Best Practices for DocuSign GIAs

Gray Surety uses DocuSign, coupled with smartphone camera technology, to eliminate the need for a traditional notary when executing General Indemnity Agreements (GIAs).

When used properly, DocuSign provides better authentication of indemnitor signatures than a traditional notary. In addition to recording the IP address of the indemnitor’s network device, DocuSign verifies the identity of individual signers by scanning their government-issued identification using a smart phone camera.

IMPORTANT: The more information Gray Surety specifies when preparing the DocuSign GIA, the more information DocuSign looks for on the government issued ID. For this reason, we need to make sure the name on the DocuSign envelope matches the name of the signer’s government issued ID exactly.

DocuSign checks the following when authenticating a signer’s ID:

  • The ID is not expired
  • The name exactly matches the envelope as specified by the sender
  • The MRZs (machine readable zones), such as the barcode, decode to information that is
  • consistent with the rest of the ID
  • Visual features/holograms are consistent with what that ID type should look like
  • There is no evidence of tampering in terms of fonts, letter spacing, holes in the ID, etc.

If a signer is having difficulty with the ID Verify Feature, try the following:

  • Make sure there is no glare or blur in the captured images of the signer’s ID, and that the ID takes up at least 80% of the frame (rotation does not matter).
  • Laptop webcams are commonly low resolution, so DocuSign recommends verifying IDs using a mobile device.
  • Make sure the signer is using the “Jump to mobile” option for the verification step, in which a link sent is sent to their phone. This ensures that a higher-quality phone camera is used for ID verification.