If you're an online notary, you know that having the right tools can make a big difference in your efficiency and accuracy. In this post, we'll share some of the essential tools of the trade for online notaries.
From your computer setup to your plan for digital storage and security, these tools will help you get the job done right.
Computer
While most people think of a notary as someone who validates signatures on paper documents, an increasingly common type of notary is the online notary. An online notary uses a computer to notarize documents electronically.
While this may seem like a simple enough task, it's important to have a good computer for the job. There are a few things that an online notary needs in a good computer.
First, the computer should have a good connection to the internet with an ethernet cable connection being preferred to wireless. This is necessary for the notary to be able to connect with the person who is signing the document.
Second, the computer should be able to run online notarization software smoothly. This software is necessary for the notary to be able to create and sign digital documents. So, you'll want a powerful laptop or desktop computer as far as specifications are concerned.
Third, the computer should be secure. This is important because the notary will be handling sensitive information. The computer should have a good antivirus program and should be kept up to date as far as the operating system and software are concerned.
You can use a laptop or a desktop computer as an online notary, but you should know the trade-offs of each. With your laptop computer, you can be mobile and move your office with you. If you use a desktop computer, you'll enjoy the larger screen size.
Mouse and Keyboard
Of course, you'll need a mouse and keyboard to operate your desktop computer. But, if you're serious about putting together a professional online notary setup, you should consider a quiet mouse and keyboard.
It doesn't seem like a big deal for clients to hear your keys clacking, until it is. The subtle approach of a quiet keyboard and mouse adds to your client's overall experience.
And if you're not worried about great customer service, you should be!
Website
If you're going to be an online notary, you'll need an online presence. Your website should be your digital billboard where people can find out everything they need to know about you and your notary business.
But what do I say? A great place to start learning about what type of copy to place on a website is to read (or listen) to the book, Marketing Made Simple by Donald Miller. The author lays out a simple outline for "wireframing" a website whether you're having a developer create your site or if you're doing it yourself.
We recommend using Namecheap to purchase your domain and hosting and the reasons are because their prices are competitive and their service is outstanding.
Electronic Notary Seal (E-Seal)
An electronic notary seal is a digital image of a physical notary seal that is used to notarize documents electronically. An online notary uses an electronic notary seal to attach a digital signature and timestamp to a document, which is then considered notarized.
When a notary uses an electronic notary seal to notarize a document, the document is considered notarized. The notarized document can then be used for legal purposes, just like a document that has been notarized with a physical notary seal.
x.509 Digital Certificate
There are many reasons why an online notary needs a digital certificate. Perhaps the most important reason is that it helps to ensure the notary’s identity. A digital certificate is like an electronic passport that allows the notary to prove their identity online. This is essential when conducting business online, as it helps to build trust between the notary and their clients.
A digital certificate is a piece of software that contains a public key and a private key. The public key is used to encrypt the document, and the private key is used to decrypt it. The digital certificate is used to verify that the private key belongs to the notary.
The digital certificate is issued by a trusted third party, such as IdenTrust. The notary must have a valid digital certificate in order to notarize documents electronically.
Webcam
A webcam allows an online notary to have a live connection with the person they are notarizing for. This way, you can ensure that the person is who they say they are and that they are physically present.
A webcam also allows you to see the person's photo ID, which is an important part of the notarization process.
A webcam gives you the ability to record the notarization process. This is important for your records and for the person you are notarizing for, as they can have a copy of the notarization for their own records.
Computer Monitor
A computer monitor allows the online notary to see the documents that are being signed. This is important in order to verify that the documents are the correct ones and that all of the required information is present.
The monitor also allows the notary to see the signatory's face, in order to verify their identity. Finally, the monitor, along with your webcam, helps provide a record of the notarization, which can be valuable in the event that there is any dispute about the notarization later on.
Noise Cancelling Headset
An online notary needs a noise cancelling headset to block out distractions and ensure a clear audio connection with the person they are notarizing for.
Headphones with a built-in microphone can help to eliminate background noise and provide clear sound quality for both parties. In addition, a noise cancelling headset can help to reduce echoes and feedback.
High Speed Internet
If you're considering becoming an online notary, one of the first things you need to consider is whether or not you have access to high-speed internet. While you can technically become an online notary with a slower internet connection, it's not going to be an enjoyable experience for you or your clients.
Here's why you need high-speed internet to be a successful online notary:
When you are dealing with electronic documents, you are usually dealing with larger files. You need to be able to download and upload these files quickly, without any delays.
You need to be able to communicate with your clients quickly and easily. A high speed internet connection (preferably hard-wired/connected via ethernet), so that you can quickly answer any questions that they may have.
You'll also need to be able to access notary supplies and resources quickly and easily. Which is what you're doing right now!
Portable Hard Drive
As an online notary, you are responsible for maintaining accurate and up-to-date records of your notarizations. A portable hard drive can be a valuable tool for keeping your records organized and accessible.
Portable hard drives are convenient for storing and transporting large amounts of data and they're durable and reliable, making them ideal for storing important records.
Portable hard drives offer fast and easy access to your records, so you can quickly find the information you need. All things considered, they don't cost much which makes them a great option for budget-minded notaries.
Portable hard drives offer peace of mind, knowing that your records are safe and secure. An online notary needs a portable hard drive to keep their records organized, accessible, and protected. Investing in a portable hard drive is a smart move.
Antivirus Software
An online notary needs antivirus software for the same reason that any other computer user needs antivirus software: to protect their computer from malware.
Malware is a type of software that is designed to damage or disable computers, and it can be spread via the internet. By installing antivirus software, online notaries can help to protect their computers from malware attacks.
As our lives move increasingly online, it's more important than ever to have a reliable antivirus software package to protect our computers and devices. Among the many options available, Bitdefender antivirus software has consistently been rated as a top choice by independent testing organizations.
In conclusion, the importance of notary work and notary tools cannot be understated. The notary public's role is expanding along with the demand of technology in our daily lives.
Let's be honest. Online notary services are not for everyone. However, they are an excellent way to get documents signed and notarized quickly and efficiently. This can save the notary and the signer time and expense since there's no need to travel.