New Employee Information Form

Create a custom New Employee Information Form 0 that meets your industry’s specifications.

What the New Employee Information Form does

The New Employee Information Form collects the personal, contact, payroll, emergency-contact, and acknowledgment details an employer needs when onboarding a new worker. It is an employer-created business record rather than a single federally standardized filing, so required fields and retention rules depend on the employer, state, industry, and related records. In signNow, HR uploads the form, reviews detected fields, assigns the employee and internal reviewers, sends it for completion, and stores the signed document with its audit trail. Separate Form I-9, tax, and benefit requirements may still apply.

Who benefits from structured onboarding forms

The New Employee Information Form fits employers that need consistent employee data collection, review, signatures, and record retention.

Solo employers can use a reusable New Employee Information Form to gather contact, payroll, emergency, and acknowledgment details consistently before a new worker starts. signNow templates reduce repeated document preparation while preserving the employee’s completed record and audit trail for the employer’s files.
Growing HR teams can route New Employee Information Forms between employees, HR reviewers, payroll staff, and managers. Shared templates, role-based access, and delegated sending help separate preparation from approval while keeping each signer’s task visible in the workflow.
Enterprise employers can connect employee information workflows with HR, ERP, payroll, and storage systems. Administrators can standardize templates, provision users, and control access across departments while preserving signed records for the applicable state, tax, employment, or industry retention requirements.

Field detection

Upload a New Employee Information Form and use signNow field detection to prepare names, addresses, tax details, emergency contacts, and signatures efficiently.

Signer routing

Send the prepared New Employee Information Form to the employee and authorized HR reviewer, keeping each required signature in sequence.

Reusable template

Collect employee information through a reusable template so HR teams can standardize onboarding details without rebuilding the document for every hire.

Audit trail

Store the completed form with its audit trail, preserving signing events and document history for later HR review.

Mobile completion

Use mobile apps when employees complete the New Employee Information Form away from a desk, including during field or site onboarding.

System connections

Connect employee information workflows to HR, payroll, or storage systems where supported, reducing repeated data entry after signing.

How to complete the form online

Prepare the New Employee Information Form in signNow, route it to the right people, and preserve the completed record.

Upload form:
Upload the current form.
Check fields:
Review detected fields.
Assign signers:
Add employee and HR signers.
Send form:
Send for completion.
Store record:
Download the completed record.

Setting	Recommendation
Authentication method	Email link with SMS OTP
Signature type	Typed or drawn electronic signature
Audit trail	Capture timestamps and signer actions
Document retention	Apply the underlying record rule
Encryption	TLS 1.2/1.3 and AES-256

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Use the web app when HR prepares the New Employee Information Form, reviews detected fields, and sends it from a desktop workflow.
Use the mobile app when an employee completes onboarding away from a desk, including a field office or job site.
Use kiosk mode when HR supervises repeated in-person completion on a shared device; Business Premium includes kiosk mode.
Use a signing link when an authorized employee must open the prepared New Employee Information Form without navigating a separate email workflow.

Connect employee information workflows

Connect New Employee Information Form workflows with HR, ERP, payroll, cloud storage, and project systems where your organization already manages employee records.

Technology operations

Tech Data uses signNow for internal and external documents, including workflows that require the right signatures and faster movement of business records.

Internal document routing
Faster signature collection

For an organization coordinating many internal documents, a reusable New Employee Information Form workflow can help HR send consistent records, collect employee and reviewer signatures, and retain completion evidence. The example supports using role-based routing and templates without attributing an unsupported employee-form result to Tech Data.

Enterprise operations

Xerox connects signNow with NetSuite to coordinate documents and obtain the right signatures in the required formats.

NetSuite-connected workflows
Role-aware signature routing

A large employer can apply the same integration approach to New Employee Information Form records by connecting HR intake with existing business systems. The workflow can reduce duplicate entry and preserve a signed record, while the organization remains responsible for its retention and access policies.

Authenticate signer:

Records the employee’s authentication event.

Capture timestamp:

Captures the signing date and time.

Log activity:

Associates actions with document history.

Hash document:

Preserves document integrity evidence.

Seal document:

Seals the completed record against undetected changes.

Export trail:

Allows authorized users to retrieve or export evidence.

