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Originally posted by Deborah

Hi Linda! Thank you for your SUPPORT 'curiosity' & input! LOVE IT!!!

In answer: 1)To identify the docs that have been notarized, after the Folder has been 'Last Name/Dated' to start the folder, the Email and Manual Entry screen appears. I am a mobile notary, so I receive my orders through email- I just extract the 'confirmation' email and it gets added into the folder. The email includes signers names, times, dates, type of documentations, addresses, fees, phone numbers, title contacts - all authenticating the face-to-face meeting with the signers. The Manual Entry Data screen will receive the Description of Docs notarized, and all other pertinent data to document that we met with the real 'John Doe', and he is who he said he is... ie: all the information required in the paper journal. Also, a note section to clarify any circumstances.

2) Requests of copies of line items? Oh, this is so cool!:
When the folder is completed, it is sent encrypted to the email of your choice (and then stored as described next). It then can be found by Name/Date and in sequential order. So each entry can be easily found and printed out as needed. PS. During journal entry, the signature or Photo cannot be altered, nor can they be altered on receipt into email. Wahoo! (All this is to protect us!)

3) And the security... I too am very 'leary' of online storage. But storage we have to do in any event, so we have opted to leave the final storage options to each notary according to their wit, education, opinion and adaptation. So, the folder is sent encrypted to an email destination of user's choice, then stored to their discretion. Info can be printed (and bound), stored on disk, saved in email or on a cloud (WOW)! Our journal is for our protection, and I guess we each would have a personally great way to save our protection device. I hope this is an advantage.

Also, GREAT word of caution that you advised, Linda. Each state does have their own journal requirements, though we have tried to comply as universally as possible, and still stay personally accurate and protected. For instance; Texas allows a gov't issued ID to be recorded, but it cannot show the ID Number - but everything else can be shown; 8 states require a bound sequential journal. We are working on printing capabilities that would comply (will keep you posted), but for now, all of the entries are stored sequentially, and
all overview can be printed. Also,each selection can be opened and printed individually; In CA, legally only POA and Quit Claim must have thumbprints. Other employees and authorities may require thumbprints, and to safeguard the notaries, it could be a good idea in CA and elsewhere, but they can still be taken and included as a postscript in NOTES, and filed under separate cover in case of audit or court order.
Also, great note on 'feeling not so comfortable' on retaining the photo ID in records. I personally LOVE it that I can compare the signature to the ID and picture on ID to signer (like we all do in person) - but if a judge ever calls me in to verify I met with a particular person, I have all the proof that is state required at meeting - and I can prove it years later! I feel much safer and in provable compliance than I ever did with the paper journal.... BUT, if anyone doesn't agree, then I would just take a picture of the signer's face to prove you met face-to-face. The photo ID may be a bit overkill, (I do like all doubts to be dead!) but I am required to send photo ID copies to title companies, when I do a signing anyway. Also, in the event, the signor is not able to make a copy of their ID before meeting, I take a picture with my phone and send it on to the title co. for their authentication - even for Texas signings. So, to each his legal own, but I have tried to cover us if we so desire to use that tool. In the Official Notary Journal App though, a form of photo must be supplied to finalize folder.

Whew! Wordy!!! But just for your dining pleasure! Enjoy!!!

Deborah OfficialNotaryJournal.com

Deborah Zahn-Hamilton
Certified Signing Agent
Official Notary Journal

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Originally posted by LindaH

This looks absolutely brilliant Deborah!! I'm curious:

1. Where do you identify the docs that have been notarized?
2. How would you handle requests for copies of line items? (not that I've ever had a request for a copy but it did occur to me).
3. How is the security? I'm leary of online storage of data.

Just a few thoughts...but this looks really interesting. Good job!

I do want to add a word of caution though - each notary should check their state journal requirements - many states specifically state "bound, sequential journal" - and this may not qualify for use in those states (CA comes to mind..would not work as thumbprints are required on some notarizations). In FL we aren't required to keep a journal but if we do it is recommended it be bound; also, we're not authorized to keep copies of docs we notarize - I would think we're even LESS authorized (if that's a phrase) to keep a copy of people's ID's. That's the one feature of this I don't like.


Linda
http://www.columbiacountynotary.webs.com

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