Prepared By, Recording Form
Use a Prepared By, Recording template to make your document workflow more streamlined.
What the recording form does
The Prepared By, Recording Form identifies who prepared a record and captures information needed to document its creation or processing. In signNow, a sender uploads the form, reviews or adds fillable fields, assigns recipients, and sends it for completion. Signers can review and sign electronically when the underlying transaction permits electronic records. The completed document is stored with an audit trail showing signing activity. ESIGN and UETA generally recognize qualifying electronic signatures, while wills, certain court orders, family law decrees, and other statutory exceptions remain outside that framework.
Who uses the recording form
Legal services
Legal and compliance teams use the form to document who prepared a contract, approval record, or operational file before routing it for signatures and retention.
Real estate and construction
Real estate and construction teams use it alongside agreements, bids, and transaction records when preparation responsibility must remain visible to later reviewers.
Complete the recording form online
Use signNow to prepare, route, and track the Prepared By, Recording Form from one electronic workflow.
Upload form:
Upload the prepared recording form to signNow. Check fields:
Review detected fields and add missing signer, date, or initials fields. Add signers:
Enter each recipient’s email address and signing order. Send document:
Send the form and monitor completion from the document dashboard.
Recommended recording form setup
Choose controls that preserve the Prepared By, Recording Form, signer identity, completion history, and legally required retention record.
| Setting | Recommendation |
|---|---|
| Authentication method | Email verification with SMS OTP for higher-risk signers |
| Signature type | Typed or drawn electronic signature with recorded intent |
| Audit trail | Enable timestamped completion history and document events |
| Document retention | Apply the transaction rule and export completed records |
| Encryption | Use TLS 1.2/1.3 in transit and AES-256 at rest |
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Retention periods for completed records
Retention depends on the record’s purpose and governing rule; apply the rule attached to the underlying transaction, not merely the electronic signature.
Three years: tax records
Six years: substantial understatement
Six years: HIPAA records
Three years: payroll records
Five years: injury records
Documents requiring extra review
Notarization
Wills
Family law
Real-estate deeds
What the audit trail records
A signNow audit trail documents the events surrounding completion of the Prepared By, Recording Form rather than replacing the form’s substantive information.
Authenticate signer:
Timestamp activity:
Preserve record:
Log actions:
Export evidence:
Control access:
Signer authentication and certificates
Digital certificates:
X.509 certificates:
Two-factor authentication:
SMS OTP:
ID verification:
Signing evidence:
Best practices for completed records
Accurate preparation, controlled access, and rule-based retention help preserve the meaning and evidentiary value of the recording form.
Assign the governing retention rule
Export the completed evidence
Restrict access to sensitive records
Review preparer and signer fields
How organizations use recording forms
Real signNow customer stories illustrate how distributed teams prepare, route, and complete business documents electronically.
Real estate operations
Martin Properties uses signNow to process and execute documents online, including mobile and offline work that keeps forms moving between necessary parties.
- Mobile and offline document execution
Martin Properties founder Tim Martin describes using signNow for online document execution with built-in security and compliance. The workflow is relevant when a Prepared By, Recording Form must move between agents, clients, and other parties without requiring every signer to meet in person.
Enterprise operations
Xerox connects signNow with NetSuite so the right people receive the right documents in the required formats, supporting controlled business workflows.
- Role-based signing through NetSuite
Xerox Director of NetSuite Operations Kodi-Marie Evans reports that the integration provides flexibility for routing documents through NetSuite. For a Prepared By, Recording Form, that approach can help coordinate preparation, signer assignment, and completion records across enterprise teams.
Recording form troubleshooting questions
Resolve the specific setup, authentication, compliance, and retention questions that arise when completing this form electronically.
The signNow Business plan includes templates and audit trails at $8 per user per month when billed annually. Check that the workspace user has permission to access the template and that required fields are assigned before sending the Prepared By, Recording Form.
Bulk sending is included with Business Premium at $15 per user per month when billed annually. Business users can send individual prepared documents, but a repeated distribution workflow may require the higher plan or another verified configuration.
signNow supports electronic signatures under ESIGN and UETA. For consumer-facing records, provide the required electronic-record disclosure under 15 U.S.C. §7001(c), including paper-record access and withdrawal procedures.
Use SMS OTP or another configured authentication method when email-only attribution is insufficient. signNow records signing events and timestamps, but the organization must select controls proportionate to the form’s identity and dispute risk.
A completed form should be exported with its audit trail and retained according to the underlying transaction. IRS records generally follow IRC §6501(a), while HIPAA records follow 45 CFR §164.530(j).
signNow encrypts data in transit using TLS 1.2/1.3 and at rest using AES-256. HIPAA workflows require a business associate agreement, and regulated organizations must still configure access, retention, and disclosure controls.
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