News Archive 2011
DECEMBER 2011
Reduce Your Risk Of A Lawsuit
Notaries are likely to be subject to lawsuits due to improperly notarized documents and other notarial mistakes. To help notaries avoid mistakes and protect themselves, the National Notary Association (NNA) has created a web page offering tips and advice on how to prevent lawsuits.
The NNA's Notary Lawsuit Protection Web Page includes videos about steps notaries can take to prevent legal claims and what notaries should do if they are sued, a PDF document to download, print and use as reference, and links to more information on the topic.
NOVEMBER 2011
Notary Knowledge Public Awareness Campaign
The National Notary Association has launched its Notary Knowledge public awareness campaign. It features video excerpts and resources to educate the public on what Notaries do, how they protect the public, and what can happen when they are not involved in a transaction. Notary Knowledge outlines several topics that may be unfamiliar to the public, but essential to understanding the role notaries play in the economy and consumer confidence.
>> Expand your Notary Knowledge
OCTOBER 2011
The National Notary Association Recommended Notary Practices
Notaries Public are Public Officials bound by the laws of their State and not by anyone else, including an employer, friend, associate or family member.
The National Notary Association has published a list of recommended notary practices:
- Always follow state law that requires the signer to be in your physical presence every time you notarize without exception.
- Always have the signature on the document affixed or acknowledged in your presence.
- Always obtain identification that contains a photograph, physical description and signature.
- Always keep a chronological record of the notarial act, including the signature of the signer in your journal, which must be kept in your custody and control at all times.
- Always ask for a thumbprint of the signer in your journal to help protect against imposture.
- Always confirm that the signer is not being coerced and is willingly signing the documents you notarize.
- Always attach a Notary certificate if wording is not already printed on the document.
- Always notarize only documents that are complete and without blank spaces.
- Always use a seal when you notarize, and be sure to keep it in your custody and control at all times.
- Always refrain from giving advice to signers unless you have the professional training and credentials to do so.
SEPTEMBER 2011
Save the date! NNA Conference 2012 in San Diego, CA
The National Notary Association has announced that its 34th Annual Conference will be held at the Sheraton San Diego Hotel and Marina in San Diego, CA from June 3-6, 2012.
The 2012 Conference will offer networking opportunities, keynote sessions, hands-on workshops and open-forum discussions.
More information about the theme, participants, scheduled panel topics, workshops, special early-bird registration specials, and the 2012 Notary of the Year program details and nomination process, will be available soon through the National Notary Association Conference Webpage.
AUGUST 2011
The NNA's 2011 State Of The Notary Public Office Report
The National Notary Association has released the State of the Notary Public Office 2011 report. It can be download from their website free of charge by members, non-members, employers and the general public.
The report includes an annual snapshot of the growing importance of notaries; the emerging needs of business, government and the public; and the ever-changing landscape of opportunities tied directly to current economic conditions and trends, particularly in the real estate, mortgage and banking industries. It specifically examines the challenges posed by efforts to legalize online notarizations, the impact of recent court cases on liability for improper notarizations, and the growing opportunities for notaries to serve the public.
To download the State of the Notary Public Office 2011 report go to the National Notary Association's website
JULY 2011
Many States Say No To Webcam Notarizations
Many states including California, Colorado, Nevada, New Jersey, Oklahoma, Rhode Island, and Wisconsin have declared that online webcam notarizations are illegal and not permitted because they do not meet state laws requiring signers to personally appear before a Notary.
A person using the services of a Notary Public must appear in person before the Notary Public and sign the document in the presence of the Notary. Other electronic means of appearance, such as web cam or Skype, are not acceptable.
JUNE 2011
Notaries Public Required To Be Fingerprinted for Each Commisson Term
In order to be granted commission as notary public, applicants are required to complete a Department of Justice (DOJ) and Federal Bureau of Investigation (FBI) background check and be fingerprinted via Live Scan. Applicants must first take and pass the notary public exam, and then have their fingerprints taken within one year of the exam date in order to avoid being retested.
Notaries Public who renew their commission need to have their fingerprints taken via Live Scan and pass a background check for each commission term, even if they have been fingerprinted in the past.
All States Notary, Inc. provides Live Scan Fingerprinting Services. For more information please go to Live Scan LA.
MAY 2011
E & O Insurance - An Essential Safety Net for Notaries
Lawsuits are a serious concern for notaries who work as small businesses and independent contractors. This is why legal and business experts strongly advise notaries to take out Errors and Omissions ("E&O") insurance. "E&O" policies will give notaries peace of mind as they provide both legal and financial protection against possible lawsuits. It's a safety net against financial losses or court costs which can be very high in case of a legal dispute.
Read the full article from National Notary Association's Notary Bulletin
APRIL 2011
All States Notary Adds Live Scan Electronic Fingerprinting Service Location in West Los Angeles
All States Notary, Inc. is now offering Live Scan Electronic Fingerprinting. The new service "Live Scan LA" is centrally located in West Los Angeles to respond to the high demand for Live Scan services from local applicants. It also assists employers in meeting the increasing requirements for background checks. Live Scan LA provides walk-in and mobile service.
Live Scan fingerprinting is the technique and technology used to capture fingerprints electronically. It replaces the more traditional method of ink and paper. The fingerprints are electronically transmitted to the Department of Justice (DOJ) for a criminal record check. Through Live Scan fingerprinting background clearances can be processed within a few days instead of weeks it requires for traditional fingerprinting.
Live Scan fingerprinting is used to reveal criminal history information for identification, employment and licensing purposes by matching fingerprints and other identifying information to existing data files for an individual.
For more information please visit the Live Scan LA website.
Read the full Press Release.
MARCH 2011
Why Notarization is More Relevant and Vital Than Ever
The National Notary Association (NNA) has released a white paper about the importance of notaries and notarial acts in today's business world. It explains the different types of notarizations, how they help to build trust in and ensure legitimacy of business transactions, and how society relies on US public notaries.
Read NNA's "Why Notarization Is More Relevant And Vital Than Ever"
FEBRUARY 2011
Very Affordable Dual Tray Laser Printer Makes Letter/Legal Size Printing Breeze!
We have noticed that many of our notaries are still using single tray printers for their loan documents. Some are printing all pages on the more expensive legal size paper, while others swap the legal/letter sizes in order to print each page as it was sent by Escrow.
Don't waste time and money with outdated equipment - use a dual tray laser printer!
Dual tray laser printers are time efficient and allow loan documents to be printed on both letter and legal size paper from two separate trays. This will save on printing and paper costs since letter sized paper is much cheaper than legal and it will allow you to use as little legal size paper as possible.
While there are many dual tray printers on the market, most of them are fairly expensive.
All States Notary recommends the Brother HL-5370DWT Laser Printer with Wireless Networking, Duplex and Dual Paper Trays
With this very affordable dual tray printer (less than $300), you can easily print mixed size loan packages and forget about the hassle of swapping paper.
We have recently purchased one of these printers for the office, and it works great!
The Brother HL-5370DWT Laser Printer
JANUARY 2011
Beneficial Interest - Notarizations for Relatives
Beneficial Interest is a problem that could arise when notarizing documents for relatives. While some states do not prohibit notarizing documents for relatives, other states strictly regulate what relatives are allowed to be notarized.
Notaries should always proceed with caution as they are expected to serve impartially. However, when a notary is related to a signer, the notary could be considered to a have a potential benefit from the document that is notarized. In the case of a legal dispute this could potentially lead to claims of bias or impropriety.
For more information about this topic, please check out this article from the National Notary Association.
