Can this be signed electronically?

Yes. Electronic signatures are legally binding under the ESIGN Act (15 U.S.C. ch. 96) and UETA where applicable, provided intent, consent, attribution, and retention requirements are met.

Is notarization required?

Not always. Notarization depends on how the record will be used; deeds or survey affidavits commonly require notarization. Verify local requirements with the county recorder or state notary office.

When should I use RON?

Use Remote Online Notarization where the state permits RON to avoid travel delays; ensure identity proofing and audio-video recording meet state rules.

What if the site boundaries change?

Create an amended structured location record and route it through the same approval workflow; retain previous versions for audit and dispute resolution.

How long must I keep the record?

Follow retention guidance tied to the record’s purpose: at least 3 years for tax-related records (IRC §6501(a)) and 6 years for HIPAA-covered records (45 CFR §164.530(j)).

How do I avoid common errors?

Validate addresses, require coordinates in decimal degrees, attach permit PDFs, and enforce required-field checks before approvals to reduce rework.

Electronic Signature
Templates
Project Management
Project Management Structured Location

Project Management Structured Location

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

PROJECT MANAGEMENT STRUCTURED LOCATION

Project Identification

Project Title Project ID

Client Name: Service Provider Name:

Project Manager (Primary Contact)

Structured Location and Access

Primary Site/Location Name:

Site Address and Physical Access Requirements

On-site Contact: Contact Phone:

Scope of Work

The Service Provider shall perform project services at the structured location(s) described above in accordance with the terms and schedules set forth below. The scope includes coordination with site personnel, adherence to site security procedures, and delivery of all Deliverables listed in this Agreement.

Detailed Scope of Work Out-of-Scope Items (explicit exclusions)

Deliverables and Acceptance Criteria

Each deliverable must be provided to the Client in the form specified, together with documented evidence required for acceptance testing. The Client will review each deliverable within the acceptance period specified; absence of written rejection within the period constitutes acceptance.

Deliverable 1 — Title / Description

Target Completion Date:

Deliverable 2 — Title / Description

Target Completion Date:

Additional Deliverables (if applicable)

Timeline and Milestones

Project Start Date: Project End Date:

Milestone Schedule

Budget and Payment Terms

Total Project Price (USD):

Payment Schedule

Late Payment Interest: Payment Currency:

Change Order and Variation Process

All changes to scope, schedule, or cost shall be effected only by written Change Order signed by authorized representatives of both parties. The Change Order shall describe the change, the impact on price and schedule, and the approval date.

Change Order Procedure

Confidentiality

Each party shall treat as confidential all non-public information exchanged under this Agreement and shall not disclose such information except to those personnel or contractors who have a legitimate need to know and who are bound to confidentiality obligations no less protective than this clause. Confidential information shall not include information that is publicly known through no breach of this Agreement or that is required to be disclosed by law, provided the disclosing party gives prompt written notice to the other and limits disclosure to the minimum legally required.

Liability, Insurance, and Risk Allocation

The Service Provider shall maintain insurance customary for the services described, including commercial general liability and professional liability as applicable. Except in cases of gross negligence or willful misconduct, the Service Provider's liability for direct damages shall be limited to the total fees paid under this Agreement for the related Services.

Insurance Requirements

Governing Law and Dispute Resolution

This Agreement shall be governed by and construed in accordance with the laws of the state of without regard to its conflicts of law principles. Disputes shall first be addressed through escalation between senior representatives; if unresolved, the parties agree to submit the dispute to mediation prior to initiating litigation.

Compliance and Site Rules

The Service Provider shall comply with all applicable laws, regulations, and site-specific safety and security requirements while performing Services at the structured location. The Service Provider shall ensure personnel are trained and equipped to satisfy site access and safety controls.

Site Safety and Access Acknowledgment

Records, Reporting, and Acceptance

The Service Provider shall maintain records of work performed, on-site logs, and evidence required for acceptance. Upon completion of each deliverable, the Service Provider shall submit deliverable documentation and evidence for Client review in accordance with the acceptance criteria specified above.

