Signature Proof Audit Trail: What Is It For?

What is a proof journal

The proof journal (or audit trail) is the timestamped log of all actions performed on an electronic signature document: sending, opening, OTP entry, signing, refusal, expiration.

It is the equivalent of a digital "logbook," which constitutes the main evidence that can be produced in case of dispute.

Typical content

Each recorded event includes:

• precise date and time (generally qualified timestamp)

• action (sending, opening, OTP sent, OTP entered, signing, refusal)

• actor (signer, system)

• IP address of the signer

• user-agent (browser and OS used)

• metadata (document size, fingerprint, etc.)

The proof journal before the judge

French courts recognize the proof journal as a determining factor in case of litigation, provided that it is:

• produced by an eIDAS-compliant platform

• complete and coherent

• timestamped by a trusted third party

• preserved according to legal retention periods

The combination of proof journal + PDF signed with cryptographic fingerprint makes good faith contestation extremely difficult.

Where to find the journal

Two typical locations:

• Integrated into the PDF: often on the last page, visible summary

• Accessible via the platform: detailed audit trail exportable

Some platforms provide a public verification link allowing anyone to view the journal without an account.

Practical use

In internal audit

• verify signature compliance

• check date consistency

• identify anomalies (unusual IP, suspicious times)

In litigation

• produce the journal as evidence before the court

• refute a signature contest

• establish a precise chronology

In regulatory control

• Labor Authority, data protection authority, labor inspectorate

• journal export for affected contracts

Best practices

• Preserve the journal for the entire legal duration of the document

• Export periodically to avoid platform dependency

• Never modify the journal manually (invalidates the evidence)

• Train your legal teams in journal use

Common mistakes

• Keeping only the PDF, not the journal

• Storing the journal in a non-exportable proprietary format

• Forgetting to include the qualified timestamp

• Failing to anonymize journals when transmitting them to third parties

Concrete case: signature contestation

A dismissed employee contests having signed his non-compete amendment. The employer produces the proof journal:

• precise date: March 15, 2024, 2:32 PM

• IP: consistent with home address

• OTP SMS entered on the employee's phone (number in his file)

• PDF fingerprint unchanged since

The labor court rejects the contestation — proof journal decisive.

How Certyneo helps you

Certyneo automatically generates a complete proof journal for each signed envelope. Exportable as PDF or JSON, integrated into the final PDF, preserved for 10 years, and available via public verification link for third parties.

Discover the Certyneo electronic signature solution

FAQ

Is the journal admissible in court?

Yes, provided it is produced by an eIDAS-compliant platform.

Can I modify the journal?

No, any modification renders it invalid.

How long should I keep it?

At least as long as the signed document (10 years for commercial contracts).

Does the journal reveal personal data?

Yes (IP, user-agent, times). Protect its access according to GDPR.

Can it be shared with a third party?

Yes, via a verification link or PDF export.

Conclusion

The proof journal is the legal key to electronic signature. Preserve it carefully, and you will have a solid position against any contestation.

Try Certyneo to send, sign and track your documents online simply, quickly and securely.