

Request Submission: Requester uploads files and enters job details; system assigns job ID.
Approver Review: Approver verifies specs, cost allocation, and confidentiality flags before signing.
Production Release: Print services confirm receipt, perform preflight checks, and schedule production.
Completion & Archive: Job is printed, delivered, and the final signed document archived with an audit log.

Typical Digital Workflow Settings for Print Requests

Configure workflow fields to match your organization’s approval requirements and security posture before going live.

Field	Configuration
Routing Order	Sequential \| Parallel approvals selectable
Authentication Method	Email link \| SMS code \| enterprise SSO
Auto-Archive	PDF/A + audit trail storage
Notifications	Email and in-app alerts for pending actions

Platform and File Requirements for eSubmission

Choose a platform that supports audit trails, role-based access, and archival export to preserve compliance records and integrate with procurement systems.

Accepted Formats: PDF, Word DOCX, and high-resolution images
Integrations: Salesforce, NetSuite, Microsoft 365, Google Workspace supported
Security: TLS in transit and AES-256 at rest

Download, Export, and Versioning Capabilities to Expect

Ensure your system preserves signed records and supports multiple export formats and version control for audits and dispute resolution.

Export Formats

Export final records as PDF/A, DOCX, or CSV for accounting and archival; include a tamper-evident audit certificate with each export.

Version History

Maintain a clear version history with timestamps and signer attributions so production uses the latest approved file and earlier drafts remain retrievable.

Audit Trail

Record IP, timestamps, and action logs for each signer and approver so you can reconstruct the workflow in case of dispute.

Bulk Export

Support bulk export of completed jobs and billing data for month-end reconciliation and archive retention.

Typical Timelines and Processing Expectations

Processing times depend on job complexity, approval speed, and vendor capacity; plan schedules accordingly.

Approval SLA:

24–72 hours typical for departmental approvals depending on approver availability

Production Time:

1–5 business days for standard print runs; expedited jobs require confirmed approval

Shipping Window:

1–7 business days domestic depending on carrier and service level

RON / Notary:

Remote notary sessions can add 1–3 business days if identity proofing required

Archival:

Final signed record stored within 24 hours after completion and delivery

Key Milestones from Request to Archive

Track these milestones to monitor progress and trigger notifications when thresholds are missed.

01

Request Submitted

Form completed and files attached; system assigns job ID and notifies approvers.

02

Approval Granted

Authorized signers approve job and cost center; authorization recorded in audit log.

03

Print & QA

Production runs file through preflight checks and quality control before finishing.

04

Delivery & Archive

Output delivered and final signed document archived with metadata and audit certificate.

Common Preparation Mistakes to Avoid

Submitting incorrect file versions leads to reprints, wasted budget, and delayed delivery if review steps are skipped.
Missing or incorrect cost center codes prevent timely invoice posting and create reconciliation work with finance teams.
Omitting confidentiality flags or PHI handling instructions risks improper disclosure and potential regulatory breaches.
Failing to capture a dated approval or signature causes production holds and may invalidate charge authorization.

Risks and Compliance Consequences to Watch For

Audit Findings: Inaccurate records enable adverse audit results and corrective actions

Financial Loss: Unapproved reprints or misallocated charges increase operational costs

HIPAA Exposure: Improper PHI handling may trigger 45 CFR §164.530(j) enforcement

Contract Disputes: Unsigned approvals can void vendor commitments or deliveries

Data Breach Risk: Poor chain-of-custody increases the chance of unauthorized disclosure

Disciplinary Action: Repeated noncompliance may lead to internal sanctions

Security and Compliance Controls to Include

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

Audit Trail: Immutable logs with timestamps and IP addresses

Regulatory Standards: ESIGN and UETA compliance for e-signatures

HIPAA Support: BAA required when printing PHI

Certifications: SOC 2 Type II and ISO 27001 attestation available

Accessibility: WCAG 2.0 Level AA compatible interfaces

eSignature Pricing and Feature Comparison

Compare vendor starting prices and common feature availability for eSignature plans used to approve Print Management Documents. Pricing reflects typical annual-billing entry-level tiers.

	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 credit card	Varies	Varies	Varies	Varies
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No envelope cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Frequently Asked Questions and Troubleshooting

Answers to common questions about signing, correcting, storing, and revoking Print Management Documents in an electronic workflow.

Need help? Contact support

How do I correct a signed mistake?
If an error is discovered after signing, create an amendment or corrected Print Management Document and obtain all required approvals and signatures. Retain both the original and corrected records to preserve auditability and explain the reason for amendment in the metadata.
Can this document 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 retention requirements are satisfied.
Is notarization ever required?
Most internal print orders do not require notarization; however, documents with legal effect, affidavits, or some real estate paperwork may require a notary or RON. Confirm state notary rules before requesting notarization.
How should I store the final record?
Store the signed document with its audit trail in a tamper-evident format such as PDF/A, preserve metadata, and back up per retention policy. Ensure access controls so only authorized personnel can retrieve sensitive records.
What authentication level is recommended?
Use email link or SMS for routine approvals; require stronger authentication (SSO, enterprise credentials, or KBA) for high-value or confidential print jobs to reduce fraud risk.
How do I cancel a pending print job?
Submit a cancellation through the same workflow before production starts and capture an approval for the cancellation. If production has begun, document the reason for cancellation and any applicable cost adjustments.

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