Can this agreement be signed electronically?

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

Is a notary or witness required?

Usually not for a standard storage contract, but specific states or certain instruments may require notarization or witnesses; confirm with state law and include provisions for notarization if needed.

How long must I retain executed agreements?

Retain active agreements for the full term plus at least three years; HIPAA-related records require six years (45 CFR §164.530(j)); IRS-related records follow IRC §6501(a).

What if a signer’s name differs from ID?

Mismatch can raise enforceability issues. Use the legal name on IDs in the signature block and include signer title; require identity proofing for high-risk samples.

Are there special rules for samples tied to PHI?

Yes. If samples are linked to protected health information, include a BAA and meet HIPAA privacy and security requirements to avoid penalties.

How to cancel or revoke the agreement?

Follow the termination clause: provide required notice, settle outstanding fees, and document return or disposition per the agreement terms to avoid liability.

Electronic Signature
Templates
Miscellaneous
Sample Storage Agreement

Sample Storage Agreement

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

SAMPLE STORAGE AGREEMENT

This Sample Storage Agreement (the "Agreement") is entered into as of by and between Client Name: and Storage Provider: .

RECITALS

WHEREAS, Client requires temporary storage of tangible samples, materials and associated goods (the "Samples") and desires safe, dry, controlled storage in accordance with the terms set forth herein;

WHEREAS, Storage Provider operates a storage facility and has represented that it has suitable space, climate control, security and handling procedures necessary to store such Samples;

WHEREAS, the parties wish to set forth the terms and conditions under which Storage Provider will accept, store and manage Client's Samples.

STORAGE LOCATION & INVENTORY

Designated Storage Location Inventory Description (describe Samples, quantities, identifying marks)

SCOPE OF WORK

Storage Provider shall receive, inspect, accept and store the Samples described in the Inventory Description. Services include secure storage, climate control as required by agreed specifications, routine inventory tracking, issuance of reports upon request and ordinary handling in and out of storage consistent with industry standards. Special handling, testing, sampling or destructive work shall only be performed upon prior written authorization of Client and shall be billed separately.

Additional Scope Details or Exceptions

PAYMENT TERMS

Client shall pay Storage Provider the fees set forth below in consideration for storage and handling services. All fees are exclusive of applicable taxes unless otherwise stated.

Storage Fee (per billing period) Billing Schedule and Payment Terms Late Payment

TERM AND TERMINATION

Term: This Agreement commences on and continues until , unless earlier terminated as provided herein.

Termination for Convenience — Notice Period

Either party may terminate this Agreement for material breach if the breaching party fails to cure such breach within the notice period set forth above after receipt of written notice specifying the breach. Termination shall not relieve Client of its obligation to pay fees for Services performed through the effective date of termination.

CONFIDENTIALITY

Each party shall hold in strict confidence all non-public information of the other party obtained in connection with this Agreement ("Confidential Information") and shall not disclose Confidential Information except to employees, contractors or agents who have a need to know and who are bound to protect such information. Confidential Information does not include information that is (a) already known to the receiving party without obligation of confidentiality, (b) becomes publicly available through no fault of the receiving party, or (c) required to be disclosed by law or valid court order, provided the receiving party gives prompt written notice to the disclosing party and cooperates in any attempt to limit disclosure.

LIABILITY, INSURANCE AND INDEMNIFICATION

Storage Provider shall exercise commercially reasonable care in the storage and handling of the Samples. Client retains title to the Samples and is responsible for maintaining insurance covering loss, damage or contamination of the Samples while in Storage Provider's custody unless the parties expressly agree otherwise in writing. Client shall maintain insurance naming Storage Provider as an additional insured to the extent set forth below.

Insurance Provider Policy Number

Each party shall indemnify and hold harmless the other party from and against all liabilities, claims, losses, damages and expenses (including reasonable attorneys' fees) arising out of its negligence or willful misconduct in connection with this Agreement; provided, however, that Storage Provider's liability for loss or damage to Samples shall be limited to direct damages up to an amount equal to the lesser of (a) the replacement value of the lost or damaged Samples as supported by Client's documentation, or (b) $ per occurrence, unless a different value is agreed in writing.

ACCESS, HANDLING AND PROHIBITED MATERIALS

Client may access the Samples during normal business hours upon prior notice to Storage Provider in accordance with the Access Notice period of . Client shall not deliver to Storage Provider any hazardous, radioactive, biohazardous or perishable materials without prior written approval. Storage Provider reserves the right to refuse or quarantine any item that poses a risk to persons, property or other stored goods.

FORCE MAJEURE

Neither party shall be liable for delays or failures in performance resulting from acts beyond its reasonable control, including but not limited to natural disasters, acts of government, strikes, civil disturbance, epidemic, fire or utility failures. The affected party shall give prompt written notice and shall use reasonable efforts to resume performance.

