Are electronic signatures legally valid?

Yes. In the United States, electronic signatures are legally equivalent to handwritten ones under the ESIGN Act (15 U.S.C. ch. 96) and in most states under UETA; include intent, consent, signer attribution, and retention to meet the ESIGN 4‑prong test.

Do I need a notary for this agreement?

Generally no for standard service agreements, but certain attachments (deeds, affidavits, or state-specific instruments) may require notarization. If notarization or RON is needed, follow the applicable state rules and identity-proofing requirements.

How should PHI be handled if present?

Execute a HIPAA Business Associate Agreement when handling protected health information, require encryption and access controls, and follow breach notification timelines per HIPAA rules (45 CFR §164).

What if a signer lacks authority?

Confirm signer authority before work begins; if a signer lacked authority, the contract may be voidable and remedies limited. Require evidence of delegation when necessary.

How long should we retain scanned files?

Retention depends on document type: follow IRS minimums (3 years), HIPAA (6 years), and any industry- or state-specific requirements; state rules may require longer retention.

Can we use remote online notarization (RON)?

Many states permit RON with identity proofing and audio-video recording; verify state-specific RON rules and audio/video retention obligations before relying on remote notarization.

Electronic Signature
Templates
Miscellaneous
Print Scan Service Agreement

Print Scan Service Agreement

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

PRINT SCAN SERVICE AGREEMENT

Agreement Date:

Service Provider:

Client Name:

RECITALS

WHEREAS, Service Provider is engaged in the business of providing document reproduction, scanning, conversion, and related digital capture services using professional equipment and proprietary workflows; and

WHEREAS, Client desires to retain Service Provider to perform print-to-digital conversion, scanning, and associated services upon the terms and conditions set forth in this Agreement; and

NOW, THEREFORE, in consideration of the mutual covenants contained herein, the parties agree as follows.

1. SCOPE OF WORK

Service Provider shall provide print scanning, image capture, and digital delivery services as described in the project specifications. Specific deliverables, image resolutions, color mode, OCR requirements, file naming conventions, indexing fields, and delivery media shall be described in the detailed Scope of Work below.

Detailed Scope of Work

2. PERFORMANCE STANDARDS

Service Provider agrees to perform services in a professional manner consistent with industry standards for document capture and digital image quality. Service Provider shall exercise reasonable care in handling Client materials but is not responsible for latent defects in originals. Client shall notify Service Provider in writing of any nonconforming deliverables within days of delivery.

3. FEES AND PAYMENT

Client shall pay Service Provider the fees set forth below. Fees may be quoted per page, per hour, per project, or as a flat fee depending on the Scope of Work.

Base Service Fee Estimated Total (if applicable) Deposit Invoicing Schedule

Late payments shall bear interest at a rate of computed monthly (or the maximum rate permitted by law, if lower). Client is responsible for all reasonable collection costs and attorneys' fees incurred to collect past due amounts.

Out-of-Pocket Expenses

4. TERM AND TERMINATION

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

Either party may terminate this Agreement for convenience upon providing written notice at least days prior to the effective termination date. Either party may terminate immediately for material breach that is not cured within days after written notice of breach.

Upon termination, Client shall pay for all services performed and expenses incurred through the effective date of termination. Service Provider shall return or dispose of Client originals and copies in accordance with Section 6 (Data Retention and Security) and any written instructions from Client.

5. CONFIDENTIALITY

"Confidential Information" means nonpublic business, technical or personal information disclosed by one party to the other under this Agreement, including scanned content, customer records, and metadata. Each party shall hold Confidential Information in strict confidence and shall not disclose it to third parties except to authorized employees, subcontractors, or advisors who have a need to know and are bound by obligations of confidentiality no less restrictive than those herein.

The obligations in this Section do not apply to information that (a) is or becomes generally available to the public other than through a breach of this Agreement, (b) was rightfully known to the recipient prior to disclosure, (c) is independently developed without use of the other party's Confidential Information, or (d) is required to be disclosed by law or valid legal process, provided the disclosing party gives prompt notice where permitted and cooperates in any attempt to limit disclosure.

Confidentiality Term

6. DATA RETENTION AND SECURITY

Service Provider shall implement commercially reasonable technical and organizational safeguards to protect scanned data and digital deliverables against unauthorized access, disclosure, alteration, or destruction. Client may specify encryption and access control requirements in the Scope of Work.

Retention / Deletion Instructions

In the event of a security breach affecting Client data, Service Provider shall notify Client within hours of discovery, provide reasonable information concerning the nature and scope of the breach, and take reasonable steps to mitigate harm.

7. INTELLECTUAL PROPERTY

Client warrants that it owns or has the necessary rights to permit Service Provider to copy, scan, and convert the submitted materials. Client retains all right, title and interest in and to the content of originals and digital files. Service Provider is granted a limited, nonexclusive license to reproduce, process, and deliver digital copies solely for the purposes of performing this Agreement.

