What is Remote Online Notarization?

Remote online notarization (RON) allows a notary public to verify a signer’s identity and witness document signings through audio-visual technology instead of in person. Signers can complete the notarization process from anywhere using a device with a camera and microphone.

RON isn’t simply using Zoom or any video conferencing platform to conduct a notarization. It requires specialized platforms designed for secure remote notarization. These platforms include identity verification tools, secure document handling, electronic signature capabilities, digital notary seals, session recording, and audit trails.

The Legal Status of Remote Online Notarization

The legality of remote online notarization varies significantly by state:

States Where RON is Legal

As of May 2025, most U.S. states have enacted permanent laws allowing for some form of remote online notarization. States like Virginia (the first state to legalize RON in 2012), Florida, Texas, Nevada, and Minnesota have established comprehensive frameworks.

Each state has its own specific requirements. These include which documents can be notarized remotely, what identity verification methods must be used, where the notary and signer must be located during the session, what platforms are approved, and how long recordings must be retained.

Federal Recognition

While notary laws are primarily governed at the state level, the federal government has proposed legislation to establish minimum standards for RON across all states through the Securing and Enabling Commerce Using Remote and Electronic (SECURE) Notarization Act.

How Does Remote Online Notarization Work?

The remote notarization process includes several key steps:

1. Preparation and Identity Verification

Both parties prepare by ensuring documents are complete and gathering necessary identification. When the session begins, the notary verifies the signer’s identity through:

• Visual comparison of the signer’s face with their ID
• Knowledge-based authentication questions
• Credential analysis of the ID document
• Sometimes biometric verification like facial recognition

2. The Notarial Act and Documentation

After verifying identity, the notary witnesses the electronic signature, confirms the signer’s understanding and willingness, applies their electronic notary seal, and records details in an electronic journal. The entire session is recorded and stored securely for several years, as required by state law.

Benefits of Online Notarization

Remote notarization offers several advantages over traditional methods:

Convenience and Accessibility

Remote notarization is available 24/7, eliminating scheduling constraints. It’s accessible to people in rural areas without nearby notaries and those with mobility issues. This service is particularly valuable during emergencies or health crises when in-person meetings may be impossible.

Efficiency and Security

The remote process eliminates travel time while reducing paperwork. Users gain immediate access to notarized documents, and the system often provides enhanced security through rigorous identity verification and a permanent audio-visual record of the transaction.

Limitations and Challenges

Despite its benefits, remote notarization has some limitations:

Not Universally Accepted

Not all states have adopted RON, and those that have may have different requirements. Some document types may be explicitly excluded from remote notarization in certain jurisdictions, including wills and trusts in some states, certain court documents, and some real estate transactions.

Technology Requirements

Both signers and notaries need adequate technology to complete the process, including reliable high-speed internet and devices with functioning cameras and microphones.

How to Get Documents Notarized Remotely

If you need remote notarization, follow these steps:

1. Verify whether RON is legal in your state for your document type
2. Choose an approved RON service provider
3. Prepare your documents and valid government-issued photo ID
4. Complete the notarization following the notary’s instructions

The Future of Remote Notarization

The landscape of online notarization continues to evolve. Emerging technologies like blockchain, artificial intelligence, and biometric authentication are enhancing security and efficiency. As remote notarization becomes more common, we can expect greater standardization across jurisdictions and potential federal legislation establishing minimum standards.

Conclusion

Remote online notarization offers a convenient, secure alternative to traditional in-person notarization. While not universally available for all document types or locations, the trend is moving toward greater acceptance. Before proceeding, always verify the legality in your jurisdiction and choose a reputable RON service provider to ensure your remotely notarized documents will be legally valid.

Disclaimer: This article provides general information about remote online notarization. Laws vary by state and change over time. For specific legal advice, consult with a qualified attorney or your state’s notary regulating authority

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In this comprehensive guide, we’ll explore the role of notaries in real estate transactions, which documents require notarization, when a regular notary is sufficient, and when specialized notaries are needed.

The Critical Role of Notaries in Real Estate Transactions

Real estate transactions typically involve high-value assets and legally binding agreements that transfer property ownership from one party to another. Notaries play a crucial role in this process by:

• Verifying the identity of document signers
• Ensuring signers understand what they’re signing
• Confirming signers are acting willingly without coercion
• Preventing fraud in property transfers
• Creating an impartial record of the transaction

The notarization process helps protect all parties involved and ensures that real estate documents are legally enforceable. Without proper notarization, many real estate documents cannot be recorded with the county recorder’s office, potentially invalidating the transaction.

Common Real Estate Documents That Require Notarization

Not all real estate documents require notarization, but several critical ones do. Here’s a breakdown of the most common real estate documents that need a notary’s seal:

1. Deeds

Deeds transfer property ownership from one person to another. There are several types of deeds that require notarization, including Grant Deeds (which transfer property with implied warranties about the title), Quitclaim Deeds (which transfer whatever interest a person has in a property without warranties), and Warranty Deeds (which transfer property with explicit guarantees about the title).

All deeds must be notarized before they can be recorded in the county land records.

2. Mortgage Documents

When financing a property purchase, several mortgage-related documents require notarization. The Deed of Trust or Mortgage gives the lender a security interest in the property. Other documents like Security Agreements outline the terms of the loan security, while Loan Modifications document changes to existing mortgage terms.

3. Affidavits

Various affidavits may be part of real estate transactions. The Affidavit of Title confirms the seller’s ownership, while an Affidavit of Property Value declares the property’s value for tax purposes. The Non-Foreign Affidavit (FIRPTA) confirms the seller is not a foreign person subject to certain tax withholdings.

4. Power of Attorney

A Power of Attorney document allows someone to sign real estate documents on behalf of another person. This document must always be notarized to be valid for real estate transactions.

Can a Regular Notary Handle Real Estate Documents?

