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Notary Services Right Now: Document Handling Policy

 

Secure handling and receipt of physical and electronic documents play a pivotal role in maintaining the integrity of the notarization process. Ensuring the safe receipt of physical document shipments and promptly reporting any instances of broken seals to the appropriate parties are fundamental practices that underpin the reliability and trustworthiness of Notary Services Right Now.

 

To maintain document security of electronic documents, and their acceptance is also a priority. Our notaries avoid downloading e-documents on unauthorized devices and refrain from saving them locally to mitigate the risk of unauthorized access or tampering, preventing unauthorized downloading or printing by others, and upholding the confidentiality and authenticity of the documents entrusted to us and them.

 

Furthermore, the secure access of documents directly from trusted sources, such as secure email links or via SigningOrder.com, our notary management platform’s servers, serves as a key strategy for maintaining the overall security and integrity of the document handling process. This approach not only safeguards the documents from potential cyber threats but also ensures that the notary operates within a secure digital environment, upholding the confidentiality and trustworthiness expected of notaries.

 

Document Handling (Pre-Appointment):

 

  • Avoiding leaving copies of documents in printers or public places.

  • Deleting stored data from printers after use.

  • Limiting printing to two sets per assignment.

  • Keeping document packages locked and secure.

  • Preventing documents from being left in public places or borrower's / signer’s homes.

  • Removing originals or copies from fax machines or copiers after use.

  • Not storing document packages in cars, especially without an enclosed trunk.

  • Protecting documents from unauthorized handling or access by family, friends, or coworkers.

  • Shredding printed documents post-assignment.

  • Promptly deleting stored documents on computers and/or smartphones.

  • Properly securing paper files containing business records.

 

Document Handling (During Appointment):

 

  • Avoiding bringing documents from other appointments to a signing.

  • Not leaving documents unattended during signings.

  • Positively identifying all signers before allowing documents to be viewed and restricting viewing to authorized individuals only.

  • Sealing return packages in borrowers' presence or using a secure bag(s) in between signing, scans and UPS, FedEx, DHL or USPS dropoff.

  • Marking and securing stipulations separately for return.

  • Taking and shredding all copies of documents if the appointment is incomplete.

 

Document Delivery (Post-Appointment):

 

  • Personally delivering to shipping carriers or closing agents, avoiding drop box usage.

  • Sealing shipping envelopes before handoff.

  • Matching shipping label with document package.

  • Handing sealed envelope(s) to a clerk or employee at UPS, FedEx, DHL or USPS.

  • Obtaining receipt with tracking number then recording it.

  • Being present for a scheduled UPS, FedEx, DHL or USPS pick-ups and ensuring the driver scans it before leaving.

  • Handing package(s) directly to title agent, loan officer or employee at recipient's office.

  • Receiving receipt upon delivery to title, escrow, or closing agent.

 

Notary Journals Handling:

 

  • Recording NPPI (non-public personal information) in a journal only as required by state law.

  • Shielding previous borrower / signer entries from view during appointments and inspections.

  • Safeguarding previous borrower / signer entries when providing photocopies or certified copies.

  • Storing Notary journal securely when not in use.

  • Archiving completed Notary journals securely.

  • Adhering to state laws on retention and disposition of Notary journals.

 

Communications Handling:

 

  • Verifying borrower / signer identity before sharing information over the phone.

  • Avoiding leaving voicemail messages containing PII (personally identifiable information) on answering machines.

  • Encrypting emails / securely messaging via SigningOrder.com, our notary management software, messages containing NPPI (non-public personal information) between Notary Services Right Now and our notaries, signers, title agents, escrow officers, closing agents, lenders, or borrowers.

  • Avoiding public hotspots for accessing signing assignment emails or printing documents.

  • Refusing to email an electronic copy of the document package to signers, rather directing borrowers / signers to title agents, escrow officers, lenders or closing agents.

  • Not forwarding emails containing electronic document packages or confidential borrower / signer information to third parties.

  • Promptly deleting emails and text messages after closing out assignments for added security.

 

Computers & Networks Handling:

 

  • Maintaining exclusive, unshared access to computers.

  • Using strong user passwords and changing them every 3 months.

  • Encrypting folders containing borrowers' NPPI (non-public personal information).

  • Applying firmware and operating system updates promptly.

  • Installing and updating antivirus software regularly.

  • Setting wireless router security to only authorize specific computers and devices to connect.

  • Using strong passwords for accessing online storage systems containing business records.

 

Mobile Devices Handling:

 

  • Setting a PIN or using biometric authentication like "Face ID".

  • Changing the PIN every 3 months for added security.

  • Immediately deleting any pictures of ID cards or documents after assignments.

  • Enabling software to locate your phone if lost or stolen.

  • Applying firmware and operating system updates promptly.

  • Downloading apps and programs only from official app stores.

  • Enabling remote lock and wipe features in case of loss or theft.

  • Permanently wiping data before disposing, recycling, or selling the device.

 

With cybercrime up 1517% globally since 2001, Notary Services Right Now, carries cyber insurance and data breach coverage up to $50K so you can have peace of mind that when we handle your eClosings and remote online notarizations, you’re protected. Our team and our network of notaries / loan signing agents are educated and assessed to incorporate these security protocols and best practices, because, like you and your team, our reputation and credibility took years of sweat equity to build and is priceless. Your clients deserve our strong commitment to security and professionalism and the secure handling of their sensitive documentation.

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