8. WARRANTIES, LIMITATION OF LIABILITY, AND INDEMNITY

Service Provider warrants that services will be performed in a professional manner. EXCEPT FOR THE EXPRESS WARRANTY SET FORTH IN THE PRECEDING SENTENCE, SERVICE PROVIDER MAKES NO WARRANTIES, EXPRESS OR IMPLIED, INCLUDING ANY IMPLIED WARRANTY OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE.

TO THE MAXIMUM EXTENT PERMITTED BY LAW, SERVICE PROVIDER'S AGGREGATE LIABILITY UNDER THIS AGREEMENT SHALL NOT EXCEED THE TOTAL FEES PAID BY CLIENT TO SERVICE PROVIDER FOR THE SPECIFIC PROJECT GIVING RISE TO THE CLAIM. IN NO EVENT SHALL EITHER PARTY BE LIABLE FOR CONSEQUENTIAL, INCIDENTAL, SPECIAL, OR PUNITIVE DAMAGES.

Client shall defend, indemnify and hold harmless Service Provider from any third-party claims arising from Client content that infringes third-party rights or violates applicable law, except to the extent such claims result from Service Provider's gross negligence or willful misconduct.

9. INSURANCE

Service Provider shall maintain commercial general liability insurance and, where applicable, professional errors & omissions insurance in amounts customary for the industry. Upon request, Service Provider shall provide certificates of insurance evidencing such coverage.

10. NOTICES

All notices under this Agreement shall be in writing and delivered to the addresses set forth below.

Service Provider Contact Client Contact

11. GOVERNING LAW

This Agreement shall be governed by and construed in accordance with the laws of the State of , without regard to conflict of law principles.

12. ENTIRE AGREEMENT

This Agreement, together with any project-specific Scope of Work and attachments executed 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, negotiations, and communications, whether written or oral.

No amendment or modification of this Agreement shall be effective unless in writing and signed by both parties.

Service Provider:

By:

Date:

Client:

By:

Date:

What the Print Scan Service Agreement Is

A Print Scan Service Agreement is a written contract that sets terms for on-site or remote printing, scanning, copying, and digital delivery services between a provider and a client. It defines scope of work, service levels, data handling responsibilities, pricing, term and termination, and intellectual property or confidentiality obligations related to scanned materials. For documents that contain personal or protected information, the agreement should specify security controls, retention policies, and whether a business associate agreement applies. Clear, signed terms reduce disputes about deliverables, liability, and data protection.

Why a Written Agreement Matters for Print and Scan Work

A formal agreement clarifies responsibilities, limits liability, and documents security and retention practices. It helps both parties manage expectations on turnaround times, acceptable file formats, and costs for added services such as OCR, indexing, or secure disposal.

Who Typically Uses a Print Scan Service Agreement

Organizations and vendors that exchange bulk paper or digital records use these agreements to allocate risk and define workflows.

Legal offices and law firms with frequent document scanning and e-discovery needs.
Healthcare providers and clinics managing patient forms and medical records.
Real estate firms and title companies processing contracts, deeds, and closing packages.

A concise signed agreement streamlines operations and supports regulatory compliance when handling sensitive records across industries.

Core Sections to Include in the Agreement

A professional agreement groups obligations into clear sections so both parties can find service levels, security requirements, and remedies quickly.

Scope of Services

Define exactly which print, scan, conversion, OCR, and indexing tasks are included, expected file formats, resolution (dpi), color settings, and delivery method for completed files.

Service Levels

Specify turnaround times, peak-volume handling, escalation procedures, and remedies or credits for missed SLAs to avoid disputes over timing expectations.

Pricing and Billing

List per-page or per-image fees, setup or project fees, estimated totals for bulk jobs, invoicing cadence, and acceptable payment methods and late payment terms.

Data Protection

Require encryption in transit and at rest, access controls, secure disposal of originals or temporary files, and audit logging when handling personal or regulated data.

Confidentiality

Obligate the vendor to protect confidential materials, define permitted disclosures, and specify remedies and notification processes for breaches.

Termination & Liability

State notice periods, return or destruction of client materials, limitation of liability caps, indemnification scope, and applicable governing law.

Step-by-Step: Completing and Executing the Agreement

Follow a consistent sequence to draft, review, sign, and store the agreement so operational teams can begin work with documented authorization.

01

Draft or Template: Start with a template and tailor scope, SLAs, and fees.
02

Legal Review: Have counsel review confidentiality, liability, and data clauses.
03

Operational Review: Confirm specs with scanning and IT teams to verify formats and security measures.
04

Sign and Archive: Execute signatures and store the fully signed PDF with audit trail and version history.

How to Configure an Online Signing and Delivery Workflow

Set up the workflow before collecting signatures so fields, authentication, and file delivery behave predictably.

Field	Configuration
Signature Field	Required for all signers; include date field next to each signature
Authentication	Email link or SMS code depending on sensitivity
Delivery	Automatic PDF copy to client and vendor storage
Retention Setting	Apply secure storage and retention label per agreement

Typical Routing: From Request to Delivered Files

A standard process routes the request, collects approvals, executes signatures, and delivers final scanned files with metadata.