Yes, a regular notary public commissioned by their state can notarize most standard real estate documents. However, there are some important considerations:

1. Standard Notarial Acts for Real Estate

A regular notary can perform the basic notarial acts required for many real estate documents. These include acknowledgments (the most common notarial act for deeds and mortgages, confirming the signer acknowledges signing the document voluntarily), jurats (which require the signer to swear or affirm that the contents of the document are true), and administering oaths (required for certain affidavits and sworn statements).

2. Limitations of Regular Notaries

While regular notaries can notarize many real estate documents, they have important limitations. Regular notaries cannot explain legal terms or provide legal advice. They may not have specialized knowledge about mortgage closing documents and might not be familiar with specific lender requirements. Additionally, they cannot prepare legal documents for signers.

When Specialized Notaries Are Required

For certain real estate transactions, a regular notary may not be sufficient. Here are situations when specialized notaries are typically needed:

1. Mortgage Loan Closings

Loan closings often involve complex document packages with specific signing requirements. For these situations, many lenders and title companies prefer to work with Notary Signing Agents (NSAs). These are notaries with additional training in handling loan documents and understanding the closing process. They have typically undergone background checks and specialized certification to handle sensitive financial information.

2. State-Specific Requirements

Some states have special requirements for real estate notarizations. In “attorney states” like South Carolina and Georgia, attorneys must oversee certain aspects of real estate closings. Some states require title insurance licensing for those handling closing documents, while others may require additional certifications for notaries handling specific real estate transactions.

Best Practices for Notarizing Real Estate Documents

If you’re a notary who will be handling real estate documents, follow these best practices:

1. Verify Identity Thoroughly

Always check government-issued photo ID and ensure the name on the ID matches the name on the documents. Be alert for signs of identity fraud.

2. Keep Detailed Records

Maintain a comprehensive notary journal with all required information. Record the type of ID presented and consider taking a thumbprint if required or permitted by your state.

3. Ensure Document Completeness

Never notarize documents with blank spaces. Verify all pages are present and properly numbered, and ensure all required signatures are in place.

4. Understand State Requirements

Know your state’s specific notary laws regarding real estate. Be aware of any special certificates or wording required, and understand any restrictions on fees you can charge.

5. Avoid Unauthorized Practice of Law

Do not prepare legal documents or explain legal terms and implications. Always refer signers to their attorney, lender, or title company for legal questions.

The Rise of Remote Online Notarization for Real Estate

Many states now allow Remote Online Notarization (RON), which enables notaries to verify identities and witness signatures via audio-visual technology. For real estate transactions, RON is increasingly accepted for many real estate documents, though special RON certification is typically required. Additional security measures and identity verification are necessary, and state laws vary significantly regarding RON for real estate.

If you’re interested in performing RON for real estate documents, check your state’s specific requirements and obtain the necessary certification and technology.

Potential Consequences of Improper Notarization

Improperly notarized real estate documents can have serious consequences. Documents may be rejected by the county recorder, and property transfers could be invalidated. Lenders might refuse to fund loans if documentation isn’t properly notarized. For notaries, the consequences can include facing liability for negligence, and their notary commissions might be suspended or revoked.

Given these potential issues, it’s crucial for notaries to understand their responsibilities and limitations when handling real estate documents.

Conclusion: Yes, With Proper Knowledge and Caution

In conclusion, regular notaries can notarize many real estate documents, provided they follow all applicable state laws and understand the limitations of their role. For more complex transactions like mortgage closings, specialized notaries such as Notary Signing Agents are often preferred or required.

If you’re a notary who wants to work in real estate, consider obtaining additional training and certification to expand your knowledge and marketability. Always stay current with your state’s notary laws and real estate requirements to ensure you’re providing valid, legal notarization services.

Disclaimer: This article provides general information about notarizing real estate documents. Laws vary by state, and this information is not legal advice. For specific guidance related to your situation, consult with a qualified attorney or your state’s notary regulating authority.

The post Can a Regular Notary Notarize Real Estate Documents? A Detailed Guide appeared first on Notary Plus More.

Florida’s Specific Rules on Family Notarizations

Florida law is quite clear regarding notarizing documents for family members. Section 117.107(11) of the Florida Statutes explicitly prohibits a notary public from notarizing a signature if the person is the notary’s spouse, son, daughter, mother, or father. This restriction exists to ensure that notaries maintain their role as impartial witnesses to document signings.

The law specifically identifies these five immediate family relationships as prohibited, but doesn’t explicitly mention other family relationships such as siblings, grandparents, aunts, uncles, or cousins. However, just because the law doesn’t explicitly prohibit notarizing for these extended family members doesn’t mean it’s always advisable to do so.

The Importance of Impartiality in Notarization

The foundation of the notarial process rests on trust and impartiality. As a notary public, your primary role is to:

1. Act as an unbiased witness to important document signings
2. Verify the signer’s identity
3. Ensure the signer is acting willingly and without coercion
4. Maintain the integrity of the notarization process

When you notarize a document, you’re essentially certifying that proper procedures were followed and that the signature is authentic. This certification carries legal weight and creates public trust in the document’s validity.

Financial Interest and Conflicts of Interest

Beyond the specific prohibition on notarizing for immediate family members, Florida law addresses potential conflicts of interest in Section 117.107(12) of the Florida Statutes. This provision states that a notary cannot perform a notarization when they have a financial interest in or are a party to the underlying transaction.

What constitutes a “financial interest”? While Florida statutes don’t explicitly define this term, examples include:

• Being a beneficiary named in a will or trust
• Having an ownership stake in property being transferred
• Receiving a sales commission from the transaction
• Being named in the document in any capacity that provides a benefit

Even if the family member in question falls outside the specifically prohibited relationships, you must consider whether you have any financial interest in the document or transaction before proceeding with the notarization.

Exceptions to the Rule

The notary statutes do provide certain exemptions to the conflict of interest rules:

1. Employee Exception: Notaries who are employees may notarize signatures for their employers
2. Attorney Exception: An attorney who has prepared a document as the attorney of record may notarize their client’s signature

These exemptions apply only if the notary does not receive any benefit beyond their salary and standard notarial fees. The notary still must not be a party to or have a direct interest in the transaction.

