Online Notary Manual

1. Creating Your Notary Account
   • Notarization is a simple, secure process that serves as a fraud-deterrent in many types of interactions and transactions. It is one of the oldest and most tried methods of fraud-deterrence in the United States, authorized and regulated by the laws of every state and U.S. territory. The process ensures that the document being used is authentic and can be trusted. Notarization is a three-part process in which a Notary Public verifies the individual or company, certifies the documents, and creates a record of the notarization. This process is often called a "notarial act."
   • Once you create your account, you will receive a confirmation email. Click the link in the email.
   • You will go through an identity verification process. Once you complete it, your application will be reviewed for approval.
   • Once you are approved, you will receive an approval email. Now you can sign in to Notaryberry using the account credentials you provided.
   • As an online notary, you will be required to secure and upload a Digital Certificate that you have received from an accredited, state-approved source within the state that granted your notary commission. Currently, Notaryberry accepts digital certificates from IdenTrust only. You will need a local file of your digital certificate, or pfx file. To learn how to export and save your digital certificate in pfx file, refer to the IdenTrust guide.
   • Once you upload your digital certificate in your profile page, upload an image of your notary seal that will be affixed to documents you notarize. The digital certificate will be applied with the seal you uploaded on the document.
2. Accepting Notarization Request
   • Once you have completed your profile, you will have full access to the service and will be able to accept available notarization requests.
   • You will find all available notarization requests at the top of the dashboard. Simply find the request(s) that fit your schedule and click accept.
   • You will only be able to schedule notary appointments back-to-back with at least a 30-minute period between them, in case there are complications.
   • You can also invite a specific user by their email to schedule a notarization session by clicking "Invite user" button at the top of the dashboard.
   • You will be able to enter the notarization session 10-15 minutes prior to the scheduled time.
3. Conducting Notarization Session
   • While the idea of a Remote Online Notarization may seem confusing or challenging at first, the process itself is incredibly similar to conducting a traditional session, and using the platform is very intuitive.
   • At the beginning of every notarization session, you must verify that the client is who they say they are. Typically, the client will have already completed an Identity Document check and Identity Proofing using the personal information quiz generated by Notaryberry. However, always manually re-verify your client at the start of the session based on ID like driver's license and passport.
   • Once you are ready to go over the document with your client, hit the recording button at the top to start the audio and video recording of the current session.
   • You will need to ask the client a series of questions before you notarize the document:
     • Do you understand what a notarization is? If no, please explain.
     • Have you ever done a remote notarization before? If no, explain the process. If yes, ask if they have any questions.
     • Do you understand that a notarial act is a legally significant action, and that once completed, your document will be enforceable under the law?
     • Do you understand the significance of the document that you have presented, as well as any obligations you may be required to perform once it is signed and notarized?
     • Can you confirm that you are here under your own free will, and that no one has pressured or coerced you to sign this document?
     • With all those questions and your responses in mind, would you like to continue with this session?
   • Once both parties are prepared, revise the document with your client.
   • If you need to ask your client to sign the document, click the client profile image on the left and click "give the edit access" button.
   • Once the client has signed or initialed the document wherever necessary and confirmed they are finished, add your signature, seal, and attestation to the document.
   • Find a clear, unobstructed space on the document, type out your attestation, then affix your electronic seal wherever necessary under or next to the attestation. A model version of an attestation can be found in the "My Docs" section.
   • Once the session is completed, click the three dots on the top right corner and upload the notarized document by clicking upload button. Once upload is completed, end the session by clicking "End Meeting" button.
   • You will be automatically directed to the notary journal page of the completed session. Complete the notary journal by filling out all necessary information. Be aware that once you save the journal, you will not be permitted to edit it except the note.