Order Request: Client submits job details and documents
Processing: Provider scans, indexes, and runs OCR as specified
Quality Check: Provider performs QC and confirms output
Delivery: Final files delivered and receipts logged

Technical and Integration Considerations

Identify integrations, file formats, and security controls needed before starting work.

File Formats: PDF, searchable PDF, TIFF
Integrations: Google Workspace, Microsoft 365, NetSuite
Security: TLS 1.2/1.3 and AES-256

Typical Deadlines and Turnaround Expectations

Establish concrete delivery windows and milestone dates in the agreement to align expectations and invoicing.

Acknowledgement Window:

Provider acknowledges job within 24 business hours.

Standard Turnaround:

Local small jobs: 1–3 business days; bulk projects: quoted per volume.

Rush Service:

24-hour turnaround available for an additional fee if agreed.

Correction Period:

Client must report defects within 7 calendar days of delivery.

Retention Start Date:

Retention obligations begin on the Effective Date or delivery date, as specified.

Common Mistakes to Avoid When Preparing the Agreement

Vague scope language that omits resolution, color settings, or OCR expectations, causing disputes about deliverables and rework costs.
Failing to specify security controls and handling of PHI or PII, which creates regulatory risk under HIPAA or state privacy laws.
Not establishing acceptance criteria or correction windows, leaving quality control subjective and slowing project closure.
Overlooking signer authority or failing to capture an explicit signature block, which can undermine enforceability and payment collection.

Key Risks and Potential Penalties

HIPAA Violations: Civil fines and corrective action

Data Breach Liability: Notification costs and potential statutory damages

Contract Disputes: Damages, legal fees, and performance injunctions

Backup Withholding: 24% tax withholding for incorrect TINs

I-9 Noncompliance: $281–$2,789 per violation

Notarization Defect: Possible invalidation of authentication steps

eSignature Vendor Comparison for Executing the Agreement

Compare basic pricing and capabilities when selecting an eSignature provider to execute and store signed Print Scan Service Agreements without adding unnecessary costs.

	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 (available)	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

Practical Tips for Accurate, Efficient Agreements

Follow operational and legal best practices to reduce rework, ensure compliance, and speed up project delivery.

Use Standardized Templates

Start from a vetted template that includes security, retention, and liability clauses; this reduces lawyer time and ensures consistent protection across projects.

Define Acceptance Criteria

Include objective quality checks (resolution, legibility, OCR accuracy) and a short correction window so both parties know how to resolve deficiencies quickly.

Limit Sensitive Data Exposure

Redact or route PHI/PII through secure, access-controlled workflows; require BAAs for HIPAA-covered data to reduce regulatory risk.

Record Operational Metadata

Capture job IDs, page counts, timestamps, and operator notes to simplify audits and troubleshooting after delivery.

Who Should Sign the Agreement

Authorized Signatory

A company officer, director, or other individual with explicit delegation to bind the organization should sign. Verify authority in writing if the signer is not an officer.

Operations Contact

An operations manager or project lead signs off on technical exhibits or SOW attachments to confirm service specifications and acceptance criteria.

Illustrative Use Cases

Two common scenarios show how the agreement clarifies obligations and reduces operational friction.

Real Estate Closing

A title company requires high-resolution, color scans of closing packages

parties need certified copies for records
the agreement specifies dpi, notarization handling, retention, and secure file transfer to title escrow systems to preserve chain-of-custody and meet state requirements.

Medical Record Conversion

A clinic outsources legacy chart scanning to digitize patient files

vendor must meet HIPAA controls and provide a BAA
the contract details encryption, OCR accuracy targets, patient matching rules, and retention or secure destruction of originals.

FAQs and Troubleshooting for Common Issues

Answers to frequent questions about signing, validity, and secure handling to help both parties implement the agreement correctly.

Need help? Contact support

Are electronic signatures legally valid?
Yes. In the United States, electronic signatures are legally equivalent to handwritten ones under the ESIGN Act (15 U.S.C. ch. 96) and in most states under UETA; include intent, consent, signer attribution, and retention to meet the ESIGN 4‑prong test.
Do I need a notary for this agreement?
Generally no for standard service agreements, but certain attachments (deeds, affidavits, or state-specific instruments) may require notarization. If notarization or RON is needed, follow the applicable state rules and identity-proofing requirements.
How should PHI be handled if present?
Execute a HIPAA Business Associate Agreement when handling protected health information, require encryption and access controls, and follow breach notification timelines per HIPAA rules (45 CFR §164).
What if a signer lacks authority?
Confirm signer authority before work begins; if a signer lacked authority, the contract may be voidable and remedies limited. Require evidence of delegation when necessary.
How long should we retain scanned files?
Retention depends on document type: follow IRS minimums (3 years), HIPAA (6 years), and any industry- or state-specific requirements; state rules may require longer retention.
Can we use remote online notarization (RON)?
Many states permit RON with identity proofing and audio-video recording; verify state-specific RON rules and audio/video retention obligations before relying on remote notarization.

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