Best Practices for Notaries

Even when notarizing for extended family members is technically legal, following these best practices can help you maintain your professional integrity and avoid potential issues:

1. Avoid Notarizing for Any Family Members When Possible

The American Association of Notaries (AAN) recommends that notaries refrain from performing notarial acts for any family member, including in-laws and other relatives, even if not specifically prohibited by law. This approach helps maintain impartiality and protects both the notary and the document from potential challenges.

2. Consider Potential Conflicts Carefully

Before notarizing any document, particularly for family members, ask yourself:

• Do I have any direct or indirect financial interest in this document?
• Could I potentially benefit from this transaction in the future?
• Would my relationship with this person compromise my impartiality?
• Would this notarization create even the appearance of impropriety?

3. Refer Family Members to Other Notaries

If a family member asks you to notarize a document, the most professional approach is to:

• Politely explain the legal restrictions and ethical considerations
• Provide them with a list of reliable notaries in your area who can assist them
• Help them understand that this refusal protects both of you from potential legal issues

4. Maintain Detailed Records

If you do notarize for an extended family member (not prohibited by law), be sure to:

• Document the relationship in your notary journal
• Record detailed information about the identification provided
• Note any unusual circumstances surrounding the notarization
• Consider having an impartial witness present during the notarization

5. Conflict of Interest in Real Estate

The notary statutes also address financial interest conflicts. Section 117.107(12) prohibits a notary from performing notarizations when they have a financial interest in or are a party to the underlying transaction. For instance, if a notary purchases property, they cannot notarize the deed of sale or related real estate documents.

Consequences of Improper Notarization

Notarizing documents in violation of Florida’s restrictions can have serious consequences:

1. Legal Consequences: The notarization could be deemed invalid, potentially invalidating the entire document or transaction
2. Professional Consequences: Your notary commission could be suspended or revoked
3. Financial Consequences: You could face fines or be held liable for damages resulting from an improper notarization
4. Reputational Damage: Your professional reputation could be compromised

Remote Online Notarization Options

With the advent of remote online notarization (RON) in Florida, there are now alternatives for family members seeking notary services:

1. Online Notary Platforms: Services that connect signers with available notaries through secure audio-video technology
2. Mobile Notary Services: Professional notaries who travel to the signer’s location
3. Traditional Notary Sources: Banks, shipping stores, and law offices that offer notary services

These alternatives provide convenient options for family members needing notarization services without placing you in a potentially compromising position.

Final Thoughts

As a notary public, understanding and adhering to the rules regarding notarizing for family members is essential to maintaining the integrity of your commission and the notarial process as a whole. While Florida law specifically prohibits notarizing for spouses, parents, and children, the wisest course is to avoid notarizing for any family member whenever possible.

By maintaining your impartiality, you uphold the public trust placed in you as a notary and ensure that the documents you notarize will stand up to legal scrutiny. When in doubt, it’s always better to err on the side of caution and refer family members to another notary for their notarial needs.

Disclaimer: This information is provided for general guidance only and should not be relied upon as legal advice. For specific legal questions regarding your duties as a notary public, consult with an attorney or contact the Florida Department of State.

The post Can a Notary Public Notarize Documents for Family Members in Florida? appeared first on Notary Plus More.

This guide breaks down exactly what to expect when it comes to background check timing, what factors might cause delays, and how to ensure the smoothest, fastest verification process possible.

Typical Time Frames for Different Types of Checks

Not all background checks are created equal. The complexity and depth of the verification directly impact how long you’ll need to wait for results.

Basic Background Checks: 1-3 Days

Basic employment history background checks typically include:

• Identity verification
• National criminal database search
• Sex offender registry check
• Basic employment verification
• Education verification

These fundamental checks can often be completed within 1-3 business days, making them the fastest option for employers who need quick results. Digital records and automated systems have significantly reduced wait times for these standard screenings.

Level 2 & Fingerprint-Based Checks: 3-7 Business Days

More comprehensive background checks, often called “Level 2” checks in many states, involve deeper scrutiny:

• FBI fingerprint database searches
• State and county court record searches
• Federal criminal record searches
• International background checks
• Professional license verification
• Credit history reports (for applicable positions)

These more intensive background checks typically require 3-7 business days to complete. Fingerprint-based checks in particular depend on processing times at government agencies, which can vary based on current workload and staffing.

Specialized Industry Verifications: Time Frames Vary

Certain industries require specialized background checks with unique timelines:

• Healthcare: Checks including medical sanctions, the OIG exclusion list, and healthcare credential verification can take 5-10 business days.
• Financial Services: FINRA checks and detailed financial history verifications may extend to 7-10 business days.
• Transportation/DOT: Drug testing components and driving history checks across multiple states can add 2-4 additional days.
• Government/Security Clearance: The most extensive checks can take weeks or even months, particularly for high-level clearances.

What Can Affect the Processing Time?

Understanding potential delays can help you set realistic expectations and possibly avoid some common pitfalls in the background check process.

Incomplete or Inaccurate Information

One of the most common causes of delay is simple: missing or incorrect information. When candidates submit misspelled employer names, incorrect employment dates, missing address history, or inaccurate educational background, it can slow things down. Each error adds time, as researchers need to go back and verify or request corrections. Even a small typo like an employer’s name can turn a quick verification into several days of extra work.

Multiple Jurisdictions and International Checks

Background checks that span across multiple counties, states, or countries naturally take longer. Each jurisdiction maintains records differently. Some counties still require in-person court record searches. International verifications are even more complex, as they must navigate varying privacy laws, languages, and systems. Time zone differences also create delays. So, if a candidate has lived or worked in multiple places, especially internationally the processing time increases.

Manual Verifications and Human Factors

Despite automation, certain checks still rely on human interaction. Employment verifications often involve speaking with HR departments, while educational institutions may have limited staff available to confirm records. Contacting and interviewing professional references is another manual task. These steps depend on people being available if someone is out of office, on leave, or institutions are closed for holidays, delays are inevitable.

