Electronic Notarization in Virginia—Legal & Technical Requirements

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THE DIGITAL SIGNATURE AUTHORITY™

Electronic Notarization inVirginia

Legal & Technical Requirements

Presented October 9 & 10, 2013

• Benefits for e-Notaries

• Background and Context

• In Person e-Notarization in Virginia

• Online e-Notarization - Remotely

• How SIGNiX Makes It Happen

• How to Become an e-Notary!

• Q&A

Agenda

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• Offer improved in person experience• Reduced paper/copies• Improved efficiency

• Serve remote Virginia signers online• Reduced travel, time and costs• Enhanced signer convenience

• Serve out of state – or out of country – signers• New markets for you• Reduced travel, time and costs

• Better legal evidence and consistency• Mitigated risks for you and for relying parties

What are the benefits for YOU?

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Timothy S. ReinigerDirector

Futurelaw, LLC Digital Services Group

John B. HarrisDirector of Product Management

SIGNiX

Today’s Speakers

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• Ephemeral nature of informationin digital form

• Expansion of network-basedeconomy and e-government

• The need to enable notarization inthe online environment

• Virginia digital legal framework

Policy and Legal Context

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In-person

Online

E-Notarization Methods

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• Separate registration (COV §47.1-5 and 7)

• Secure electronic signature and seal

• Electronic record of notarial acts

Virginia e-Notarization Legal Requirements

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Secretary of the Commonwealth (2013)• Standards-based identification

• Standards-based audio/video conferencing

• Standards-based digital signatures

Virginia e-Notarization Standards

‘E-Signatures’ vs. Digital Signatures

IMAGE

E-S

IGN

AT

UR

ES

DIG

ITA

L S

IGN

AT

UR

ES

TAMPEREVIDENCE

IDENTITY

STANDARDS

AUDIT

IMAGE

TAMPEREVIDENCE

IDENTITY

STANDARDSi.e. x.509

AUDIT

PER VIRGINIA LAW AND STANDARDS

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VA-compliant eNotarized Document

Tamper-EvidentTamper-Evident

eNotarySeal

eNotarySeal

StandardPDF

Document

StandardPDF

Document

ClientSignatures

eNotarySignature

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• Must be completed at time of notarial act

• Cannot record a social security number or credit cardnumber of signer

• Must be kept under e-notary’s exclusive control anduse

Electronic Record Requirements

• Date and time of notarial act• Type of act, fee• Description of identification

method

• Identification / credentials• Description of document• Credible witness name / address

/ ID

Required Elements in eNotary Record

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• Identity of signer confirmed (Unlike PaperProcess) - (COV §47.1-2)

• Audio - video conferencing (COV § 19.2-3.1 B 1, 2, and 3)

• Same standards for testimony in court

• Impossible for personal appearance to be avoided

• Electronic record (COV §47.1-14 C)

• Kept for 5 years (longer as required)

• Digital recording of each session

• Document level detective controls

Virginia Online e-Notarization

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Online e-Notarized Document:Result is the Same

Tamper-EvidentTamper-Evident

eNotarySeal

eNotarySeal

StandardPDF

Document

StandardPDF

Document

ClientSignatures

eNotarySignature

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• Proof of identity of signer

• Proof of signer’s intent

• Proof notary seal affixed bynotary

• Proof of document(s)integrity

• Audit trail / record of eachuse of the e-notary’s e-seal

Evidentiary Benefits of VA e-Notarization

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First Ever e-Notarized Property Deed

JUNE2013

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Over 10 years in service & trusted by over 350,000 users inreal estate, financial services and other key sectors.

• Cloud-based signing platform – no software to install!• Easily send documents for signature• Confirm signer identity with KBA or SMS• Browser-based digital signature and e-seal capability for notary• Available web-based conferencing platform• Recordings of each session retained for at least 5 years• SIGNiX Fraud Defense™ - Based on standards for high

assurance, long-term results

How SIGNiX Makes It Happen

A P P R O V E D I N V I R G I N I A© Copyright 2013 SIGNiX, Inc. All Rights Reserved.

Backed Up by Detailed Electronic Evidence

Update with transition graphicfrom line item to metadata

detail

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Let’s Show You How It Works

• Preparing a document for eNotarization• eNotarizing a document• SIGNiX Fraud Defense™

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1. Register with SIGNiX and set up your

account.

2. SIGNiX assists you with the VA e-Notary

registration process.

3. Start using SIGNiX to sign and e-Notarize!

4. Start scheduling online e-Notarizations.

How do you get started? It’s simple.

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Want to sign up?Need a copy of the presentation?Schedule a personalized demo?

Need more info?

Barrett JohnstonSolution Specialist at SIGNiX

[email protected]

www.signix.com

423-305-7057

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