What if a signer’s name does not match records?

If a signer’s name differs from identity records, attach a signed attestation and supporting ID. Mismatched names can complicate audits and may trigger additional verification requests.

Is an e-signature legally valid for these reports?

Yes. Electronic signatures are valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states, provided intent, consent, attribution, and record retention are demonstrable.

When should a BAA be used?

Use a Business Associate Agreement when reports include protected health information (PHI) or access logs tied to patient systems to meet HIPAA obligations.

Do I need a notary or RON?

Most internal antivirus reports do not require notarization. For legal attestations or when contract terms demand it, a notary or RON session may be necessary.

Which file formats should I attach?

Attach primary report as PDF and include raw logs in JSON or CSV. Keep original, unaltered forensic artifacts in read-only archives.

How long must I keep signed reports?

Retain signed reports per applicable rules: generally 3 years minimum for financial records and 6 years for HIPAA; consult retention_timeline for specifics.

Electronic Signature
Templates
Miscellaneous
Security Antivirus Report

Security Antivirus Report

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

SECURITY ANTIVIRUS REPORT AND SERVICE AGREEMENT

Parties and Effective Date

This Security Antivirus Report and Service Agreement (the "Agreement") is entered into by and between:

Client Name: Client Address: Service Provider Name: Provider Address:

Effective Date:

WHEREAS

WHEREAS, Client requires periodic antivirus scanning, detection, remediation and reporting services for certain information systems under Client's control; and

WHEREAS, Provider has the expertise, tools and personnel to perform antivirus scanning, threat remediation and to produce a written report evidencing findings and corrective measures; and

WHEREAS, the parties desire to set forth the scope of those services, performance standards, reporting requirements and payment obligations in a binding Agreement.

Scope of Work

Provider will perform antivirus services as described below. Provider shall perform scans, identify detections, remove or quarantine malware in accordance with industry-standard procedures, and produce a written report summarizing findings and remediation actions.

Detailed Scope (describe systems, frequency, and deliverables):

Antivirus Report — Scan Summary

Scan Date: Antivirus Engine:

Number of systems scanned: Duration of scan:

Findings — Totals by Severity: Critical: High: Medium: Low:

Sample Notable Detections (names, affected hosts, action taken): Remediation Actions Performed:

Remediation Status: Quarantined Removed Restored Under monitoring

Recommendations and Required Follow-Up:

Payment Terms

As full consideration for the services described herein, Client shall pay Provider as follows.

Total Fee: Payment Schedule / Milestones: Late Payment Fee:

Term and Termination

This Agreement commences on the Start Date and continues until the End Date unless earlier terminated in accordance with this section.

Start Date: End Date:

Termination Notice Period (days):

Either party may terminate this Agreement for material breach if the breaching party fails to cure the breach within the notice period specified above. Provider may suspend services immediately where ongoing compromise would cause harm or materially increase risk to Client systems; Provider will give notice of such suspension as soon as practicable.

Confidentiality

Each party acknowledges that it may receive Confidential Information of the other. "Confidential Information" includes technical data, findings, remediation details, logs, and other nonpublic information related to vulnerabilities or compromise. Each party shall (i) hold Confidential Information in strict confidence, (ii) use it solely for performance under this Agreement, and (iii) not disclose it to third parties except to its employees, contractors or advisers who have a need to know and who are bound by comparable confidentiality obligations. The confidentiality obligations survive termination for a period of three (3) years, except for trade secrets, which shall remain protected for as long as they qualify as trade secrets.

Governing Law

This Agreement shall be governed by and construed in accordance with the laws of the jurisdiction identified below without regard to its conflict of law principles.

Governing Law State / Province:

Entire Agreement and Certification

This Agreement, including any attachments, schedules and the written antivirus report delivered by Provider, constitutes the entire agreement between the parties concerning its subject matter and supersedes all prior agreements and understandings, whether written or oral. Any amendment must be in writing and signed by an authorized representative of each party.

Provider certifies that the antivirus scan(s) and remediation actions described in this report were performed in accordance with Provider's documented procedures and that the report accurately reflects the findings and actions taken as of the scan date, except for any items noted as pending further investigation.

