When I was on the receiving end of my first digital notarization, I thought everything was going to transition to digital overnight. After all, that’s what happened in so many other industries. I’m pleased to see the continued value in traditional notarizations, and in California, the state has indicated the switch to digital will not happen for at least another decade. The biggest differences between traditional notarizations and digital notarizations revolve around the methods, processes, and technology used for document authentication and verification. I documented the differences between the two, in the following list.
Physical Presence vs. Remote Notarization:
Traditional Notarization: In a traditional notarization, the notary and the person signing the document must be physically present in the same location. The notary watches the signing and physically applies their seal and signature to the document.
Digital Notarization: Digital notarization can be done remotely. The people signing and notaries can be in different locations and use laptops or phones to complete the notarization process. This can be accomplished using Zoom or other conference software.
Document Format:
Traditional Notarization: In the traditional process, physical paper documents are notarized, with the notary applying their seal and signature directly to the paper.
Digital Notarization: Digital notarization involves electronic documents that are signed on the electronic device, such as a tablet of phone, and the notary applies a digital notary seal.
Authentication and Security:
Traditional Notarization: Traditional notarization relies on physical examination of identification documents and signatures. They are vulnerable to fraud and other alternations by those involved.
Digital Notarization: Digital notarization often uses rather sophisticated technologies for identity verification and encryption to secure electronic documents. The process may be more secure against fraud and tampering.
Convenience and Accessibility:
Traditional Notarization: Traditional notarization can be time-consuming and usually requires in-person visits, which are challenging sometimes.
Digital Notarization: Digital notarization offers greater convenience and accessibility, as it can be done from the comfort of one’s own location, eliminating the need for travel and physical presence.
Record Keeping:
Traditional Notarization: Traditional notarizations involve physical records and paper journals to document all notarizations.
Digital Notarization: Digital notarizations generate electronic records, making record-keeping more efficient, searchable and you get to skip storing large boxes of paperwork.
Cross-Border Recognition:
Traditional Notarization: Traditional notarizations can be subject to challenges when documents cross international borders due to variations in notary regulations.
Digital Notarization: Digital notarization can sometimes facilitate cross-border recognition through international agreements and standardized practices, although it’s still evolving.
Costs:
Traditional Notarization: The costs associated with traditional notarizations usually include a travel and notary fees.
Digital Notarization: Digital notarization usually cost less, as it eliminates the need for physical presence and travel.
Biometrics and Identity Verification:
Digital Notarization: Digital notarization often involves advanced identity verification methods, such as biometrics (facial recognition, fingerprint scans) and knowledge-based authentication, to ensure the identity of those signing.
This is an overview and there are some generalizations, so it’s important to note that these processes and regulations vary from state to state and country to country. It clearly is evolving as technology improves and we become more used to interacting online and trusting technology. Despite my services being squarely in the traditional notarization field, there certainly are many strong arguments to transition to digital…eventually. For now, I will continue enjoying the personal interaction and providing the in-person verification the state requires. If you have any other questions on the topic, please reach out!