How Our Services Speed Up the Process

Despite these potential challenges, modern background check processes have evolved to minimize delays wherever possible.

Digital Intake Forms and Information Collection

Our streamlined digital intake process significantly reduces initial delays:

• Mobile-friendly forms allow candidates to submit information anytime, anywhere
• Intelligent validation checks flag potential errors before submission
• Secure document upload capabilities eliminate the need for physical paperwork

By collecting accurate, complete information upfront, we eliminate one of the most common sources of delay before the verification process even begins.

Real-Time Tracking and Transparency

No more wondering where things stand with your background check:

• Employers receive real-time updates as each verification component completes
• Candidates can monitor their check status through a secure portal
• Automatic notifications alert all parties when action is required

This transparency not only reduces anxiety about the process but also allows for quick intervention if any component encounters a delay.

Support from Our Compliance Team

Our dedicated compliance specialists proactively address potential bottlenecks:

• Direct outreach to difficult-to-reach verification sources
• Alternative verification methods when primary sources are unavailable
• Expert navigation of complex regulatory requirements

When challenges arise, our team doesn’t simply wait; they actively pursue solutions to keep the verification process moving forward.

Why Time Matters in Hiring or Compliance

The timing of background checks has real-world implications for both employers and candidates.

The Cost of Delays in Competitive Hiring

In today’s job market, top candidates often entertain multiple offers simultaneously. A delay in background check completion can have serious consequences:

Delays in the background check process can have several downstream effects on hiring and operations. Candidates may accept competing job offers while waiting, especially if they perceive the process as slow or uncertain. This can lead to project timelines slipping when key positions remain unfilled. In the meantime, existing team members often bear the burden, facing continued overwork as they cover for vacant roles.

Studies show that extending the hiring process by even a week can increase candidate drop-off rates by up to 30%, making timely background checks a crucial competitive advantage.

Regulatory Deadlines and Compliance Requirements

Beyond the practical hiring implications, many industries face strict regulatory requirements around background checks:

Certain industries face strict screening timelines due to regulatory requirements. Healthcare facilities must verify credentials before allowing patient contact. Financial institutions are bound by compliance deadlines for employee screening. Transportation companies must adhere to DOT regulations for pre-employment checks, while government contractors must meet specific security clearance timelines.

Missing these deadlines doesn’t just delay hiring; it can result in substantial fines, lost contracts, or regulatory penalties.

The post Background Check Process & Timeline | Fast & Reliable Screening appeared first on Notary Plus More.

What Is a “Red Flag” in a Background Check?

A “red flag” in a background check is simply an item that may raise concern for an employer or regulator. It’s something that stands out from typical results and warrants closer examination before making hiring decisions.

However, it’s important to understand that not all red flags are deal-breakers. Many potential concerns can be explained, contextualized, or resolved through proper follow-up and verification. The significance of any red flag depends on the specific job requirements, industry regulations, and company policies.

Our team helps clients interpret and verify these issues, ensuring that minor discrepancies don’t unnecessarily disqualify promising candidates while identifying truly concerning patterns that might indicate risk.

Common Red Flags Employers Watch For

Different employers and industries have varying concerns, but certain red flags tend to appear across most background checks:

Criminal records naturally raise concerns, particularly violent or financial crimes and recent offenses. Industries working with vulnerable populations or sensitive information typically conduct more thorough criminal background checks.

Employment discrepancies range from unexplained gaps to inflated job titles or extended employment dates to cover gaps. Educational misrepresentations typically involve claiming degrees never earned or listing unaccredited institutions.

For positions with financial responsibility, serious credit problems might indicate risk. Similarly, for driving-related roles, serious traffic violations represent legitimate safety concerns.

How Red Flags Are Interpreted (Context Matters)

The mere presence of a red flag doesn’t tell the whole story. Context is critical in evaluating potential concerns:

One-time Misdemeanor vs. Repeated Offenses

A single mistake made years ago carries different implications than a pattern of repeated violations. Employers generally view isolated incidents with greater leniency than recurring problems that suggest a troubling pattern.

Time Elapsed Since the Incident

Most people change and grow over time. Many employers recognize that distant past issues may have little bearing on a candidate’s current character or capabilities. Recent issues typically receive more scrutiny than those from many years ago.

Relevance to the Job Role

The nature of the position significantly affects how red flags are interpreted. A driving violation matters more for a delivery driver than an office worker. A financial crime raises more concerns for an accountant than a warehouse associate. Employers should focus on issues directly related to job requirements.

Evidence of Rehabilitation or Correction

Candidates who acknowledge past mistakes and can demonstrate positive changes since then often receive fair consideration from employers. Evidence of rehabilitation, education, or professional growth can help contextualize historical red flags.

How Our Reports Help You Make Informed Decisions

Our background check reports are designed to provide clarity and context, not just lists of potential problems:

We organize information logically, highlighting verified facts rather than mere allegations or database “hits” that may be false positives. When potential red flags appear, we provide contextual information to help interpret their significance, including jurisdictional information, dates, and relevant case details.

For complex situations, our compliance specialists can provide guidance on how specific findings relate to industry regulations, position requirements, and best practices. This expertise helps employers make confident, defensible hiring decisions.

What to Do If You Spot a Red Flag

When a background check reveals potential concerns, proper follow-up is essential:

Verify Accuracy

Before making any decisions, confirm that the information is accurate. Background check databases can contain errors, and mix-ups between people with similar names are not uncommon. Our verification process reduces these risks, but additional confirmation may sometimes be warranted.

Ask for Explanation from the Candidate

If you’re an employer and discover concerning information, give the candidate an opportunity to explain. Many red flags have reasonable explanations that provide important context. This conversation often reveals valuable information about a candidate’s honesty and accountability.