GOVERNING LAW; DISPUTE RESOLUTION

This Agreement shall be governed by and construed in accordance with the laws of the State of , without regard to conflicts of law principles. The parties shall first attempt to resolve disputes through good faith negotiations; absent resolution within 30 days, disputes shall be resolved by binding arbitration conducted in the county where Storage Provider's facility is located, unless the parties mutually agree otherwise in writing.

ENTIRE AGREEMENT; AMENDMENT

This Agreement, together with any written attachments, invoices or accepted work orders specifically incorporated herein, constitutes the entire agreement between the parties with respect to the subject matter and supersedes all prior agreements and understandings. No modification or waiver shall be effective unless made in writing and signed by authorized representatives of both parties.

NOTICES

Client Notice Address Storage Provider Notice Address

Client Name:

By:

Date:

Storage Provider:

By:

Date:

What a Sample Storage Agreement Is and When It’s Used

A Sample Storage Agreement documents the terms for storing, maintaining, and disposing of physical or biological samples between a provider and a storage facility or custodian. It clarifies custody, labeling, handling conditions, access rights, sample identification, fees, liability, insurance, and disposition procedures so both parties understand responsibilities and timelines.

Why a Clear Sample Storage Agreement Matters

A well-drafted agreement reduces operational risk, protects chain-of-custody integrity, defines financial obligations, and limits liability for loss or contamination.

Who Typically Prepares and Signs This Agreement

The document is used by legal, procurement, operations, and lab managers; signatures are typically required from authorized representatives for both parties.

Clinical laboratories and biobanks maintaining patient or research specimens
Pharmaceutical and biotech companies storing investigational materials
Environmental testing firms, universities, and research institutions

Step-by-Step: How to Complete the Sample Storage Agreement

Complete the agreement in a clear sequence to avoid missing critical provisions and to document chain-of-custody from handover through storage and final disposition.

01

1. Identify Parties: Enter full legal names and contact info for provider and custodian.
02

2. Describe Samples: Record identifiers, quantities, container types, and hazard status.
03

3. Define Conditions: Specify storage environment, monitoring, and access protocols.
04

4. Agree Fees & Term: Set payment terms, initial term, renewal, and termination notice.

Setting Up an Online Workflow for This Agreement

Configure an electronic workflow to route, sign, and store executed agreements while preserving audit trails and access controls.

Field	Configuration
Signing Order	Define signer sequence: provider → custodian → witness (optional)
Authentication	Use email plus SMS code or stronger KBA for high-risk samples
Reminders	Auto-send payment and renewal reminders 30 and 7 days before due
Retention Policy	Set automatic retention and archival rules per legal requirements

Technical Considerations for eSigning and eSubmission

Ensure the chosen provider supports HIPAA (BAA) if storing protected health information and provides a reliable audit trail for chain-of-custody records.

Integrations: Salesforce, NetSuite, Google Workspace supported
File formats: PDF and Word DOCX preferred for legal records
Security: AES-256 at rest, TLS 1.2/1.3 in transit

How Electronic Signing Works for Sample Storage Agreements

An electronic signing workflow follows a predictable sequence that preserves evidence of intent and execution for enforceability under U.S. law.

Upload Document: Sender uploads agreement and applies signature fields
Add Signers: Enter signer emails and set signing order
Authenticate: Signers confirm identity via email, SMS, or KBA
Finalize: Signed copy and audit trail are automatically delivered

Core Clauses to Include in a Professional Sample Storage Agreement

Include specific, actionable clauses that define custody, condition, access rights, fees, liability, and disposition to avoid later disputes.

Parties & Definitions

Clearly identify provider and custodian, define terms used for samples, containers, custody transfer, and chain-of-custody procedures.

Sample Description

Detail sample identifiers, quantity, container specs, hazard classification, and any labeling or barcoding requirements.

Term & Termination

State initial term, renewal mechanics, notice periods for termination, and conditions triggering immediate return or disposal.

Access & Custody

Specify who may access samples, procedures for retrieval, transfer logs, and required witness or escort protocols.

Fees & Payment

Define storage fees, billing cycles, surcharges for refrigeration or hazardous materials, and late payment penalties.

Liability & Insurance

Allocate risk for loss, contamination, and specify required insurance limits and indemnity obligations between parties.

Supporting Provisions Often Included

Add administrative and operational provisions that support enforceability and practical handling of stored samples.

Chain-of-Custody

Procedures and logs to track each transfer event and maintain sample integrity during movement and access.

Disaster Recovery

Contingency plans, backup storage locations, and notification timelines in case of facility failure.

Confidentiality

Nondisclosure clauses and data protection steps when samples are linked to proprietary or patient information.