Audit Trail and Attachments

Logs, detection artifacts, and remediation records supporting this report shall be retained by Provider for a period of ninety (90) days and provided to Client upon written request, subject to the confidentiality provisions above. Attachments included with this report (if any) are described below.

Attachments Included / Notes:

Acceptance of Report

By signing below, the undersigned Client Representative acknowledges receipt of the Security Antivirus Report and accepts the terms of this Agreement. Acceptance does not constitute a waiver of Client's right to dispute specific findings in good faith following written notice to Provider.

Service Provider (Print Name):

By:

Date:

Client Representative (Print Name):

By:

Date:

What a Security Antivirus Report Is and Why It Matters

A Security Antivirus Report documents the results of endpoint and network antivirus scans, listing detected threats, remediation actions taken, and verification status. It typically includes scan scope, software and signature versions, detection timestamps, severity ratings, remediation steps, and a summary of residual risk. Organizations use this report to demonstrate operational hygiene, support incident response, and record patching and quarantine activity. For internal audits and regulated environments, the report serves as an evidence file that a vulnerability or malware detection was discovered, evaluated, and handled according to policy.

Why producing a clear Security Antivirus Report is important

A concise, accurate report provides a verifiable record of detections and response actions that supports compliance, liability management, and operational decision-making. It documents remediation timelines, tools and signatures used, and final verification status to reduce ambiguity during audits or incident investigations.

Typical teams that create or rely on these reports

Security Antivirus Reports are used by teams that operate, monitor, or audit endpoint security and incident response.

IT security teams and SOC analysts who run and validate scans and remediation.
Compliance and risk officers who need evidence for audits and regulatory reporting.
Managed service providers (MSPs) and vendors providing security services to clients.

The reports also inform executives and third-party auditors about remediation effectiveness and residual risk.

Representative signers and approvers

Security Manager

The Security Manager reviews the report, confirms remediation completion, and signs off on residual risk. This person documents exceptions, approves exceptions remediation timelines, and coordinates follow-up verification across affected endpoints and applications.

Compliance Officer

The Compliance Officer archives the signed report as evidence for internal and external audits, checks alignment with policy controls, and notates any regulatory obligations triggered by the incident or detection.

Core fields to include in every Security Antivirus Report

Report Date: MM/DD/YYYY

Scanner Version: Vendor and build

Signature Version: Threat intel build

Scope: Endpoints scanned

Detections: List by severity

Remediation Status: Fixed / In progress

Step-by-step process to produce a Security Antivirus Report

Follow these steps in sequence to ensure consistent detection, remediation, and documentation.

01

Run full scan: Initiate vendor-recommended scan across defined scope.
02

Log detections: Export raw detection logs and identify unique incidents.
03

Remediate: Quarantine, patch, or remove threats per playbook.
04

Verify and sign: Re-scan affected hosts and complete the report sign-off.

Typical flow from detection to signed record

This sequence explains how scans, remediation, and recordkeeping connect to produce a signed report.

Scan: Automated or manual antivirus detection run.
Analyze: Triage detections and assign severity.
Remediate: Perform containment and removal actions.
Document: Compile findings, actions, and verification steps.

Recommended digital workflow settings for consistent reporting

Configure the report workflow to capture evidence, require approver sign-off, and automate retention routing.

Field	Configuration
Scan Log Attachment	Mandatory file upload, PDF or JSON accepted
Approver Role	Require Security Manager approval before closure
Authentication	Use multi-factor for signers
Retention Tagging	Auto-tag by incident date for archiving

Technical and platform considerations for e-submission

Ensure the chosen platform supports secure upload, strong signer authentication, and attestation metadata.

Integrations: Salesforce, NetSuite, Google Workspace
File formats: PDF, DOCX, JSON logs
Security: TLS and AES-256

Comparing simple electronic signatures and PKI-based digital signatures

Choose the signature type based on enforceability needs and industry or regulator expectations.

Criteria	Simple e-sign	Digital signature (PKI)
Legal standing	valid under esign	valid, cryptographic attestation
Cryptographic integrity	audit trail only	certificate-based integrity
Non-repudiation	limited	strong
Industry suitability	general use	regulated, fda/21 cfr needs

eSignature vendor comparison — pricing and core features

This table summarizes starting prices and common capabilities across vendors to help assess fit for producing signed Security Antivirus Reports.