Use Fair, Compliant Hiring Practices

Follow FCRA requirements for adverse action if you’re considering rejecting a candidate based on background check findings. This includes providing pre-adverse action notice with a copy of the report and information about their rights. Also consider EEOC guidance regarding the use of criminal records in hiring to avoid discriminatory practices.

Making Better Hiring Decisions

Red flags on background checks serve as important decision points, not automatic disqualifiers. By understanding what these flags represent, verifying their accuracy, and considering them in proper context, employers can make fair, informed hiring decisions that protect their organizations while giving qualified candidates appropriate opportunities.

Want to run a background check that flags the right things? Contact us today to learn how our comprehensive, context-rich reports can support your hiring process with accuracy, compliance, and clarity.

The post What Causes a Red Flag on a Background Check? appeared first on Notary Plus More.

Our checks can reveal outstanding warrants depending on package and jurisdiction. This guide explains what both parties should know about warrants in the background screening process.

Types of Warrants That May Appear

Not all warrants are created equal, and their visibility on background checks varies based on several factors:

Arrest Warrants

Arrest warrants are issued when law enforcement has probable cause to believe an individual has committed a crime. These warrants authorize police to arrest the named person and are typically entered into local and sometimes state or national databases.

On background checks, arrest warrants are most likely to appear when they originate in the same jurisdiction where the check is being conducted. Cross-jurisdictional visibility depends on whether the warrant has been entered into shared law enforcement databases.

Bench Warrants

Bench warrants are issued directly by a judge, often for failure to appear in court, violation of probation, or non-compliance with court orders such as child support payments. Though they may seem less serious than arrest warrants, bench warrants can still appear on certain background checks.

Their visibility depends on whether the screening includes courthouse records searches in relevant jurisdictions and how thoroughly those records are maintained and digitized.

Federal vs. State Visibility

Federal warrants are issued for federal crimes and entered into national databases, making them more likely to appear regardless of geography. State and local warrants may have more limited visibility, especially if they haven’t been entered into national databases. Their appearance often depends on whether the screening includes the specific jurisdictions where the warrants were issued.

Does the Type of Background Check Matter?

The comprehensiveness of a background check significantly affects whether warrants will be discovered during screening.

Level 2 or National Checks

More thorough background checks, particularly fingerprint-based Level 2 screenings or comprehensive national checks, have a higher likelihood of revealing warrants. These checks typically access FBI databases, multi-jurisdictional law enforcement databases, state criminal record repositories, and national criminal databases.

These more extensive checks are common for positions in healthcare, education, finance, and government, where safety or security concerns are paramount.

Local Checks May Miss Certain Records

Basic or localized background checks often have significant limitations when it comes to warrant detection. County-level checks only reveal warrants issued within that specific county, and name-based searches may miss warrants if there are variations in how a person’s name is recorded. Additionally, databases may not be updated in real-timeframe, potentially missing recent warrants.

For employers, understanding these limitations is crucial when determining what level of background check is appropriate for different positions.

How We Uncover Legal Red Flags

Our professional background screening process utilizes multiple methods to identify potential legal issues, including outstanding warrants:

Court Record Searches

We conduct thorough searches of court records at relevant jurisdictional levels, including federal court records, state court databases, and county courthouse records. These searches examine both active and closed cases, providing insight into whether candidates have unresolved legal matters.

Law Enforcement Database Integrations

Our screening process includes access to specialized law enforcement databases where legally permitted, including state criminal record repositories and multi-jurisdictional sharing systems. These integrations help ensure that warrants entered into law enforcement systems are properly identified during screening.

Optional Legal Review Add-on

For positions requiring enhanced scrutiny, we offer specialized legal review options that provide detailed analysis of any identified legal issues, context evaluation for warrants, and compliance guidance for employment decisions involving candidates with legal concerns.

What Employers Should Know

Discovering a warrant during a employment background check creates responsibilities for employers that must be carefully navigated:

How to Handle Sensitive Results

When a background check reveals a warrant, employers should maintain strict confidentiality of the information, ensure that only decision-makers with a legitimate need have access to the results, document the finding and subsequent decision-making process, and consider the relevance of the warrant to the specific position being filled.

Importance of Fair Hiring Practices (FCRA Compliance)

The Fair Credit Reporting Act (FCRA) establishes specific requirements for employers using background checks in hiring decisions. Candidates must receive written notice and provide consent before background checks are conducted. If adverse action may be taken based on findings, employers must provide pre-adverse action notice including a copy of the report, and candidates must be given opportunity to dispute inaccurate information.

Beyond FCRA requirements, employers should also consider “ban-the-box” laws in applicable jurisdictions, which may restrict when criminal history questions can be asked during hiring

The post Will a Warrant Show Up on a Background Check? What You Need to Know appeared first on Notary Plus More.

A Level 2 background check is a comprehensive screening that includes fingerprint-based searches of state and national criminal databases. Unlike basic checks, Level 2 screenings dig deeper into an applicant’s history to reveal information that might not appear in standard county or state searches. We’re licensed to perform comprehensive Level 2 background checks for high-risk industries, providing the thorough screening these sensitive positions demand.

Level 1 vs. Level 2: What’s the Difference?

Understanding the distinction between Level 1 and Level 2 background checks helps employers determine which screening is appropriate for different positions:

Level 1 checks typically involve searching names through local databases and may include basic employment verification. They’re suitable for lower-risk positions where employees don’t have access to vulnerable populations or sensitive information.

Level 2 checks, by contrast, use fingerprint identification to search state and FBI criminal databases. This biometric approach eliminates the possibility of false identifications due to common names or identity theft. It provides a more comprehensive picture by accessing records from multiple jurisdictions nationwide.

What’s Included in a Level 2 Check

A Level 2 background check is far more comprehensive than standard employment screening. Here’s what typically gets examined:

Criminal Records (State + FBI)

The cornerstone of a Level 2 check is the extensive criminal history search that spans state criminal databases, FBI criminal records information system, federal court records, county criminal records, and incarceration records. This multi-jurisdictional approach ensures criminal activity isn’t missed simply because it occurred in a different state or jurisdiction from where the applicant currently resides.