Disposal Instructions

Clear disposition options with required notices, hazardous-materials handling, and documentation of final destruction.

Key Dates and Notice Periods to Define

Document explicit dates and notice windows to avoid disputes about renewals, billing, or disposal actions.

Effective Date:

Enter MM/DD/YYYY when obligations begin

Initial Term Length:

State the term, e.g., 12 months or multi-year

Renewal Notice:

Specify notice period, typically 30–90 days

Payment Due Date:

Define billing date and grace period

Disposal Notice:

Provide minimum notice before destruction, commonly 30 days

Typical Processing Milestones from Intake to Disposition

Track the agreement lifecycle with numbered milestones to ensure operational readiness and compliance at each stage.

01

Intake and Inspection

Receive samples, verify IDs, and note condition on transfer

02

Initial Storage

Place samples in defined conditions and enable monitoring

03

Periodic Audit

Perform inventory and chain-of-custody audits at scheduled intervals

04

Disposition or Return

Execute return or destruction per agreement terms

Common Mistakes to Avoid When Drafting or Completing the Agreement

Using vague sample descriptions that omit identifiers or container types, which causes confusion at retrieval and increases risk of loss or mislabeling.
Failing to document storage conditions or monitoring procedures, leaving parties unclear on acceptable temperature ranges and acceptable variance tolerances.
Omitting chain-of-custody procedures and transfer logs, which undermines evidentiary value and can invalidate downstream laboratory results.
Not addressing hazardous materials handling and disposal requirements explicitly, which raises regulatory and liability exposure.

Security and Compliance Elements to Include or Verify

Encryption: AES-256 at rest

Transport Security: TLS 1.2/1.3 in transit

Audit Trail: Detailed signed-event history

Access Controls: Role-based permissions

HIPAA BAA: Required for PHI handling

21 CFR Support: Compliance for regulated records

Penalties and Risks from an Incorrect or Incomplete Agreement

Unauthorized Release: Liability exposure

Improper Disposal: Regulatory fines

Chain-of-Custody Gaps: Evidence inadmissible

Late Payments: Contractual penalties

Invalid Execution: Enforceability risk

HIPAA Violations: Civil and criminal penalties

Real-World Examples of Online Agreement Handling

These short case arcs show how electronic agreements and secure workflows solve operational challenges for different organizations.

Optica Ventures — COO

The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers.

The platform simplified external signature collection in a regulated workflow.
The result was faster turnarounds and fewer manual handoffs while preserving a complete audit trail.

Martin Properties — Founder

I can process and execute all of these documents online with 100% compliance and built-in security.

Mobile and offline signing supported field operations.
This enabled the team to complete transactions remotely while meeting recordkeeping and chain-of-custody needs.

Comparing eSignature Pricing and Core Capabilities

Vendor pricing and feature availability vary by plan; the table below provides a concise comparison of starting price and common features across major providers.

	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	Varies	Varies	Varies
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Practical Tips for Accurate and Efficient Completion

Follow these practical practices to reduce errors, speed execution, and preserve legal validity.

Use consistent legal names

Always use the exact registered entity or individual name across all documents, exhibits, and invoices. Consistency prevents disputes and eases verification during audits or regulatory reviews.

Include precise sample identifiers

Record barcodes, lot numbers, and container IDs. Precise identifiers reduce misplacement risk and make chain-of-custody logs meaningful in litigation or quality investigations.

Specify environmental tolerances

State concrete temperature and humidity ranges and monitoring frequency. Measurable conditions enable automated alerts and support claims in loss or contamination events.

Document disposal procedures

Require written notice before destruction, describe hazardous-material steps, and require signed disposal certificates to limit downstream liability and meet regulator expectations.

Frequently Asked Questions and Troubleshooting

Answers to common questions about enforceability, signatures, notarization, retention, and handling sensitive sample data.

Need help? Contact support

Can this agreement be signed electronically?
Yes. Electronic signatures are enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided intent, consent, attribution, and record retention requirements are met.
Is a notary or witness required?
Usually not for a standard storage contract, but specific states or certain instruments may require notarization or witnesses; confirm with state law and include provisions for notarization if needed.
How long must I retain executed agreements?
Retain active agreements for the full term plus at least three years; HIPAA-related records require six years (45 CFR §164.530(j)); IRS-related records follow IRC §6501(a).
What if a signer’s name differs from ID?
Mismatch can raise enforceability issues. Use the legal name on IDs in the signature block and include signer title; require identity proofing for high-risk samples.
Are there special rules for samples tied to PHI?
Yes. If samples are linked to protected health information, include a BAA and meet HIPAA privacy and security requirements to avoid penalties.
How to cancel or revoke the agreement?
Follow the termination clause: provide required notice, settle outstanding fees, and document return or disposition per the agreement terms to avoid liability.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now