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.

What is an Electronic Notary Public?

An electronic notary public, also known as e-notary, is a modern version of a traditional notary public. Instead of using pen and paper, e-notaries use digital tools to verify identities and ensure that documents are authentic. This is particularly important for important documents like those involved in real estate, Notarized Birth Certificate, power of attorney, and Notarize Immigration Documents.

The popularity of e-notaries is part of a larger movement towards using digital technology in various industries, including law and finance. By notarizing documents electronically, a notary public agency can keep up with technological advancements, making document handling easier and more secure.

How Electronic Notary Public Works

The electronic notarization process involves a number of important steps to make sure that the documents being notarized are genuine and reliable. Now let’s take a closer look:

Document Preparation

The person who needs the document notarized creates the electronic document using different tools and platforms.

Identity Verification

Before doing the notarization, the e-notary checks the identities of the people signing the document to prevent any fraud. They use advanced methods like live scan fingerprint and thorough Accurate Background Check.

Electronic Signature

Once the identities are verified, the signers add their electronic signatures to the document, which are legally binding just like handwritten ones.

Notary’s Electronic Seal

After the signers have added their signatures, the e-notary applies their unique electronic seal and signature to the document, which includes important details like the notary’s commission number and expiration date.

Certificate of Notarization

The final step is attaching a digital certificate of notarization to the document, confirming that the notary checked the identities of the signers and witnessed the signing.

Document Storage

The notarized document is securely stored in a digital format for easy access when needed.

05 Benefits of the Electronic Notary Public Service

Electronic notarization offers several significant advantages over traditional methods. Here are five key benefits:

Convenience and Efficiency

One of the most significant benefits of electronic notary public is the convenience it offers. Signers can have their documents notarized from anywhere with an internet connection, eliminating the need for travel and in-person appointments. It is especially useful for those with busy schedules or who live in remote locations.

Enhanced Security

The electronic premier notary service provides a higher level of security compared to traditional methods. Digital signatures and electronic seals are encrypted, making them difficult to forge or alter. Additionally, electronic notarization platforms often include audit trails, which record every step of the notarization process, providing a clear record of all actions taken.

Cost Savings

By reducing the need for physical travel and paper documents, electronic notary public can lead to significant cost savings. Businesses can streamline their processes and reduce overhead costs associated with traditional notarization, such as printing, mailing, and storage.

Environmental Impact

Electronic notary public is an eco-friendly alternative to traditional notarization. As a result, it reduces the environmental impact associated with paper documents and physical travel. This makes it a sustainable option for individuals and businesses looking to reduce their impact on the environment.

Accessibility

Electronic notarization allows more people to easily get important legal services. This means that people who have trouble getting around or who live far away can still get the help they need without having to travel in person. This way, everyone can access notarial services equally.

What’s the Difference Between Electronic Notary Public and Remote Notary?

While both electronic notary public services and remote notarization involve the use of digital tools, there are key differences between the two:

Electronic Notary Public (E-Notary) 

An e-notary is someone who can officially sign and stamp digital documents, but they still need to meet with the person signing the document in person. The main difference from regular notarization is that electronic documents and signatures are used instead of paper.

Remote Notary (Remote Online Notary, RON)

Remote notarization allows the notary and the signer to be in different locations. This is facilitated through the use of video conferencing technology. The notary verifies the signer’s identity through online methods and witnesses the signing of the document remotely. This approach offers even greater convenience and accessibility, especially for individuals who are geographically distant from each other.

How to Select the Best Electronic Notary Public Services

When looking for a company to help you notarize your documents electronically, it’s important to keep a few things in mind:

• Look for a company with a good track record and lots of experience in electronic notarization.
• Make sure the company has strong security measures to keep your documents and personal information safe.
• Choose a company that uses up-to-date technology that works well on different devices.
• It’s important to have good customer support in case you need help with the notarization process.
• Check that the company follows all the rules and regulations for electronic notarization in your area and is certified to do this kind of work.

Conclusion

The new electronic notary public services have completely changed the way we get important documents notarized. These online services are super convenient, fast, and secure, making them really important for both people and businesses. Whether you need to get immigration papers notarized, verify a power of attorney, or just Finding a Notary Near You, using electronic notarization can make the whole process easier and save you a lot of time. If you know about the benefits and how to pick the right service, you can really make the most of this modern way of getting things notarized.

The post What is an Electronic Notary Public and How Does It Work?  appeared first on Notary Plus More.

What is Mobile Notary Services?

certified mobile notary service refers to premier notary service provided by a certified notary public who travels to the client’s location to perform notarial acts. This could be your home, office, a coffee shop, or any other agreed-upon location. The primary goal is to offer flexibility and convenience to those needing notary services but unable to visit a traditional notary public office.

A mobile notary can notarize a wide range of documents, including affidavits, power of attorney forms, real estate documents, notary notarized birth certificate and much more. They provide the same services as traditional notaries but with the added benefit of coming to you, making the entire process more convenient and accessible.

