eSignature Audit Trails and Why They Matter

Imagine: You have been working on a deal of a lifetime for over 6 months. You have finally come to an end and are about to close the deal. All that is needed is to get the contracts signed. You select the appropriate template that is housed within your eSignature software. You make the necessary changes and click a button to send it to the customer via email. Within minutes, you have the fully signed contract back, and the deal is closed.

Seems easy, right? Expect months later, a dispute arises challenging whether the contract was signed, who signed it, and when it was signed. No worries, your eSignature software comes with audit trail capabilities.

With the ever-changing world of business, it is essential to have audit trails as part of your eSignature platform. The audit trails provide a record of every step in the signing process and ensure the right person is signing the contract. In this blog post, we will look at audit trails and why they are so important.

What Exactly Is an Audit Trail?

An audit trail is a detailed and tamper-proof log of any and all interactions that individuals have had with a specific document. The audit trail will track a number of data points to include:

• When the document was sent
• Who accessed it
• When they viewed it
• What device or IP address they used
• When and how they signed it

The eSignature software will automatically track every action taken with the document and will provide a timestamp that is verifiable, thus creating a transparent and secure record.

Why Are Audit Trails So Important?

1.Legal Compliance

Depending on the country that the organization does business in, they will need to ensure that they comply with the eSignature laws within that country. Audit trails will be able to provide the necessary data to ensure compliance with the different laws and regulations. In the US, the ESIGN Act and in the EU, the eIDAS Regulation are required to be followed. These laws require eSignatures to be verifiable and enforceable, with a detailed audit trail being the main source of compliance.

2.Dispute Resolution

Audit trails can be beneficial in the event that there is a disagreement or legal challenge. The audit trail will be able to prove who signed the document, when they signed it, and their location at the time of signing, and depending on the software, a photo of the signer or other form of verification will be captured at the time of signing.

3.Transparency and Accountability

Trust can be built through the use of audit trails, as they can help provide transparency in the signing process. They can also put everyone involved in the signing process at ease because they know that all actions taken will be recorded and monitored.

4.Streamlined Processes

Besides the obvious protections that are stock standard with an audit trail, they can also help keep things organized. Audit trails will provide valuable insights into the status of documents, will aid in identifying bottlenecks in the process, and can help with follow-up.

How Audit Trails Work in eSignature Software

Below is a step by step breakdown of an audit trail:

• Initiation: Once the sender clicks send within the -solution, the audit trail is activated. The audit trail will log the exact time and date the document was sent for signature. Some will be able to capture the IP address of the sender and how the document was sent, such as email or SMS messages.
• Recipient Actions: Any interaction the recipient has with the document will be automatically recorded. So if the recipient opens the document and views it, the system will track the time the document was opened, how long it was displayed on the recipient device, the email address that opened the document, the IP address, and even the type of device the document was opened on.
• Signing: Once the recipient has signed the document, additional information is recorded. For instance, the audit trail will track the electronic signature, time stamp, and, if requested, a photo of the signer. The audit trail will also capture the timestamp of when the signature was captured and other metadata.
• Completion: Once the document has been fully signed by all parties, the audit trail will close out. The audit trail will be stored in a secure, tamper-proof log that can be easily accessed in the eSignature platform. The audit trail will also be added to the end of the fully signed document.

Why SutiSign’s Audit Trails Stand Out

Like many things in life, not all audit trails are created equal. SuitSign is one eSignature platform that stands out above the rest. The software provides an advanced audit trail system that tracks every step of the eSignature process and can be customized to fit the organization’s unique needs. Here’s what makes SutiSign’s audit trails exceptional:

• Real-Time Tracking: Document activity can be monitored in real-time. This ensures that the sender of the document will be able to see where the document is in the signing process.
• Tamper-Proof Records: SutiSign’s audit trails are designed to be immutable, ensuring the highest level of integrity.
• Comprehensive Metadata: SutiSign’s audit trails capture every detail from IP addresses, timestamps, dynamic signatures, and even a photo of the signer if requested. All this important data is stored securely in the – platform.
• User-Friendly Access: Need to review an audit trail? The solution makes it easy to retrieve and share logs, whether for compliance, legal, or organizational purposes.

Closing Thoughts

Audit trails are the silent protectors. They follow the document along its journey, capturing the necessary data to ensure compliance and – protect the sender as well as the signer from future legal issues. Audit trails are the unsung hero that protects the business, foster trust, and are all about compliance.
With SutiSign, you’re not just getting – eSignature software but investing in peace of mind. Its robust audit trail functionality ensures that every signature you collect is backed by a secure and verifiable record. So, the next time you send off an important document, you can rest easy knowing that SutiSign has your back.