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Authoritative Copy Concerns

C
Docusign Employee
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How are people handling extraction and storage of the(https://www.docusign.com/features-and-benefits/features) Authoritative copy for a completed envelope? The Authoritative copy is the single distinct absolute original version of a document that is unique, identifiable and unalterable without detection. I just found out about this specific requirement during a meeting with Legal. Based on what I've found online both through the guides and google, it seems like you can use an API call to extract it but you can't easily get it through the console. During a call with Support, it appears as if Authoritative Copy needs to be activated through your account rep. Though after speaking with legal, that seems like a large loophole in terms of auditing. If the Authoritative Copy is required for defense of any signature, and my account isn't even enabled to extract the Authoritative copy. How can I defend the signature?

Is anyone else actively storing the Authoritative copy? Are you extracting it through API? Connect through eOriginal? Downloading through the console? Any help would be much appreciated. Thanks 

Best answer by Community Expert

Great Question, 

Sounds like you have most of the bases covered

           "The Authoritative copy is the single distinct absolute original verison of a document that is unique, identifiable and unalterable without detection."

From what I understand, 

- Every Document sent through DocuSgn has an authoritative copy, which is owned by the sender of the documents, linked to the envelope in their DocuSIgn Account, but hosted by DocuSign as the custodian. 

 

- Authoritative copy is used Post-DocuSign Completion: referred to as Vaulting - transfering the authoritative copy outside of DocuSign  -to be used in another service -for archiving 

- If you delete the envelope or close your acount without vauliting before, the Authoritative copy will be lost. 

- Vaulting to another service is an advanced feature. Please contact your (https://support.docusign.com/login?from=/accountOverview) Account Manager to explore enabling on your account.

  *They may also be able to provide you with how other users are utilizing. 

I normally hear use cases for companies in the highly regulated financial services environment, that manage financial instruments.

  • Vehicle Finance
  • Equipment Leasing
  • Consumer Lending
  • Mortgage
  • Security Alarm
  • Education

But I would be interested to hear directly from other members too :)

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5 replies

C
Docusign Employee
Forum|alt.badge.img

Great Question, 

Sounds like you have most of the bases covered

           "The Authoritative copy is the single distinct absolute original verison of a document that is unique, identifiable and unalterable without detection."

From what I understand, 

- Every Document sent through DocuSgn has an authoritative copy, which is owned by the sender of the documents, linked to the envelope in their DocuSIgn Account, but hosted by DocuSign as the custodian. 

 

- Authoritative copy is used Post-DocuSign Completion: referred to as Vaulting - transfering the authoritative copy outside of DocuSign  -to be used in another service -for archiving 

- If you delete the envelope or close your acount without vauliting before, the Authoritative copy will be lost. 

- Vaulting to another service is an advanced feature. Please contact your (https://support.docusign.com/login?from=/accountOverview) Account Manager to explore enabling on your account.

  *They may also be able to provide you with how other users are utilizing. 

I normally hear use cases for companies in the highly regulated financial services environment, that manage financial instruments.

  • Vehicle Finance
  • Equipment Leasing
  • Consumer Lending
  • Mortgage
  • Security Alarm
  • Education

But I would be interested to hear directly from other members too :)

C
Docusign Employee
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Manually Download Authoritative Copy of a completed document (Vaulting)

As a sender, is it possible to manually vault completed documents (i.e. download the authoritative copy) and store it off of DocuSign?

C
Docusign Employee
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Welcome to the Community, I have merged your post with the previously answered discussion above. Yes, this is possible but is an advanced feature. Please contact your (https://support.docusign.com/login?from=/accountOverview) Account Manager to explore enabling on your acccount.  

C
Docusign Employee
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Hi

I too recetly came across this term.

How is Authoritative copy different from the copy of the signed envelope that we download after it is completed?

C
Docusign Employee
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Hello, The copy of a signed envelope (https://support.docusign.com/guides/ndse-user-guide-history-coc) History and Certificate of Completion is a copy of the Authoritative Copy. Envelopes in DocuSign accounts have an Authoritative copy in DocuSign's Custody. You can transfer the authoritative copy outside of DocuSign to be used in another service or for archiving. It will then no long be in DocuSign Custody. Vaulting to another service is an advanced feature. Please contact your (https://support.docusign.com/login?from=/accountOverview) Account Manager  to explore enabling on your account.I hope this helps clarify the term. 

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