E-signature security checklist for businesses
Not all e-signature platforms are equal on security. Here are the 7 things to verify before trusting one with your contracts.
1. End-to-end encryption
Documents should be encrypted in transit (TLS 1.2+) and at rest (AES-256). Some platforms only encrypt in transit, leaving stored documents vulnerable. Check whether the platform encrypts the PDF files themselves, not just the API connections.
2. Signer authentication options
At minimum: email-based authentication (signer receives a unique link). Better: SMS verification codes, knowledge-based authentication questions, or SSO integration. The goal is proving the person who signed is who they claim to be. More authentication options = stronger legal defensibility.
3. Tamper-evident audit trails
The audit trail should be cryptographically sealed — not just a log file that can be edited. SHA-256 hashing of the document at each stage (upload, field placement, each signature) creates a chain of evidence that any alteration would break. Ask: if I modify the signed PDF, does the platform detect it?
4. Access controls and permissions
Who can see your documents? Team accounts should support role-based access: admins vs. members, visibility controls per document, and audit logs for internal actions (who viewed what, when). For regulated industries, this is often a compliance requirement, not just a nice-to-have.
5. Data residency and compliance
Where are your documents stored? For businesses subject to GDPR, HIPAA, or industry-specific regulations, data residency matters. Check if the platform offers region-specific storage (US, EU, APAC) and whether they process data in compliance with relevant regulations. SOC 2 Type II certification is the gold standard for SaaS security.
6. Document expiration and void capabilities
Can you void a document after sending but before signing? Can you set automatic expiration dates? These controls prevent stale documents from being signed with outdated terms and let you maintain control over pending agreements.
7. Secure document storage and retrieval
Signed documents should be stored in a secure, searchable archive — not just emailed as attachments that get lost in inboxes. Look for: automatic backup, download capabilities for all signed documents, and retention policies that match your compliance requirements.
Frequently asked questions
Is cloud-based e-signature less secure than on-premise?
Not necessarily. Reputable cloud platforms invest more in security infrastructure than most on-premise setups. The key is evaluating the specific security measures (encryption, access controls, certifications), not the deployment model.
What happens to my documents if the e-signature company shuts down?
This is why document portability matters. With SignOwl, signed documents are standard PDFs with embedded audit trails — they're yours to download and store anywhere. You're never locked in.
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