	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	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

Consequences of incomplete or inaccurate reports

Regulatory Fines: Potential enforcement penalties

Contract Breach: Client or vendor liability

Audit Failure: Loss of compliance certification

Legal Exposure: Increased litigation risk

Operational Risk: Unremediated threats persist

Insurance Issues: Claim denials possible

Common pitfalls to avoid when preparing the report

Omitting raw scan logs or hashes, which prevents forensic verification and raises questions during incident review.
Using inconsistent host identifiers (aliases vs FQDNs), causing delays in correlating events across tools and teams.
Failing to timestamp remediation actions precisely, which can undermine remediation-window compliance and SLA reporting.
Relying on unsupported file formats for attachments, which may be rejected by auditors or result in unreadable evidence.

Real-world illustrations of e-signed security reports in use

These examples show how organizations document detections and use signed reports for compliance and operational continuity.

Tim Martin — Founder, Martin Properties

Martin Properties standardized report templates to speed reviews.

The new templates reduced review cycles.
"I can process and execute all of these documents online with 100% compliance and built-in security. Whether on mobile or working offline, I can get forms back to their necessary parties efficiently."

Dan Rotelli — CEO, BIS

BIS emphasized SOC 2 evidence and consistent sign-off.

Consistent attestation improved vendor audits.
"We felt most comfortable with airSlate SignNow given their SOC 2 certification and strict focus on ESIGN and UETA act compliance."

Practical tips for accurate and efficient reporting

Following a small set of practices reduces errors and accelerates approvals.

Standardize templates and fields

Use a single corporate template with required fields, controlled dropdowns, and mandatory attachments to reduce variability and speed reviewer acceptance.

Capture verifiable evidence

Attach scan logs, file hashes, and remediation scripts; ensure attachments are time-stamped and stored in read-only format for auditability.

Require role-based sign-off

Designate signers by role and require multi-factor authentication to sign to ensure accountability and strengthen evidentiary weight.

Automate retention and indexing

Use automated tags and retention policies so reports are archived according to legal and policy retention periods without manual intervention.

Timing expectations and routine deadlines for reports

Establish clear deadlines for detection reporting, remediation, and verification to meet SLAs and audit needs.

Report Frequency:

Weekly or as incidents occur

Initial Assessment Due:

Within 24–72 hours of detection

Remediation Window:

Typically 7–30 days by severity

Follow-up Verification:

Re-scan within 48–72 hours after remediation

Record Retention Start:

Retention begins on report date

Key milestones from detection to archival

Track these numbered milestones to ensure complete lifecycle handling and audit readiness.

01

1. Detection Logged

Capture detection time, host, and initial severity

02

2. Triage and Assignment

Assign incident owner and classification

03

3. Remediation Performed

Quarantine, patch, or remove identified threats

04

4. Verification and Sign-off

Re-scan and obtain authorized attestation

Frequently asked questions about Security Antivirus Reports

Answers to common operational and compliance questions related to creating, signing, and storing reports.

Need help? Contact support

What if a signer’s name does not match records?
If a signer’s name differs from identity records, attach a signed attestation and supporting ID. Mismatched names can complicate audits and may trigger additional verification requests.
Is an e-signature legally valid for these reports?
Yes. Electronic signatures are valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states, provided intent, consent, attribution, and record retention are demonstrable.
When should a BAA be used?
Use a Business Associate Agreement when reports include protected health information (PHI) or access logs tied to patient systems to meet HIPAA obligations.
Do I need a notary or RON?
Most internal antivirus reports do not require notarization. For legal attestations or when contract terms demand it, a notary or RON session may be necessary.
Which file formats should I attach?
Attach primary report as PDF and include raw logs in JSON or CSV. Keep original, unaltered forensic artifacts in read-only archives.
How long must I keep signed reports?
Retain signed reports per applicable rules: generally 3 years minimum for financial records and 6 years for HIPAA; consult retention_timeline for specifics.

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