How Can a Mobile Notary Services Help?

Mobile notary services can be incredibly helpful in various situations. Here are some common scenarios where a mobile notary can make a significant difference:

Busy Professionals

If you have a hectic work schedule, finding time to visit a notary can be challenging. A mobile notary can come to your office or any other convenient location, saving you valuable time.

Elderly or Disabled Individuals

For those with mobility issues, traveling to a notary office can be difficult. A mobile notary can visit their home or care facility, providing a much-needed service without the stress of traveling.

Real Estate Transactions

Real estate transactions often involve a lot of paperwork that needs to be notarized. A mobile notary can come to the closing location, ensuring that all documents are properly signed and notarized.

Last-Minute Needs

Sometimes, you might need a document notarized urgently. Mobile notaries are often available on short notice and can come to you quickly, ensuring that you meet your deadlines.

Business Operations

Businesses often require notarization for various documents, such as contracts, agreements, and compliance forms. A mobile notary can visit the business premises, making it easier for all parties involved to sign and notarize the necessary documents.

What are the Benefits of Hiring a Mobile Notary Services?

The convenience and flexibility of mobile notary services come with several benefits:

Time-Saving

One of the most significant benefits is the time you save. You don’t have to take time off work or rearrange your schedule to visit a notary office. Instead, the notary comes to you, allowing you to focus on other important tasks.

Flexibility

Mobile notaries offer flexible scheduling, including evenings and weekends. This means you can get documents notarized at a time that suits you best.

Convenience

Whether you’re anywhere else, a mobile notary will come to you. This is particularly beneficial for those with limited mobility or tight schedules.

Personalized Service

Mobile notaries provide a personalized service tailored to your needs. They can meet you at a location that is most convenient for you and provide a more personalized experience compared to visiting a busy notary office.

Reliability

Mobile notaries are professional and reliable. They ensure that all documents are notarized correctly and comply with all legal requirements.

Is Certified Mobile Notary Services Legit?

Yes, certified mobile notary services are legitimate. Mobile notaries are certified and licensed notary public agencies who are authorized to perform notarial acts. They must adhere to the same standards and regulations as traditional notaries. In fact, many mobile notaries undergo additional training to ensure they can provide the best possible service to their clients.

When using a mobile notary service, it’s essential to ensure that the notary is properly certified and licensed. You can do this by checking their credentials and verifying their certification with the appropriate state authority.

Mobile Notary vs. Traditional Notary: Key Differences

While both mobile and traditional notaries perform the same fundamental task of notarizing documents, there are several key differences between the two services. Understanding these differences can help you decide which type of notary service is best suited to your needs.

Mobile Notary 

• Comes to the client’s location, offering flexibility and convenience.
• Often available outside of regular business hours, including evenings and weekends.
• May charge higher fees to cover travel expenses and the convenience factor.
• Ideal for urgent, last-minute needs and those unable to travel.
• Offers personalized, on-site service tailored to the client’s schedule and location.
• Often caters to individuals with specific needs, such as those with mobility issues, busy professionals, and businesses requiring on-site notarizations.

Traditional Notary

• Operates from a fixed office location, requiring clients to travel to them
• Typically operates during standard business hours
• Generally charges lower fees, as clients come to their office
• Suitable for clients who can visit an office during business hours
• Provides services at a fixed location with set hours of operation
• Typically serves walk-in clients at their office location

How to Find a Reliable Certified Mobile Notary Service

• Online Search: Utilize online search engines and directories to find certified mobile notary services in your area. Look for reviews and testimonials from previous clients to gauge their reliability.
• Referrals: Ask for recommendations from friends, family, or colleagues who have used mobile notary services before. Personal referrals often lead to trustworthy service providers.
• Verify Credentials: Ensure that the mobile notary is certified and licensed to perform notarial acts in your state. Verify their credentials and check if they are members of professional organizations.
• Clear Communication: Contact the mobile notary service to discuss your requirements, pricing, and availability. Clear communication ensures that both parties understand expectations and legal obligations.

Conclusion

The use of mobile notaries provides a convenient, flexible, and accessible solution for notarizing important documents with authentication. Whether you need to notarize real estate transactions, legal documents, business agreements, healthcare directives, or notarize immigration documents, mobile notaries can provide the necessary service at a location and time that suits you best. The legitimacy of certified mobile notary services is assured, provided you verify their credentials and professionalism.

By understanding the benefits and differences between mobile and traditional notary services, you can make an informed decision that best meets your needs. Remember to conduct thorough research, check reviews, and verify credentials to find a reliable and certified mobile notary service. Embracing the convenience of mobile notary services can save you time and effort, allowing you to focus on more important aspects of your life or business.

The post The Ultimate Guide to What is Mobile Notary Services? appeared first on Notary Plus More.