Reporting Schedule and Formats

Representations and Warranties

Each party represents that it has full authority to enter into this Agreement and that performance of its obligations will not violate any other agreement. The Service Provider warrants that services will be performed in a professional and workmanlike manner consistent with industry standards.

Additional Representations

Acceptance and Signatures

By signing below, the parties acknowledge and agree that they have read, understand, and accept the terms of this Project Management Structured Location document and the obligations set forth herein.

Client

Client Name:

By:

Date:

Service Provider

Provider Name:

By:

Date:

What the Project Management Structured Location Is and When It Applies

The Project Management Structured Location is a standardized document that records the precise site, scope, and coordinates used to define where project activities occur. It combines address data, site identifiers, relevant permits, and role-based responsibilities into a single record that can be referenced across project schedules, procurement, and compliance workflows. Organizations use this document to reduce ambiguity about worksite boundaries, communicate exact handoff points between contractors, and tie location metadata to milestones, invoices, and regulatory filings. It supports both physical-site projects and distributed, multi-site program management.

Why a Structured Location Record Matters to Project Outcomes

A clear Project Management Structured Location reduces errors, speeds approvals, and improves contractor coordination by centralizing site data and responsibilities in one reproducible record.

Who Typically Prepares and Uses This Document

The document is also used by procurement, quality assurance, and legal teams to link contracts and attachments to the exact place of performance.

Project managers coordinating multi-phase site work with external contractors and internal stakeholders.
Real estate and development teams capturing exact parcel and easement information for closings and permits.
Facilities and operations groups tracking recurring maintenance locations or safety zones.

Core Elements Found in a Professional Structured Location Record

A complete Project Management Structured Location includes identity, spatial, and administrative elements so it can be used reliably for scheduling, permits, and contract references.

Site Name

Official project site label or commonly used name that stakeholders recognize and reference in schedules and invoices.

Address

Street address with city, state, and ZIP plus a site contact and emergency phone number for on-site coordination.

Coordinates

Latitude/longitude or GIS reference to avoid ambiguity when properties span multiple parcels or when GPS is required.

Parcel / Legal ID

County parcel number, lot, or deed reference used in permitting and title comparisons to confirm legal boundaries.

Scope Attachments

Linked exhibits such as site plans, permit numbers, photos, or zone maps that define the authorized work area precisely.

Responsible Parties

Named roles and contact details for owner, general contractor, field lead, and safety officer with role-based authorities.

Step-by-Step: Create or Update a Structured Location Record

Follow these four steps so the location record is accurate, approved, and available to project teams and systems.

01

Gather Data: Collect legal descriptions, permit numbers, and site photos before drafting the record.
02

Enter Fields: Populate standardized fields using required formats and attach supporting exhibits.
03

Review and Authorize: Route to owner, PM, and safety lead for sign-off and confirmation of scope boundaries.
04

Distribute Record: Publish to contract repositories, scheduling tools, and field mobile apps with version control.

How to Configure an Online Workflow for Location Records

Key settings and routing rules let you collect, approve, and archive structured location records without manual handoffs.

Field	Configuration
Required Fields	Mark address, coordinates, and primary contact as mandatory.
Conditional Attachments	Require permit attachments if 'permit required' is checked.
Approval Order	Set sequential approvals: preparer → PM → safety → owner.
Retention Tag	Apply a retention policy tag tied to project closeout.

Typical Digital Flow From Draft to Accessible Location Record

This simplified flow shows the common steps systems follow when creating and publishing a structured location record.

Draft Entry: Data entered by PM or admin into the template.
Automated Validation: System checks address formats and coordinate validity.
Approval Routing: Signed approvals are collected per configured order.
Publication: Finalized record is stored with version and accessible links.

Technical Requirements for Electronic Completion and Distribution

Ensure chosen tools capture audit trails, enforce required fields, and store signed records with tamper-evident metadata for compliance.

File Formats: PDF, DOCX, and Excel are standard for import and export.
Integrations: Connectors for Salesforce, NetSuite, or Procore simplify data sync.
Authentication: Support for email, SMS codes, or stronger MFA for signers.