Warrants

Active warrants even across state lines are identified through Level 2 checks. This includes bench warrants, arrest warrants, and extradition warrants. This information is particularly important for positions requiring high levels of trust and reliability.

Employment & Education

While standard in many background checks, verification of employment history and educational credentials takes on added importance in Level 2 screenings. This includes confirmation of past employment positions, titles, and responsibilities; verification of degrees, certifications, and specialized training; and professional license validation. For specialized positions in healthcare, education, or finance, these verifications ensure candidates truly possess the qualifications they claim.

Sex Offender Registry

Level 2 checks include comprehensive searches of the National Sex Offender Registry, state-specific sex offender databases, and sexual predator registries. This component is especially critical for positions involving contact with children, the elderly, or other vulnerable populations.

Who Needs a Level 2 Check?

Level 2 background checks are typically required often by law for specific industries and positions where trust is paramount:

Schools and Childcare

Anyone working directly with children typically requires Level 2 screening, including teachers and school administrators, daycare workers, after-school program staff, school bus drivers, and sports coaches and youth mentors. The comprehensive nature of Level 2 checks helps ensure children are protected from individuals with concerning histories.

Healthcare

Medical professionals and support staff with patient access usually need Level 2 screening, including doctors and nurses, home health aides, nursing home staff, hospital administrators with patient data access, and medical transport personnel. These checks help protect vulnerable patients and ensure medical professionals have the credentials they claim.

Government

Many government positions, especially those involving security clearances or access to sensitive information, require Level 2 screening. This includes law enforcement personnel, courthouse employees, municipal workers with access to sensitive information, security clearance positions, and correctional facility staff. The thoroughness of Level 2 checks helps maintain the integrity of government operations.

Financial Institutions

Those handling significant financial transactions or sensitive financial data often need Level 2 checks, including bank officers, investment advisors, mortgage brokers, insurance agents, and accountants with fiduciary responsibilities. These checks help prevent fraud and protect consumer financial information.

How We Handle Level 2 Checks

Our approach to Level 2 background checks combines thoroughness with efficiency:

Fingerprint Coordination

We make the fingerprinting process smooth and convenient through multiple fingerprinting locations throughout the region, digital fingerprinting technology for faster processing, clear instructions and preparation guidance for candidates, and assistance with scheduling and appointments. Our streamlined process minimizes the time between job offers and completed background checks.

Fast, Secure Processing

Despite their comprehensiveness, our Level 2 checks don’t have to mean lengthy delays. We offer direct access to required databases, established relationships with verification sources, secure electronic transmission of sensitive information, and real-time tracking of check progress. Most Level 2 checks can be completed within 3-7 business days, though some specialized searches may take longer.

Full Compliance with Legal Standards

We stay current with the complex legal landscape surrounding background checks, including FCRA compliance for all screenings, state-specific background check requirements, industry-specific regulations (HIPAA, FINRA, etc.), proper handling of adverse action procedures, and regular compliance audits and updates. Our expertise helps you navigate the complex regulatory environment while making informed hiring decisions.

Need a Level 2 check for your employees? Book a Free Discovery Call to learn how our comprehensive screening services can help protect your organization and those you serve.

The post What Is a Level 2 Background Check: A Complete Guide appeared first on Notary Plus More.

What Employers Typically Want to Confirm

Employment history verification goes beyond simply confirming where a candidate worked. Comprehensive checks typically verify several key aspects:

Job Titles, Durations, and Roles

Standard employment verification confirms company names and locations, start and end dates of employment, job titles held, and primary responsibilities. This verification ensures candidates haven’t embellished their experience or claimed positions they never held. Industry research suggests up to 40% of resumes contain some form of misrepresentation regarding job titles or responsibilities.

Gaps in Employment

Unexplained gaps in employment history often raise questions. Verification processes help identify periods of unemployment not disclosed on resumes, overlapping employment claims, and patterns of short-term employment. While employment gaps aren’t necessarily negative, undisclosed gaps may indicate attempts to hide terminations or other employment issues.

Reasons for Leaving

Some employers also seek to understand why candidates left previous positions. While many companies limit what information they share about former employees, verification may reveal whether the employee resigned voluntarily or was terminated, eligibility for rehire status, and general performance assessments (where legally permitted).

How We Verify Employment History

Professional background screening uses multiple methods to ensure accurate verification:

Direct HR Contact

The most reliable verification involves direct communication with previous employers. Our specialists contact HR departments or designated verification contacts using structured questionnaires to ensure consistent data collection. We also implement follow-up protocols to address non-responsive employers.

Database Cross-Checking

To supplement direct verification, we search specialized employment databases such as commercial employment history databases like The Work Number, payroll record repositories (with candidate authorization), and professional license verification for relevant positions.

Optional Document Verification

For roles requiring additional certainty, we offer enhanced document verification including W-2 form review, pay stub analysis, and professional reference checks with supervisors. These supplemental measures provide multiple verification angles, particularly valuable for executive roles or positions with high security requirements.

Can You Choose to Include or Skip This Check?

We’ve designed our background check packages to be fully customizable:

Tailored Verification Packages

Employers can select employment verification options based on position sensitivity and responsibility level, industry-specific compliance requirements, organizational risk tolerance, and budget and time constraints. While we recommend comprehensive verification for most positions, some roles may require more focused approaches.

Popular customization options include verification limited to the past 5-7 years, confirmation of most recent 2-3 employers only, verification of specific employment elements (dates and titles only), and enhanced verification for selected positions with management responsibilities.

Why Accurate Employment History Matters

Employment verification serves critical functions in the hiring process:

Trust-Building for Hiring

Verified employment history establishes a foundation of trust. Candidates who successfully complete verification demonstrate transparency, while hiring decisions based on verified information reduce future surprises. Consistent verification practices show fairness in selection, and documented verification protects organizations from negligent hiring claims.

When candidates know their backgrounds will be verified, they’re more likely to be forthcoming from the start, improving the quality of information during the hiring process.

