Introduction
In today's digital business environment, gathering signatures on important documents can be a time-consuming process prone to delays and compliance risks. RecordsKeeper.AI's Digital Signing feature transforms this experience with a streamlined, secure, and legally-binding electronic signature platform. Whether you're handling NDAs, contracts, board resolutions, or compliance documents, our blockchain-backed signature solution ensures authenticity, security, and efficiency throughout the signing process.
Getting Started with Digital Signing
Step 1: Create a New Document for Signing
Navigate to the "Digital Signing" section in your RecordsKeeper.AI dashboard
Click on "Add New Document" to begin the process
You'll see a three-step workflow: General Details, Add Signatories, and Preview & Send
Step 2: Enter Document Details
Document Name: Enter a clear, descriptive name for your document (e.g., "Q1 2025 Board Resolution," "Client NDA - ABC Corp")
Select Template: Choose from available templates if applicable to your document type, or continue with a blank document
Document Validity: Set the number of days the document will be valid for signing - this creates urgency and ensures timely completion
Click "Next" to proceed to the signatories section
Step 3: Add Signatories
Identify all parties who need to sign the document
For each signatory, provide:
Party designation (First Party, Second Party, etc.)
Full name of the signatory
Email address where signing requests will be sent
Due date for their signature (optional)
You can add multiple signatories by clicking the "Add Signatory" button
Arrange signatories in the desired signing order if sequential signing is required
Click "Next" to proceed to the preview stage
Step 4: Preview and Send
Review all document details and the complete list of signatories
Verify document validity period and signing deadlines
Make any necessary adjustments by navigating back to previous steps
Click "Send" to distribute the document to all signatories simultaneously
Advanced Features
Template Management
Save time by creating templates for frequently used documents:
Access the template library from the Digital Signing dashboard
Create custom templates with pre-defined fields and formatting
Apply templates when creating new documents for consistent presentation
Signature Tracking
Monitor the status of all signature requests:
View real-time status updates on the Digital Signing dashboard
See which parties have viewed, signed, or not yet acted on documents
Send automatic reminders to signatories approaching deadlines
Blockchain Verification
Every signature is secured with blockchain technology:
Each signed document receives a unique blockchain hash
Tamper-proof audit trails record all document interactions
Verification certificates provide proof of signature authenticity
Bulk Signing
Streamline high-volume signing processes:
Upload multiple documents for signature in a single batch
Apply the same signatory list across multiple documents
Track completion status across document batches
Best Practices for Digital Signing
Document Preparation
Use clear, descriptive document names that identify purpose and parties
Set realistic but prompt validity periods to encourage timely signing
Consider using templates for consistency and professional presentation
Signatory Management
Verify all email addresses before sending to prevent delays
Include clear instructions in the email notifications
Set staggered due dates for complex multi-party agreements
Legal Considerations
Include all necessary legal disclosures required in your jurisdiction
Ensure signatories understand they're creating legally-binding signatures
Maintain complete records of all signed documents and verification certificates
Security Protocols
Limit access to signed documents with appropriate permission settings
Regularly review signature workflows for potential security improvements
Leverage RecordsKeeper.AI's blockchain verification for sensitive documents
Troubleshooting Common Issues
Document Not Received
Check spam/junk folders
Verify email address accuracy
Resend the signature request from the dashboard
Signing Difficulties
Ensure signatories are using supported browsers
Confirm they have stable internet connection
Provide alternative signing methods if necessary
Template Problems
Verify template compatibility with your document
Check for formatting issues before sending
Consider creating a new template if problems persist
Conclusion
RecordsKeeper.AI's Digital Signing feature transforms the traditional signature process into a streamlined, secure workflow with blockchain-verified authenticity. By following this guide, you'll be able to efficiently collect legally-binding signatures while maintaining complete audit trails and compliance records. Start implementing digital signatures today to accelerate your document workflows and enhance security.