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Digital Signing with RecordsKeeper.AI: A Comprehensive Guide

Securely collect legally-binding electronic signatures with built-in blockchain verification and automated workflows

Kanishka Sharma avatar
Written by Kanishka Sharma
Updated over 4 months ago

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

  1. Navigate to the "Digital Signing" section in your RecordsKeeper.AI dashboard

  2. Click on "Add New Document" to begin the process

  3. You'll see a three-step workflow: General Details, Add Signatories, and Preview & Send

Step 2: Enter Document Details

  1. Document Name: Enter a clear, descriptive name for your document (e.g., "Q1 2025 Board Resolution," "Client NDA - ABC Corp")

  2. Select Template: Choose from available templates if applicable to your document type, or continue with a blank document

  3. Document Validity: Set the number of days the document will be valid for signing - this creates urgency and ensures timely completion

  4. Click "Next" to proceed to the signatories section

Step 3: Add Signatories

  1. Identify all parties who need to sign the document

  2. 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)

  3. You can add multiple signatories by clicking the "Add Signatory" button

  4. Arrange signatories in the desired signing order if sequential signing is required

  5. Click "Next" to proceed to the preview stage

Step 4: Preview and Send

  1. Review all document details and the complete list of signatories

  2. Verify document validity period and signing deadlines

  3. Make any necessary adjustments by navigating back to previous steps

  4. 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.

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