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Audit Trails Increase the Enforceability of Remote Online Notarizations
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Often, a signer's concern with Remote Online Notarizations is their document won't be recognized as an authentically notarized document. Notarize Genie understands this concern and has put an emphasis on creating a strong audit trail. Should a question arise regarding the validity of the signed document, the signer can use the audit trail to evidence the enforceability of a document signed in front of an online notary.
Audit trails include data from the document and demonstrates each step taken during the online notarization. Due to the tracking of each action, audit trails actually make online notarizations easier to enforce than in-person notarizations.
How an Audit Trail Works
Audit trails are used to track the steps taken by the signer and notary during an online notarization. These steps prove the signer's identity and the date/time of the signature. The audit trail records transactional data from every step of the online notarizations, starting at the beginning.
Before the Transaction Begins
The audit trail includes information from before the signer and notary connect. This information includes the date/time of the transaction creation and a record of email, communications, and notifications sent to any signer, witness, or notary.
Connecting with the Notary and Verifying The Signer's Identity
Before the signer and notary connect, the signer must undergo identity verification. This includes a knowledge-based quiz based on the signer's personal history. The second step involves a credential analysis which uses third-party technology to review the validity of the signer's identity. The audit trail records the signer authentication date and time and the pass/fail information.
Additionally, before the notarization session begins, the signer and notary must consent to the use of an e-signature, which is recorded in the audit trail.
The Notarization
Once the signer passes authentication and consent to the use of an e-signature, they connect with their notary via audio-visual communication. During the notarization, the following information is collected for the audit trail:
- 1. Title of the document(s) each signer, witness, and notary views
- 2. Signature and initial creation/application by signers, witnesses, and notaries
- 3. Party agreement to/acknowledgment
- 4. Transaction completion
Post Notarization
Just because the notarization is over doesn't mean the audit trail ends. Once the document is complete, they are downloaded and sent to the signer. The audit trail tracks the download and any other actions taken post-notarization. As such, it collects any information changes or document modifications that could possibly take place after a notarization.
Once the audit trail is complete, it becomes memorialized in a separate document and is sent back to the signer along with the authentically signed document. This audit trail is now the strongest evidence a signer can use to establish the validity of the notarized document.
What is Transaction Data
These days, we are used to all of our personal data, including names, addresses, and emails, being collected by websites we visit. However, transaction data is something entirely different than our personal data. Transactional data is metadata about activities, events, and actions occurring during the transaction on Notarize Genie's remote online notary platform.
This transactional data makes up the audit trail as it tracks every transaction and interaction on the platform. The transactional data is available to both parties during and after the session.
Audit Trails Make an Online Notarization Stronger Than In-Person Notarizations
A common misbelief among signers and businesses is thinking in-person notarizations are more secure and easier to prove than online notarizations. However, as with most things in life, technology has the advantage of making fewer mistakes and being more detailed than humans.
In-person notarizations do not provide a detailed audit trail once the signing is over. The only evidence of an authentically signed document is the notary stamp/seal and the notary's journal. In addition to these, an online notarization provides an in-depth audit trail.
The Notary Journal as Supplemental Evidence In addition to the audit trail, the notary must maintain an electronic journal containing much of the same information. In their journal, the online notary must record the following information:
- 1. Name and address of each signer
- 2. date and time of the notarial
- 3. the type of document notarized
- 4. type of identification the signer provides
- 5. Type of notarial act
- 6. Audio-Video Recording
Should the audit trail and notary journal not suffice to prove the authenticity of a signing, online notarization platforms must keep an audio-video recording of the session. The recording starts when the session begins and records all acts taking place during the notarization. The recording plus audit trail and journal should be enough to establish the notarized document is valid and enforceable.
How to Sign Up With An Online Notarization Service
Now you understand an online notarization is easily enforceable, it is time to get started with an online notary. To join Notarize Genie's platform, signers simply have to head to our website, www.notarizegenie.com, click "get notarized," and create a signer's profile. Once this is set, you can begin your notarization session, during which you will connect with an online notary.
Notarize Genie has a pool of pre-approved, on-demand notaries that are ready to help you through the online notarization process. Our notaries go through a rigorous approval process that involves a knowledge test and certification check. We ensure our notaries are legally commissioned, certified signing agents who possess the necessary knowledge to make your experience an easy one.
The notaries must provide their notary commission, training, education, background, and insurance. Notarize Genie then requires the notary to pass the NNA Signing Agent exam and Notarize Genie's onboarding examination.
Personal and Transactional Data
With the audit trail including your personal and transactional data, it is natural to worry about the safety of your data. Don't worry, we provide tamper-proof storage of your information using password-encrypted storage technology, and only the notary and the signer have access to the signer's information.
Should the signer need to prove the validity of their document, Notarize Genie will work with them to provide the appropriate parties access to their personal and transactional data. Should a party request access to the information, notarize Genie will not provide it without the signer's permission or if it is required by law.
Notarize Genie's Online Notary Service Provides an Audit Trail to Enforce Your Document
Notarize Genie's online notarization platform will provide you with an audit trail sufficient to prove the authenticity of your notarized document. Should your document face scrutiny, Notarize Genie will work with you to prove the enforceability of your signature.
If you have questions regarding our online notary service or our use of an audit trail, don't hesitate to reach out. You can visit our website or schedule a call with us here.
