Ready to ditch the mess of signed contracts living in random email folders or dusty shared drives? This guide is for anyone using e-signatures who actually cares about keeping signed documents safe, organized, and easy to find later. We'll walk through exactly how to store and manage signed files in Signrequest — and what to watch out for.
No fairy tales here: we’ll cover what Signrequest does well, where it’s just okay, and what you should do yourself to avoid headaches if something goes wrong.
Why Document Storage Matters More Than You Think
If you’re sending stuff for signature, chances are it matters. Signed documents can be legally binding — but only if you can find them, prove they haven’t been tampered with, and show they’re stored securely. Lose a signed contract and, well, good luck explaining that to your boss or a judge.
E-signature platforms like Signrequest make sending and signing easy, but storage and management are often an afterthought. That’s a mistake. Here’s how to do it right.
Step 1: Understand How Signrequest Handles Your Signed Documents
Before you start uploading everything, know what Signrequest actually does when a document is signed:
- Copies for everyone: After signing, Signrequest sends a signed PDF to all parties (via email). That’s good — but emails get deleted, and inboxes aren’t secure.
- Cloud storage: Signed documents are stored in your Signrequest account, accessible from your dashboard.
- Audit trail: Each document gets a “signing log” PDF showing who signed, when, and from where.
What works:
Signrequest does a decent job of keeping things simple. The audit log is a nice touch if you ever need to prove authenticity.
What doesn’t:
Signrequest isn’t a full-blown document management system. There’s no fancy tagging, advanced search, or retention rules. If you have lots of documents, things can get messy.
Step 2: Set Up a Secure, Logical Folder Structure
A little planning saves a ton of headaches later. Signrequest lets you create folders, but it’s easy to end up with a pile of files named “signed_agreement_final_final.pdf.”
Tips for organization: - Use folders for big categories: For example, by year (“2024”), by client, or by contract type. - Name files consistently: “ClientName_Agreement_YYYY-MM-DD.pdf” beats “scan001.pdf” every time. - Don’t overcomplicate: You want to find stuff fast, not build an archive for the Library of Congress.
Pro tip:
If you’re managing docs for a team, write down your naming and folder rules somewhere everyone can see.
Step 3: Know Your Storage Limits and Export Options
Here’s the honest truth: you don’t want to trust any tool (Signrequest included) as your only copy of critical documents.
- Account limits: Free and lower-tier plans have limits on how many docs you can store. Hit the cap, and you’ll need to delete files.
- Exporting: Signrequest lets you download signed PDFs and signing logs anytime.
- Bulk downloads: There’s no built-in bulk export. If you need a lot of files at once, you’re stuck downloading one at a time or using their API.
What to do:
- Make a habit of downloading and backing up important signed docs somewhere you control — think encrypted cloud storage or a secure company drive.
- Don’t rely on email attachments as your “backup.” They’re easy to lose and not very secure.
Step 4: Set Access Controls (and Actually Use Them)
It’s easy to assume only “the right people” can see your signed contracts. But unless you set up permissions, anyone with the right login can see everything.
- Team accounts: Paid Signrequest plans let you add users and set roles (e.g., admin, user).
- Folder permissions: You can share folders with team members, but granularity is limited.
- Audit logs: You can see who sent or signed a doc, but not always who viewed or downloaded it.
What works:
Basic team separation is possible. For a small office, it’s probably fine.
What doesn’t:
If you need strict, document-level access controls or detailed activity logs, Signrequest won’t cut it. Sensitive files (like HR or legal docs) might need extra care.
Step 5: Enable Security Features (and Don’t Skip the Basics)
E-signatures rely on trust — so don’t get lazy with security.
Must-do basics:
- Strong passwords: Use unique, hard-to-guess passwords for every account.
- Two-factor authentication (2FA): Signrequest supports 2FA. Turn it on, for yourself and your team.
- Keep device security tight: A signed doc is only as safe as the laptop or phone it’s viewed on.
Additional options:
- Signer authentication: You can require SMS codes or other verification for signers. Use this for sensitive docs.
- Download restrictions: Not available — anyone with access can download. If this bothers you, store extra-sensitive docs elsewhere after signing.
Pro tip:
Don’t email sensitive signed docs unless you have to. Stick to sharing via secure links or encrypted storage.
Step 6: Set Up Regular Backups and Retention
Imagine you lose access to your Signrequest account. Do you still have your signed contracts? If not, you’re one hack or billing mistake away from a mess.
- Export after signing: Download the PDF and signing log right after a deal closes.
- Automate if possible: If you’re techy, use the Signrequest API to regularly back up files.
- Have a plan for retention: Decide how long you’ll keep docs, and where. Don’t keep sensitive stuff forever if you don’t need it.
What works:
Manual export is easy — just remember to do it.
What doesn’t:
No auto-backup to Google Drive or Dropbox out of the box. If you want true automation, you’ll need to build it or use a third-party integration.
Step 7: What to Ignore (and What to Watch Out For)
This part’s short — but important.
-
Don’t treat Signrequest as your only backup.
It’s reliable, but not infallible. Always keep your own copies. -
Don’t use weak passwords or skip 2FA.
Obvious, but worth repeating. -
Don’t overshare access.
If someone leaves your company, remove their access right away. -
Don’t ignore compliance needs.
If you’re in a regulated industry (healthcare, finance, etc.), check if Signrequest’s setup meets your requirements. When in doubt, ask a pro.
Summary: Keep It Simple, Keep It Safe
Storing and managing signed docs in Signrequest isn’t rocket science, but it does take a little forethought. Set up a folder structure that makes sense, use the security features, and always keep your own backup of anything that matters. Don’t wait for a crisis to get organized. Start small, stay consistent, and tweak your process as you go. You’ll thank yourself in six months.