Electronic Notarization

Electronic Notarization and Online Signing Services

Electronic notarization allows a notary public to utilize electronic signatures to sign documents and an electronic seal to certify that it was notarized. These notary publics are referred to as an e-notary.  This is not a remote notary.  The legal definitions of an e-notary are different and the parties involved are required to be physically present. 

This has become a fast-growing and convenient way for documents to get notarized.  Accelerated by COVID a lot of local governments have embraced this platform.  However, not all states allow this type of notarization.  There are even fewer states that allow for remote online notarizations to take place.  As more states are passing laws authorizing these types of notarizations the practice is becoming more widespread. 

With electronic notarization, all parties have to be in the same room.  However, there is no paper that needs to be exchanged.  Instead, everything is completed digitally.  The process is secure and documents can not be tampered with.  There are a number of systems that safeguard this specific technology.  One of the most common is DocVerify. 

There are many platforms that provide the tools a notary needs to enable electronic notarizations and/or remote online notarizations to their clients. These platforms enable notaries to conduct their services with ease and accuracy, providing a safe and secure environment for individuals and businesses alike. A remote online notarization is able to use video conferencing for those that are not able to be present. 

This form of notarization allows individuals to participate in the process without needing to be physically present. During a video conference, the notary will verify identity and witness signatures before granting permission for the document to be filed with the court.

Notaries can take advantage of these platforms and their tools to provide fast, reliable notarization services for individuals and businesses alike. With the help of these platforms, notaries are able to offer a secure environment that ensures accuracy and keeps data safe from the eyes of hackers. With the help of these platforms, notaries can provide their clients with the convenience and security they need to make sure that their documents are properly notarized.

The option for paper documents or digital documents is available as well. 

Both types of notaries are required to complete the same responsibilities as a standard commissioned notary public.  The difference is in the way the notarization process is carried out and their specific training in order to conduct the notary service. 

Female professionals working on electronic notarization. Young Muslim business women sitting in cafe, reading papers and using tablet. Business meeting or partnership concept

e-Notary Services

If you would benefit from the services of an e-notary or remote notary you need to first determine if it is available in your state by contacting your local secretary of the state department.  Typically, once you have found a notary you will have access to upload documents electronically via an email link you will receive from the notary.  The notary will confirm your identity, review the documents and answer your questions. 

On the day of your appointment, you will meet with the notary (a remote notary will conduct a video conference).  Once your appointment is completed you should be able to download your notarized documents. 

DocuSign has some great tools for exploring.

DocuSign is a digital signature platform that offers a range of great tools for exploring. With its interactive features and easy-to-use interface, it’s ideal for companies of any size looking to go paperless. From single documents to entire contracts, Docusign makes signing documents easier than ever before.

The platform allows users to sign documents securely, reducing the chance of fraud and error. It also keeps an audit trail of all signed documents, so it’s easy to track any changes or amendments over time. The platform can be integrated into existing workflows and processes as well, making it a great choice for businesses that need to quickly manage their document signing process.

If electronic notary or remote online notarization is available in your state you can locate an e-notary or remote notary either by going directly to online signing services (simply search electronic notarization).  Or you can search online for the specific notary type you are in need of.  Your town clerk may also be able to help you.  What you should be looking for is your comfort level with the technology they will be using.

Man digitally signing an electronic notarization on a tablet.

If you are using a remote online notary, you need access to a camera, ask if you are using an app and if so, are you comfortable with that on your personal cell phone?  Be sure to check out our article on the Notary Public Code of Professional Responsibility, it will be helpful to make sure you are doing your due diligence for compliance.

Ask for references and search their license status with the state.  Make sure that you are working with a trained notary specific to the notary service they are providing.  They are not standard commissioned notaries and are required to obtain specific training by their state. 

By taking the time to properly vet a notary, you can ensure that you are working with someone who is trained and qualified to provide notary services. This will give you peace of mind that your documents and transactions are being handled legally and securely. Investing in the necessary research upfront could save you from potentially costly mistakes in the long run.

Both of these types of electronic notarizations are convenient and the process is straightforward.  Having them available in your state you will find them to be a very easy way to get your documents notarized!

All in all, electronic notarization and online signing services offer a safe, secure and convenient way to handle important documents. This process allows people to easily get documents notarized without having to travel or wait in line. It’s important to be aware of the legal definitions when considering e-notarization and document signing services so that you understand your legal rights, responsibilities and the procedures required.

Moreover, it’s always wise to thoroughly review the terms of service for any company offering these services, especially if you’re trusting them with confidential or sensitive data. Ultimately, electronic notarization is a powerful tool for simplifying the tedious task of verifying documents as it gives everyone involved in a transaction access to the same document from anywhere around the world.

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