Legal Liability for False Claims

Failing to verify employment claims can expose organizations to significant risks. Employees who misrepresent qualifications may lack necessary skills, and undetected falsification may indicate character issues that extend to other areas. Additionally, industry-specific regulations may require verification for compliance, and negligent hiring claims can arise if unverified employees cause harm.

Research indicates employees who misrepresent credentials are significantly more likely to engage in other workplace policy violations, making employment verification an important risk indicator.

The post Do Background Checks Show Employment History? A Complete Guide appeared first on Notary Plus More.

So, the big question is: do banks have a notary? Knowing about the availability and process of notary services at banks can save you time, money, and hassle. In this guide, we’ll cover everything you need to know about notary services at banks, from what they offer to how you can easily access these services.

Do Banks Have a Notary?

Yes, a lot of banks offer notary services for their customers. This is one of the benefits of banking with a trusted bank. Banks know that their customers often need to get important documents notarized for legal or financial reasons, so they provide notary services to make it convenient. However, it’s important to keep in mind that not all banks or bank branches may offer this service.

Banks such as Wells Fargo, Bank of America, Chase, and others usually have notaries on staff who can provide these services during regular business hours. These notaries are typically bank employees who are certified to perform notarizations, which means they have met the state’s requirements to act as a notary public.

How to Find Out if Your Bank Offers Notary Services

Finding out if your bank offers notary services is relatively straightforward.  Following are a few steps you can take:

Check the Bank’s Website:

• Visit your bank’s official website and look for information on services offered. This may be listed under customer services, account services, or a similar section.

Contact Customer Service:

• Call the customer service number provided on the bank’s website or on the back of your bank card. Ask the representative if notary services are available at your bank and, if so, inquire about the location and any associated fees.

Visit a Local Branch:

• Go to a local branch of your bank and ask a staff member directly if they provide notary services. They can provide you with details about availability, requirements, and any costs involved.

Use Online Banking or Mobile App:

• If your bank has an online banking portal or mobile app, check for information there. Some banks provide details about branch-specific services through these platforms.

Email Inquiry:

• Using your bank’s email address, contact customer service. This can be a convenient way to get a written response that you can refer back to later.

Bank Statements or Mailings:

• Sometimes, banks include information about available services, including notary services, in bank statements or other mailings to customers.

By following these steps, you should be able to determine if your bank provides notary services and any specific requirements or procedures you need to follow to use them.

Types of Documents Banks Commonly Notarize

Banks commonly notarize a wide range of documents. Some of the most frequently notarized documents include:

• Power of Attorney: A document granting someone the authority to act on behalf of another person in legal or financial matters.
• Real Estate Documents: Notarization is often required for property-related documents like deeds, mortgages, and title insurance policies.
• Financial Agreements: Loan documents, promissory notes, and other financial agreements.
• Legal Documents: Affidavits, contracts, and other legal documents.
• Immigration Documents: A notarization may be required as part of the process for certain notarize immigration documents.
• Birth Certificates: In some cases, notarized copies of the Notarized Birth Certificate are required for certain applications.
• Travel Consent Forms: Documents granting permission for minors to travel with someone other than their parents.

Notary Public vs Bank Notary: Which One Should You Choose?

While banks offer convenient notary services, you might wonder whether to use a bank notary or a notary public. Check out this comparison to see which is best for you.

Notary Public

Advantages:

• Availability: Notary Publics are independent professionals and are often more widely available. They may operate out of various locations, including dedicated notary offices, real estate offices, and more.
• Flexibility: Premier notary service often offer flexible hours, including evenings and weekends, and some even provide mobile notary services, traveling to your location for convenience.
• Specialization: They may have more experience with a wider variety of documents, especially if they specialize in certain types of notarizations.

Disadvantages:

• Cost: Notaries public usually charge a fee for their services, which can vary depending on the document and location.

Bank Notary

Advantages:

• Cost: Many banks offer notary services for free or at a reduced cost to their account holders.
• Convenience: If you already have a relationship with the bank, it can be convenient to handle notarization while you take care of other banking needs.
• Trust: Using a notary at your bank can offer peace of mind, knowing you’re dealing with a trusted institution.

Disadvantages:

• Limited Availability: Bank notaries are only available during regular banking hours, which can be restrictive if you need notarization services outside those hours.
• Appointment Needed: Some banks require appointments for notary services, which might not be ideal if you need immediate assistance.
• Service Scope: Bank notaries might have limitations on the types of documents they can notarize, often restricted to simpler documents like affidavits and acknowledgments.

Which Should You Choose?

The decision between a bank notary and a notary public depends on your specific needs. If you’re already at the bank and need a standard document notarized, using the bank’s notary services is convenient and cost-effective. However, if you need specialized notary services, flexible hours, or if the bank doesn’t offer the notary service you need, a Notary Public Agency is the better choice 

Tips for a Smooth Notarization Process at Your Bank

To ensure that the notarization process at your bank goes smoothly, follow these tips:

• Call ahead to ensure the notary is available and to minimize waiting times.
• Have a valid government-issued ID like a driver’s license or passport.
• Complete all necessary fields except for the signature before meeting the notary.
• Read through the document thoroughly to understand its contents and implications.
• Inquire about any fees associated with notarization beforehand to avoid surprises.
• Be punctual for your appointment to respect the notary’s time and ensure a timely process.
• Listen carefully to the notary’s instructions for signing and witnessing the document.
• If you’re unsure about any part of the process, don’t hesitate to ask the notary for clarification.

Final Thoughts

Navigating the world of notarization can seem complex, but banks offering notary services provide a convenient solution for many of your document authentication needs. By understanding how to access these services, what documents banks commonly notarize, and the pros and cons of using a bank notary versus a notary public, you can make informed decisions that suit your requirements.

Whether you choose to use your bank’s notary services or seek out a notary public, ensuring that your documents are properly notarized is crucial for their legality and authenticity. Remember to call ahead, bring valid ID, and understand the document you’re notarizing to ensure a smooth process.

