Online Notary Workflow

Although many jurisdictions have allowed online notarization for a few years now, it has not gained as much popularity as we might expect. Many people, understandably, prefer a “wet seal” when presenting official documents to others. However, there are more than just a few situations where a digital notarization may be the best course of action.

Below is a suggested work-flow for online notarization. As jurisdictions have differing requirements for validation, it would be best to conform these suggestions to the local policies and practices.

Client makes initial contact with the Firm.

Client makes initial contact.

Once the client makes initial contact, we need to handle a few preliminary matters. First, informed consent should be received from the client about the methods and platforms that are being used. The Firm or Notary should then explain the complete process to the client and get his or her official email that will be used for the signing process.

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Client sends document to Firm or Notary

 

Client sends document to firm or notary

After initial contact, the Firm or Notary should determine whether the Client needs a document from the Attorney, or whether the client already has his or her own. If the client is the source of the document, then he or she will send it to the Notary at this time for processing.

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Firm processes and prepares the document.

 

Firm processes and prepares document

Upon receipt of the proper document, the Firm or Notary will need to turn the form into a PDF and insert proper signature blocks. The document should also be stored in a secure, but easily accessible location.

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Client identity validated by Notary


 

Client identity validated by notary

In this step, the notary will generally validate the identification of the client. Although better methods exist, the two most common methods of validating are either, 1) using a third party to confirm that the ID is real and has correct information on it, or 2) using Knowledge Based Authentication questions to validate the client's identity without the need for a physical ID.

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Meeting begins between the parties


 

Meeting begins between parties

When setting up the audio and video connection, special attention needs to be paid to the client's camera set-up. The Notary should not only be able to see the client well enough to validate identity, but should also be able to see enough of the client to validate the actions being taken. The Notary should additionally confirm that the meeting is being recorded at this time.

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Meeting scheduled between client and Notary


 

Meeting scheduled between client and Notary

After the document is processed, or simultaneously, the Firm or Notary should consult with the client to determine when a virtual meeting can be held. If witnesses or other parties are necessary, they should be included in this discussion. It is advisable to schedule an additional appointment to test all parties' access to the Firm or Notary's platform or choice.

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Adobe Sign document shared with parties


Adobe Sign document shared with parties

After validating the identity of the client, the Notary will send the document to the previously confirmed email address for signature. If there are additional parties necessary for the document, the Notary will add their names to the recipient list as necessary. Additional information can be found in the link below

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Client signs document in view of Notary


 

Client signs document in view of Notary

Although the document is signed electronically, it is best practice for the Notary to see the client "sign" the document, or for the client to verbally confirm that they are signing the document in a way that can be memorialized in the recording of the transaction.

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Notary is informed that the client signed


 

Notary is informed that client signed

After the client signs the document in view of the Notary, Adobe will send an email confirming that the document has been executed via email. Remember that this document is now a separate document from the original one that was created. Be sure to follow the link in the email to get access to the document and confirm it is the one that was signed.

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Documents and video downloaded and distributed to parties


 

Documents and video downloaded and distributed

After all of the signatures are appropriately incorporated into the document, the Notary should separately download the finished product and the video of the transaction. The Notary should be sure to include the document chain in the files and then store these copies in a secure location that is properly backed-up.

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Notary affixes his or her seal to document


 

Notary affixes his or her seal to document

After the document is inspected and confirmed, the Notary will use an image of his or her official seal as a signature. The Notary will sign with his or her seal and finalize the document for distribution.

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Notary validates the document


 

Notary validates the document

After the document is signed by the client, the Notary should take special care to open the appropriate file. Once the file is open, the Notary should inspect the document to make sure all form fields are filled out, and inspect the accompanying document chain for any abnormalities.

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