Document control sheet - audit trail

• The role of the control sheet
• How to obtain a control sheet
• Example of control sheet content
• Explanatory text for the control sheet

The role of the control sheet

Electronic signing brings with it one significant advantage. Unlike a handwritten signature on a paper document, a large volume of information can be collected on the process of handling documents, including signing them.

That is why Signi provides a checklist for each document, which captures information about the signing process: when the signature took place, on what device, on what IP address, allowing to determine the affiliation to the employer's network and to a certain extent its geographical location, verification of the person with PIN confirmation from SMS for a given phone number, information about the graphic design of the signature, including the possibility of proving its biometric progress retrospectively.

Therefore, when Signi is used, a broad audit trail is available to judicial and regulatory authorities, which significantly exceeds a handwritten signature in paper form, often a very fleeting signature on paper.

How to obtain a control sheet

In the Documents folder, search for the document and click on the document name to preview the document.

The document is displayed in a preview, where you can access the actions on the document in addition to the document itself. Select the control sheet option.

Access the checklist in the document preview.

Example of control sheet content

Example of the content of a control sheet describing the progress of document manipulation in a Signi controlled environment. This is one of the documents for the controlling authority or forensic expert when assessing the authenticity of the document and signatures.

Manipulations of the document outside the Signi controlled environment could be identified very easily. The content of the document and the so-called "hash" of the document, similar to the checksum of a birth or card number, would not match.

Example of the content of the Control Sheet with detailed information about the document manipulation process in the Signi controlled environment.

Explanatory text for the control sheet

You can add your own "explanatory" text to the control sheet. This is useful in cases where your Legal/Compliance department or one of the audit authorities has specific requirements for the content of the audit trail documents. 

You can find the relevant field in the workspace settings, where you can find the Control Sheet Text field in the Settings section.

Your text will then appear in the checklist for the next contract you enter into.