Security and Compliance Considerations

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

Audit Trail: Timestamps, IP, and action logs retained

Certifications: SOC 2 Type II and ISO 27001 available

HIPAA Support: HIPAA BAA available on request

ESIGN / UETA: Compliant with ESIGN and UETA

21 CFR Part 11: Support where regulated workflows need it

Real-World Examples of Structured Location Use

These brief case examples show how organizations apply structured location records to reduce ambiguity and speed execution.

Optica Ventures LLC

Optica centralized site IDs for multi-property deals to standardize closings.

This reduced duplicate site entries across systems.
As COO Brian Fitzgibbons noted, the simple interface made it easy for internal teams and external customers to reference the same precise site data during transactions, improving handoffs and reducing rework.

Tech Data

Tech Data connected location records to NetSuite workflows for procurement and deliveries.

The linkage automated vendor routing rules.
According to CEO Bob Dutkowsky, the integration improved internal and external service while accelerating the speed to revenue by aligning physical delivery points with contract terms.

Practical Tips for Accurate and Efficient Location Records

Adopt these best practices to reduce downstream disputes and accelerate approvals when using structured location records.

Standardize Naming Conventions

Use a consistent site-naming scheme and a controlled taxonomy to avoid duplicate records and ensure accurate reporting across systems.

Require Key Fields

Make address, coordinates, legal ID, and primary contact required to prevent incomplete records from entering workflows.

Attach Verified Exhibits

Include survey plats, permit PDFs, or site photos as attachments to reduce disputes over scope and boundaries during inspections.

Use Version Control

Keep an immutable audit trail and version history so teams can trace changes and revert to prior site definitions if needed.

Common Timing and Deadline Expectations

Typical timeline items show when location records are created and when related approvals should occur to avoid project delays.

Site Survey Completion:

Complete site survey at least 14 days before permit submission.

Permit Filing:

File permit applications per local schedule to avoid seasonal backlogs.

Contractor Mobilization:

Confirm location record before crew mobilization to prevent rework.

Mid-Project Reaffirmation:

Update location record if scope or boundaries change mid-project.

Final Acceptance:

Archive final location record at project closeout with exhibits attached.

Key Risks When Location Records Are Incorrect or Incomplete

Work Delays: Schedule holds and rework

Cost Overruns: Additional mobilization and change orders

Permit Violations: Inspections failed or fines

Safety Incidents: Unidentified hazards increase risk

Contract Disputes: Ambiguous site boundaries cause claims

Data Breach: Unauthorized access to site-sensitive data

How This Document Differs From Related Location or Site Forms

Comparing similar documents helps confirm you are using the structured location record for the intended project purpose.

Criteria	Structured Location	Lease Exhibit	Simple Address Note
Purpose	project coordination	tenancy terms	contact reference
Attachments	site plans & permits	lease docs	none
Legal Use	contract exhibits	contract clause	informal
Versioning	required	optional	not tracked

Typical eSignature Vendor Pricing and Feature Snapshot for Location Records

Compare common vendor starting prices and feature availability relevant to executing and distributing structured location records. Do NOT include data dating or verification text here.

	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 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	Varies	Varies

Frequently Asked Questions and Troubleshooting

Answers to common questions about completing, signing, and storing Project Management Structured Location records.

Need help? Contact support

Can this be signed electronically?
Yes. Electronic signatures are legally binding under the ESIGN Act (15 U.S.C. ch. 96) and UETA where applicable, provided intent, consent, attribution, and retention requirements are met.
Is notarization required?
Not always. Notarization depends on how the record will be used; deeds or survey affidavits commonly require notarization. Verify local requirements with the county recorder or state notary office.
When should I use RON?
Use Remote Online Notarization where the state permits RON to avoid travel delays; ensure identity proofing and audio-video recording meet state rules.
What if the site boundaries change?
Create an amended structured location record and route it through the same approval workflow; retain previous versions for audit and dispute resolution.
How long must I keep the record?
Follow retention guidance tied to the record’s purpose: at least 3 years for tax-related records (IRC §6501(a)) and 6 years for HIPAA-covered records (45 CFR §164.530(j)).
How do I avoid common errors?
Validate addresses, require coordinates in decimal degrees, attach permit PDFs, and enforce required-field checks before approvals to reduce rework.

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