ToFF Sign User Guides & Execution Protocols

Step-by-step operating procedures for preparing, dispatching, signing, and archiving legally binding agreements.

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1. Initiating a Document for Execution

1. Log in to https://sign.tomoffinland.org with your institutional administrative credentials.
2. Select New Document (or select a standard pre-configured template).
3. Upload the finalized legal PDF document.
4. Define recipient roles:
   • Signer: Parties required to execute the document.
   • Viewer / CC: Parties who receive an executed copy for record keeping without signing authority.
5. If multiple signatories are required, specify whether signing occurs in parallel or in a strictly enforced sequential order.

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2. Field Placement & Anchoring

Drag and drop required fields onto the document canvas for each designated recipient:

• Signature Block: Mandatory legal signature box.
• Full Legal Name: Text block auto-filled or populated by the signer.
• Date Signed: Auto-populated with the exact execution timestamp.
• Initials: Placed on margins of multi-page agreements where page-by-page verification is legally required.

Demonstration: Document Dispatch & Field PlacementSOP-SGN-01

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3. Signing Protocol for Signers

Signers receive an authenticated electronic transmission from sign.tomoffinland.org. No account registration or app installation is required.

1. Open the invitation link in any secure modern web browser (desktop, tablet, or mobile).
2. Review the document text thoroughly.
3. Click the highlighted field to apply your digital signature (drawn or cryptographically typed).
4. Select Complete Signing.
5. Once all signatories complete execution, an immutable signed copy and Audit Certificate are automatically distributed to all designated parties.

Video Walkthrough: Document Dispatch & Electronic Signing ExecutionSOP-SGN-02

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4. Reusable Institutional Contract Templates

To maintain institutional consistency and prevent formatting errors, standard legal instruments should be deployed as templates:

• Board Resolutions: Pre-configured signature blocks for all sitting trustees.
• Non-Disclosure Agreements (NDAs): Standardized bilateral covenants for visiting researchers, contractors, and partners.
• Art Loan & Exhibition Consents: Pre-anchored condition report sign-offs and transit liability agreements.
• Independent Contractor Agreements: Standard scopes of work and intellectual property assignment covenants.