Notarization

Notarization assures the parties to a transaction that a signed document is authentic and can be trusted. In particular, it ensures that: (1) the document’s signatures are genuine; (2) the signers acted without duress or intimidation; (3) the signers intended the terms of the document to be in full force and effect.

Notarization is done by a Notary Public, who is authorized by the government to vet, certify and maintain records of notarized documents. The Notary is responsible for the impartial screening of a signer’s identity, willingness and awareness. Such screening detects and deters document fraud, and helps to protect the personal rights and property of citizens from forgers and identity thieves.

e-Notary

OneSpan Sign's e-Notary feature enables Notaries in approved state jurisdictions to electronically witness, sign and seal documents in face-to-face meetings with signers.

Remote Online Notarization

Remote Online Notarization enables signers and Notaries to get documents signed and notarized online, without the need to physically meet one another. The signer uses electronic signatures to complete documents in the presence of a Notary via web-conferencing software. The Notary must authenticate the identity of the signer, and record the notarization session.

OneSpan Sign’s Remote Online Notarization feature combines its e-Notary feature with its web-conferencing feature called Virtual Room. This combination enables Remote Online Notarization.

In light of recent events, many employers have been urging their staff to work remotely. This has been challenging for Notaries who are accustomed to notarizing documents in face-to-face meetings with signers. In response, certain U.S. states have revised their Remote Online Notarization restrictions to allow Notaries to use online solutions. In those states, Notaries can carry out their duties remotely.

Consult this site to view a list of states that have enacted Remote Online Notarization laws or emergency measures. For additional information, see Demand for Remote Online Notarization on the Rise Due to COVID-19.

If your organization is considering using a Remote Online Notarization process, it’s important to follow your state's notarization requirements as modified by emergency executive orders or other official guidance. Please speak to your organization's legal department for advice about this.

When evaluating alternative vendors of web-conferencing software, it's worthwhile considering if the host of a notarization session can: (1) start and stop the recording of a session at will; (2) share their screen with signers; (3) permit signers to remotely control the pointer.

Next Steps

Contact your OneSpan Account Manager or Customer Success Representative to start using OneSpan Sign's Remote Online Notarization feature today.

See our blog post: Tips & Tricks: How to Electronically Notarize Documents in OneSpan Sign.

Video: How to Electronically Notarize Documents in OneSpan Sign

Notarization occurs in many situations where documents must be signed (e.g., transferring land or vehicles, settling insurance claims, creating liens or trusts).

Although OneSpan Sign's e-NotaryClosed A OneSpan Sign feature that permits the e-signing and notarization of the documents in a transaction. process is completely electronic, during this process all signers must be in the physical presence of a notary. Indeed, notarization always involves an in-person meeting between a notary and all signers.

The following sections describe various aspects of e-Notary:

Viewing Your e-Notary Information

Prerequisites

  • e-Notary is enabled for your account.
  • The user currently logged in is a notary.

Action

To view your e-Notary information:

  • From the My Account page, click e-Notary. The displayed fields include:
    • Jurisdiction: Displays your jurisdiction as a notary.
    • License expiry date: Displays the expiry date of your notary license.
    • License number: Displays your notary license number.
    • Journal: Displays the Journal entries you've made as a notary.

Requiring a Notary for a Transaction

Prerequisite

  • e-Notary is enabled for your account.

Action

To mark a transaction as "notarized" (i.e., as requiring a notary):

  • On the transaction's dedicated page, select Enable Notarization.

  • If a Group recipient exists in the transaction, the Enable Notarization option is disabled and unchecked.
  • If an active notary exists in the transaction, the Enable Notarization option is disabled and checked.
  • If the Enable Notarization option is selected, in-person signing cannot be enabled for the transaction.

Signing and Notarizing Documents

Prerequisites

  • When the transaction in this procedure was created, it was marked as a notarized transaction. The previous section describes how to do that.
  • The notary and all signers must be together in person, and have access to a single device that will be used by all parties to review and sign the documents (e.g., a computer or tablet) .
  • The notary has verified each signer's credentials, and has noted the type of credential each signer provided.

Action

To e-sign and notarize the documents in a notarized transaction:

  1. The notary begins the signing process by logging into their OneSpan Sign account, and selecting the relevant notarized transaction.
  2. The notary passes control of the device to the first signer, who signs all Signature Fields that require their signature. This process is repeated for each signer.
  3. To complete the process, the notary signs each document.

After signing and notarization is complete, the person who created the transaction (i.e., the Sender) can download copies of all signed and notarized documents. In addition, the Sender can optionally distribute the documents to all signers and the notary.

Managing Your e-Journals

An e-Journal is an electronic log that a notary is required to keep to record information related to each notarization they perform via e-Notary.

This section discusses:

Creating e-Journal Entries

Prerequisites

  • e-Notary is enabled for your account. To arrange this, contact OneSpan Sign Support.
  • The user currently logged in is a notary.

Action

To create an e-Journal entry:

  1. At any point during a signing process, click Journal. An EJournal Entry diaog box appears.
  2. Specify the following fields:
  3. Field Description
    Document Type Type of document being signed (e.g., will, loan, transfer of ownership)
    Document Name Name of the document
    Signer Name of the signer for whom the entry is being created
    Signers Signature Type of signature applied by the signer
    Identification Type Type of credential used to identify the signer (e.g., driver's license, passport, birth certificate)
    Identification Value Value associated with the Id Type (e.g., a driver's license number)
    Jurisdiction Your jurisdiction as a notary (e.g., state, county)
    Comment An optional comment
  4. Click OK.

Viewing Your e-Journal Entries

Prerequisites

  • e-Notary is enabled for your account. To arrange this, contact our Support Team.
  • The user currently logged in is a notary.
  • You are logged into OneSpan Sign, and are either on the MyAccount > Notary page, or are on the Admin page.

Action

To view your e-Journal entries:

  • Click the Journal link. This opens the Journal page, which displays all your e-Journal entries in descending order of their Creation Date. In addition to the fields described in the previous section, each entry displays an assigned Sequence Number.
  • You can search the Journal Entries list to find specific entries. In particular, the two date fields enable you to search for entries whose Creation Date lies within the defined date range (inclusive).
  • If you want to export your current list of e-Journal entries (including any date filters) to a CSV file, click Export to CSV.

Video: How to Electronically Notarize Documents in OneSpan Sign