Notarization assures the parties of a transaction that a document is authentic and can be trusted. It ensures that a document’s signature is genuine, its signer acted without duress or intimidation, and intended the terms of the document to be in full force and effect. Notarization is executed by a Notary Public, who is authorized by the state to vet, certify and maintain records of notarized documents. The Notary is responsible for impartial screening of a signer’s identity, willingness and awareness. The screening detects and deters document fraud, and helps protect the personal rights and property of citizens from forgers and identity thieves.

What is Remote Online Notarization?

Remote Online Notarization facilitates 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 validate and authenticate the identity of the signer and record the notarization session.

In light of recent events, employers are urging individuals to work remotely. This poses a unique challenge for Notaries and signers to get documents notarized in a face-to-face scenario. In response, numerous states in the U.S. have enacted emergency measures to help Notaries carry out their duties. Certain states are temporarily revising their Remote Online Notarization restrictions to allow the use of online solutions to remotely conduct business.

An example of using online solutions to remotely conduct business is combining web conferencing software with OneSpan Sign’s eNotary feature to facilitate Remote Online Notarization for certain states.

Consult this site to view a list of states that have enacted Remote Online Notarization laws and/or emergency measures. Some states may have specific requirements that could restrict the use of OneSpan Sign eNotary. Please consult your legal counsel to determine if your organization can use OneSpan Sign eNotary to support Remote Online Notarization requirements.

For more information on Remote Online Notarization, see Demand for Remote Online Notarization on the Rise Due to COVID-19.

How can OneSpan Sign support Remote Online Notarization?

OneSpan Sign eNotary allows Notaries in approved state jurisdictions, to electronically witness, sign and seal documents in a face-to-face scenario with signers. OneSpan Sign eNotary can be used in conjunction with web conferencing software to meet the Remote Online Notarization requirements for your state .

When evaluating web conferencing software vendors, consider features such as the ability to start and stop recording the notarization session at will, to share your screen with signers, and to allow signers to remotely control your pointer, in order to facilitate your Remote Online Notarization process.

If your organization is considering a Remote Online Notarization process, it’s important to understand and follow your state jurisdiction regulations for notarization requirements as modified by emergency executive orders or other official guidance. Speak to your legal department for advice about this matter.

Next Steps

Contact your OneSpan Account Manager or Customer Success Representative to start using the OneSpan Sign eNotary feature today.

For more information, 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 need to be signed (e.g., transferring land or vehicles, settling insurance claims, creating liens or trusts).

Although the e-NotaryA 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 licence number.
    • Journal: Displays the Journal entries you've made as a notary.

Signing and Notarizing Documents

Prerequisites

  • When the transaction in this procedure was created, it was marked as a notarized transaction. The next 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.

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.

Journals

A Journal is a log that a notary is required to keep to record information related to each notarization they perform.

This section discusses:

Creating 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 a 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 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.
  • You are logged into OneSpan Sign, and are either on the MyAccount > Notary page, or are on the Admin page.

Action

To view your Journal entries:

  • Click the Journal link. This opens the Journal page, which displays all your 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 Journal entries (including any date filters) to a CSV file, click Export to CSV.

Video: How to Electronically Notarize Documents in OneSpan Sign