Adding notary e-journal entries
The Astrean notary e-journal provides notaries with a convenient alternative to traditional notebooks and manual journals that is more secure, private and reliable.
This "Add a Journal Entry" section of Astrean's Notary Validation tools consists of two parts:
- Notarial event information. This provides the basic information about the notarial event, including the type of event, notarization and document, the date and time of the notarization event, and the amount charged by the notary for his or her notarization services
- Parties to notarial event. This expanded section provides detailed information about the parties to the notarial event, including how their identification documents were validated and their identities verified.
Notarial event information
This section collects and records basic information about the notarial event:
- Notarial event name. This field allows you to provide a name or quick descriptor the specific notarial event. Many notaries simply use the name(s) of the customer or signer, along with the notary event type. Because you can use this name to quickly identify and sort records, you may consider something like "Smith, Jane D. - Power of Attorney." It's up to you.
- Date. This is the date of the notarial event. This should be the date when the notarization was conducted, not when it was recorded in the journal.
- Time. Similarly, the Time entry should be when the notarization was conducted or completed.
- Event type. This field defines the manual or electronic context for the notarization. You have four notarial event type options: (traditional) In-Person; Remote Online Notarization (RON); Remote Ink-based Notarization (RIN); and In-Person Electronic Notarization (IPEN).
- Notarization type. This field defines the action or event being notarized. Your primary notarization type options are (1) Signature, (2) Oath, (3) Witnessing, (4) Copy certification and (5) Apostille.
- Document type. This field opens a lengthy list of standard documents typically involved in notarizations, such as affidavits, lien notices, mortgage deeds and power of attorney forms.
- Amount charged. Many states require notaries to record how much they charged for their notarization service. This field collects and records this information.
- Location address of notarial event. If the notarial event is conducted in person — such as with traditional notarizations — notaries should record the physical location where the notarization was conducted. Depending on your state regulations, you may have to record the full address or just indicate the city and state.
- Notes. This is where notaries can provide additional notes and comments about the recorded notarization event.
Parties to the notarial event
This "Add a Journal Entry" section collects and records information about the parties to the notarial event, specifically the signers or notary customers. This section contains the following fields:
- Name fields. The first row collects the (1) first name, (2) middle name or initial, (3) last name and (4) name suffix of the primary signer, party or notary customer for the event.
- Residence fields.. The next group of fields collects information about this individual's residence, including (1) street address 1/2, (2) city, (3) state, (4) country and (zip code). Note: this is NOT the location of the notarization event, but the primary residence of the individual
- ID documents #1 and #2. These fields collect the identity documents used to verify the individual's identity. The options in these fields include driver's licenses, passports and documents with no photo identification.
- ID document validated. This is a simple "Yes" or "No" field used to record whether or not the notary took steps to validate that the ID document is legitimate. [Note: Astrean's electronic notarization tools offers ID document validation services.]
- Validation method. This field indicates how the notary validated the ID document. The traditional method is a visual review of the ID document by the notary. Astrean's built-in ID validation service uses a third-party vendor, such as Vouched.id.
- Identity verified. This is also a simple "Yes" or "No" field used to record whether or not the notary took steps to verify the individual's identity. This is traditionally done with a visual inspection of the person appearing before the notary -- against the photo in the ID document.
- Verification method. This field indicates how the notary verified the person's identity. The three available options are (1) "personally known to notary," (2) knowledge-based authentication, better known as KBA, and (3) the traditional method of comparing the individual with the photo on the ID document.
Below the "Parties to Notarial Event" section, users can see the "Add additional client" button. This button opens another set of form fields that allows the user to add a second individual to the recorded notarization event.
Adding to journal
Finally, when you're ready to enter your entries into the record, just click the "Add to Journal" button.
Note that to provide a fraud-preventive record of your notarizations, Astrean's notary journal cannot be edited after they're added to your e-journal. You can add additional notes and amendments. But the submitted record is permanent.
Think of it as writing your journal record with ink, instead of a pencil.
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