The post Do Banks Have a Notary? Everything You Should Know appeared first on Notary Plus More.

What is the Authentication of a Document?

Authentication of a document is a crucial process that verifies the legitimacy of a document and confirms that it has been properly executed. This process often involves a Notary Public Service, where a licensed notary witnesses the signing of the document, checks the identity of the signers, and affixes an official seal. In this way, you can be sure that the document is genuine and authentic. Authentication is essential for many legal and financial transactions, including real estate deals, affidavits, and international agreements.

By providing a layer of trust and security, it protects all parties involved. Whether you’re handling personal or business matters, utilizing a Notary Public Service for document authentication can provide peace of mind and legal assurance that your documents are valid and enforceable.

Understanding the Importance of Document Authenticity and Legal Compliance

Understanding the importance of document authenticity and legal compliance is essential in today’s world. Why we need notaries becomes clear when considering the risks of fraud and legal disputes. Notaries are essential for verifying that documents are legitimate and correctly completed. By verifying the identities of signatories and witnessing their signatures, notaries help to prevent forgery and ensure that all parties involved are who they claim to be. This process not only provides legal assurance but also upholds the integrity of important transactions, whether in real estate, business agreements, or personal matters.

Without proper authentication, documents may be challenged in court, leading to costly and time-consuming legal battles. Utilizing a notary public service ensures that your documents meet all legal requirements, providing peace of mind and safeguarding your interests.

What’s Exactly the Role of Notary Public in Document Authenticity

Notary Publics are your go-to for making sure documents are legit and not fake. They perform several crucial duties to make sure everything you sign is valid and trusted:

1. Verification of Identity

Notaries public provide essential document authentication services by verifying the identities of all signatories involved in a document. This step ensures that each party is who they claim to be, significantly reducing the risk of fraud and misrepresentation.

2. Witnessing Signatures

A notary public witnesses the signing of documents, confirming that each signatory signs willingly and knowingly. This crucial step helps prevent disputes over the validity of signatures and ensures that all parties have agreed to the document’s terms.

3. Affixing the Notary Seal

After verifying identities and witnessing signatures, the notary professionals affix an official seal or stamp to the document. This seal serves as a mark of authenticity, indicating that the document has been properly notarized and can be trusted in legal and financial matters.

4. Ensuring Legal Compliance

Notaries ensure that all important documents meet all legal requirements, including proper formatting and necessary signatures. By providing document authentication services, they help prevent issues that could arise from improperly executed documents, ensuring they hold up in legal proceedings.

5. Deterring Fraud

The involvement of a notary public in the authentication process acts as a strong deterrent to fraud. Knowing that a document must undergo thorough verification by a notary reduces the likelihood of attempted forgery or deceit, thereby protecting the interests of all parties involved.

Self-authenticating vs Notary Public Authentication: What’s Your Best Bet?

• Convenience and Cost: Self-authenticating documents are convenient and cost-effective, as they don’t require a notary. It is ideal for routine transactions with minimal legal risk.
  
• Legal Robustness: Notary public authentication provides a higher level of legal assurance. It’s crucial for significant agreements, real estate deals, and documents used in court.
  
• Fraud Prevention: A notary public acts as a fraud deterrent by verifying signers’ identities and witnessing the signing, adding an extra layer of security.
  
• Document Acceptance: Not all documents can be self-authenticating. Legal and financial institutions often require notarized documents to ensure authenticity and compliance.
  
• Flexibility and Jurisdiction: Self-authenticating documents might not be universally accepted, especially in different jurisdictions. Notarized documents, however, are widely recognized and trusted.

Types of Documents Requiring Mandatory Authentication

Certain documents must undergo mandatory authentication in many legal and official matters to ensure their validity and trustworthiness. Authentication, often through notarization, verifies the identities of signatories and confirms the documents are legally binding.

Notarizing documents adds a layer of verification that is recognized by legal authorities, ensuring acceptance without question. Here are key types of documents that require mandatory authentication:

• Immigration Documents: It’s essential to notarize immigration documents to confirm their authenticity and legality.
  
• Birth Certificates: Notarizing a birth certificate is necessary for official purposes like passport applications or school enrollments.
  
• Wills and Powers of Attorney: Ensuring these vital documents are notarized helps prevent disputes and confirms the legal intentions and authority of the parties involved.
  
• Real Estate Deeds: Authentication of documents such as deeds is a must to protect against fraud and ensure the deed’s legality.
  
• Financial Agreements: Document notarization is vital to uphold the agreement’s terms in legal contexts.

Common Challenges in the Document Authentication Process

Document authentication is vital for ensuring the legitimacy and validity of various documents, but it comes with its own set of challenges and limitations. These may include:

Jurisdictional Variation

Different regions and countries have unique regulations for document authentication, creating confusion and potential delays due to varying requirements.

Detailed Documentation

Small errors or omissions, such as incorrect signatures or missing details, can lead to document rejection and the need for resubmission, making the process time-consuming and frustrating.

Apostille Complications

Obtaining an Apostille document for use in foreign countries under the Hague Convention involves multiple steps and certifications, often requiring coordination with various agencies and precise adherence to guidelines.

Limited Notary Access

In some areas, finding a qualified notary public can be a difficult task. By adding another layer of complexity and potentially delaying the authentication process.

Costs and Time Constraints

The authentication process can be both expensive and time-consuming, especially when dealing with multiple documents or navigating international requirements. This puts a significant burden on individuals and businesses.

Conclusion

Document authentication is crucial for ensuring the legitimacy and legal validity of important documents. Through this process, identities are verified, and fraud is deterred, protecting all parties involved. Legal recognition, trustworthiness, and international acceptance are among the key benefits. From now on, we should prioritize authenticating our documents to safeguard their validity and integrity. Whether for personal, business, or legal transactions, taking this step ensures our documents are reliable and legally binding, providing peace of mind and security.

The post The Importance of Document Authentication and Why It Matters? appeared first on Notary Plus More.