Audit Logs

SignNXT maintains comprehensive audit logs for all document actions, providing complete traceability for security, compliance, and legal requirements.

Audit logs are an admin/compliance feature. Contact support if you need access to audit logs for your workspace.

What Are Audit Logs?

Audit logs are detailed records of every action taken on documents in your workspace:

Purpose:

Security monitoring and forensics
Compliance requirements
Legal evidence and dispute resolution
Activity tracking and accountability
Incident investigation

Benefits:

Complete traceability of all actions
Tamper-proof record keeping
Compliance-ready documentation
Security analysis capabilities
Legal defensibility

What Gets Logged?

SignNXT logs all significant document actions:

Document Lifecycle Events:

Document creation and upload
Document sent for signatures
Signer views document
Signer completes signing
Document completion
Document declined or voided
Document expiration

Additional Events:

Certificate generation and sharing
Template creation and usage
Campaign creation and processing
All user actions with timestamps

Every action is logged with a timestamp, user information, and detailed metadata. This creates an immutable audit trail.

Information Captured

Each audit log entry contains comprehensive information:

Core Information:

Exact timestamp of action
User identification and role
Action type and details
Document and workspace information

Security Information:

User location data (for security analysis)
Device and browser information
Fraud detection data
Security event tracking

Additional Context:

Field values and changes
Reasons for actions (decline, void)
Configuration settings
Any other relevant details

Security information is captured for compliance and fraud prevention purposes. This data is stored securely and only accessible to authorized administrators.

Audit Log Retention

Retention Policy

Indefinite Retention:

Audit logs are retained indefinitely
Never automatically deleted
Available for compliance audits
Legal evidence preservation

Why Indefinite:

Compliance requirements (7+ years)
Legal disputes can arise years later
Security forensics may need historical data
Regulatory audits require long retention

Data Protection

Security Measures:

Stored in secure database
Encrypted at rest
Access controlled
Tamper-proof (append-only)
Regular backups

Accessing Audit Logs

For Compliance & Legal

Audit logs are not directly accessible to users through the UI. This is an admin/compliance feature.

To Access Audit Logs:

Contact SignNXT support
Provide workspace ID
Specify date range (if needed)
Specify document ID (if specific document)
State reason for access (compliance, legal, security)

Support Will Provide:

Filtered audit log export
CSV or JSON format
All relevant entries
Secure delivery

Audit Log Examples

Audit logs capture detailed information about each action. Here are simplified examples:

Document Signing Event:

Action: Document signed
Signer information and email
Timestamp of signing
Fields that were signed
Device information

Document Viewing Event:

Action: Document viewed
Signer email
Timestamp of view
Device type (mobile/desktop)

Document Completion Event:

Action: All signatures completed
List of all signers
Individual signing timestamps
Total completion time

Audit logs include all necessary information for compliance, security analysis, and legal purposes while maintaining data security.

Security & Privacy

SignNXT handles audit log data responsibly:

Data Collection:

Security information collected for fraud prevention
Device information for security analysis
All data stored securely and encrypted
Access restricted to authorized administrators

Privacy Protection:

Data not exposed to end users
Used only for security and compliance purposes
GDPR compliant processing
Legitimate interest basis for security

GDPR Compliance:

Right to access: Users can request their audit logs
Right to portability: Logs included in data export
Right to erasure: Logs anonymized on user deletion
Processed for security, fraud prevention, and legal compliance

Audit logs are processed under GDPR's "legitimate interest" basis for security, fraud prevention, and legal compliance.

Audit Log Best Practices

For Workspace Owners

Regular Reviews:

Request audit logs quarterly
Review for suspicious activity
Verify compliance processes
Train team on security

Compliance Preparation:

Keep audit logs for audits
Document retention policy
Prepare for compliance reviews
Maintain security documentation

Incident Response:

Request logs immediately for incidents
Analyze timeline of events
Identify root cause
Implement preventive measures

Frequently Asked Questions

Can I view audit logs in the app?

No, audit logs are not directly accessible through the user interface. This is an admin/compliance feature. Contact support to request audit logs for your workspace.

How long are audit logs kept?

Audit logs are retained indefinitely for compliance and legal purposes. They are never automatically deleted.

Can audit logs be modified or deleted?

No, audit logs are tamper-proof and cannot be modified or deleted. This ensures the integrity of the audit trail for compliance and legal purposes.

What if I need audit logs for a legal case?

Contact SignNXT support with your workspace ID and document ID. Provide details about the legal case and the date range needed. We'll provide a secure export of relevant audit logs.

Are audit logs GDPR compliant?

Yes, audit logs are captured under GDPR's "legitimate interest" basis for security, fraud prevention, and legal compliance. Users have the right to access their audit logs and they are included in data exports.

Can I export audit logs myself?

Not directly through the UI. Contact support to request an audit log export for your workspace. We'll provide the logs in CSV or JSON format.

What format are audit logs provided in?

Audit logs can be exported in CSV or JSON format, depending on your needs. CSV is suitable for spreadsheet analysis, while JSON preserves the full data structure.