Protect employee information records

Transport encryption:

TLS 1.2/1.3

Stored encryption:

AES-256 at rest

Security certification:

SOC 2 Type II

Information security:

ISO 27001

Health data controls:

HIPAA with BAA

Electronic signature law:

ESIGN and UETA

Retain employee forms with purpose

Retention depends on the information inside the form, the employment relationship, and the rules governing related records.

Separate records by legal retention rule

Keep the original completed New Employee Information Form, the signNow audit trail, and any related acknowledgments together. Apply the retention rule for the underlying record rather than assuming one period covers every onboarding document. Document the responsible custodian and approved deletion process.

Apply IRS retention periods carefully

For tax-related information, retain records for three years from filing under IRC §6501(a), six years when 25% or more of income is understated, and indefinitely for fraud or no return. Confirm whether the employee form actually contains tax records before applying this schedule.

Protect health information separately

If the form includes health information connected to a covered entity, HIPAA requires six years from creation or the last effective date under 45 CFR §164.530(j). A BAA may be required for signNow use, and access should be limited to authorized personnel.

Archive the signed record securely

Export the completed document and audit trail when organizational policy requires an independent archive. Store the files in access-controlled, encrypted storage, preserve readable copies, and record the export date so HR can demonstrate document history during an inquiry.

Retention periods for related records

The New Employee Information Form has no single federal retention period; apply the rule attached to the information it contains.

Employer policy period

Apply the employer’s documented onboarding retention policy and state-law requirements.

Three years for tax records

Keep tax records three years under IRC §6501(a), when applicable.

Six years for substantial understatement

Keep tax records six years when 25% or more income is understated.

Six years for HIPAA records

Retain health records six years under 45 CFR §164.530(j), when applicable.

I-9-related records

Retain employment eligibility records under 8 CFR §274a.2(b)(2)(i)(A), when applicable.

Privacy issues to prevent

Including Social Security numbers or health information without restricting access can expose sensitive employee data to reviewers who do not need it.
Sending the New Employee Information Form before confirming employee consent can weaken evidence that the signer agreed to electronic records.
Leaving emergency-contact or payroll fields optional when the employer requires them creates incomplete onboarding records and follow-up work.
Using one shared account instead of assigned signers can make it harder to attribute corrections, approvals, and signatures to specific people.

Technical requirements for completing the form

Employees can complete the New Employee Information Form in Chrome, Firefox, Safari, or Edge on Windows and macOS. signNow also provides mobile apps for iOS and Android, while encrypted connections use TLS 1.2/1.3.

Browser support Chrome, Firefox, Safari, and Edge
Desktop systems Windows and macOS computers
Mobile access iOS and Android mobile apps

Organizations using managed devices should control browser updates, mobile access, downloads, and local copies of employee records. Enterprise deployments may also require SSO provisioning, API access, managed storage, and documented certificate or long-term validation settings for regulated workflows.

Risks from incomplete employee records

Consent evidence

Missing employee consent

Attribution dispute

Unclear signer identity

Evidence gap

Unretained audit trail

Privacy exposure

Excessive personal data

Troubleshooting employee form workflows

Resolve plan, field, signing, compliance, and security questions before sending a New Employee Information Form to an employee.

The Business plan includes templates, audit trails, mobile apps, and legally binding eSignatures at $8/user/month when billed annually. Business Premium is $15/user/month annually and adds bulk send. Confirm the selected plan before building a high-volume onboarding workflow.

signNow is ESIGN and UETA compliant, supporting electronic records and signatures for qualifying U.S. transactions. Legal validity still depends on intent, consent, attribution, and retained reproducible records under 15 U.S.C. ch. 96 and applicable state law.

If employees provide sensitive health information, HIPAA compliance requires a business associate agreement. signNow identifies HIPAA compliance as requiring a BAA; HR should limit the form to necessary information and control access separately.

Use signNow field detection after uploading the New Employee Information Form, then review every detected field manually. Names, addresses, tax information, emergency contacts, and signatures should be checked before sending.

Business Premium includes bulk send, while Business does not list that feature in the verified plan details. Choose Business Premium when sending individualized employee forms to many recipients from one prepared workflow.

signNow encrypts data in transit with TLS 1.2/1.3 and at rest with AES-256. SOC 2 Type II and ISO 27001 certifications support security assurance, but HR must still configure roles, retention, and access appropriately.

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