Updated: May 19
Understanding the Executive Order 202.7 and how we meet the requirements.
In March, New York Governor Andrew Cuomo has signed an executive order the directly impacts notarization in New York State during the COVID-19 pandemic. The order is currently valid until April 18th, 2020; unless an extension is made. After reviewing the order, we at Hudson Standard have adapted our services to meet the needs of our clients that require an online notarization. As we have done in the past and continue to do today; we are providing the most comprehensive services to ensure your notarization is within the legal boundaries. In this post, we are dissecting the requirements as noted in the order to explain how we are meeting the standard.
I. Any notarial act that is required under New York State law is authorized to be performed utilizing audio-video technology provided that the following conditions are met
Hudson Standard Alliance, LLC has been verified with DocVerify and has a digital certificate that validates the notary license in New York State. As New York State was able to do hybrid closings with electronic signatures in the past, we already had our verification and platform ready on DocVerify. Using this system, every notarization is recorded live and archived on a third-party platform. DocVerify also allows us to use an identification software to confirm the signer’s identity.
II. The person seeking the Notary's services, if not personally known to the Notary, must present a valid photo ID to the Notary during the video conference, not merely transmit it prior to or after
During the recorded session, the notary discloses the process of the notarization and confirms the signer’s name and has the signer swear that they are in fact the individual matching the presented ID. While on camera, we take a screenshot of the front and the back of the ID to verify the authentication of the identification card.
III. The video conference must allow for direct interaction between the person and the Notary (e.g. no pre-recorded videos of the person signing)
Every session is recorded in real-time marking the date, time and location of the signer as the IP address’ of both the signer and the notary are documented. Using the DocVerify system we are able to sign multiple participants in various locations.
IV. The person must affirmatively represent that he or she is physically situated in the State of New York
Upon completion of the intake form to place the notarization, the signer checks the box that the signers will be in New York State. The address is recorded and when notarizing we record the IP address that is archived with the recording of the document.
V. The person must transmit by fax or electronic means a legible copy of the signed document directly to the Notary on the same date it was signed;
Using DocVerify, the signer is able to electronically sign the document while in the presence of the notary. DocVerify authenticates the signature and initials that are accompanied by a timestamp verification.
VI. The Notary may notarize the transmitted copy of the document and transmit the same back to the person
Since the documents are actually signed in the presence of the notary, DocVerify allows for the electronic seal to be stamped on the document along with the notary’s digital signature that is signed using a password. Upon execution of the document and session, a final PDF version of the documents is immediately emailed directly to the signer with the DocVerify verification and certification.
VII. The Notary may repeat the notarization of the original signed document as of the date of execution provided the Notary receives such original signed document together with the electronically notarized copy within thirty days after the date of execution
Our office is located in Grand Central in New York, NY and we have been notarizing for three years. We carry 1,000,000 of E/O Insurance; keep journals and archive every transaction. If a correction is needed or re-notarization after 30 days; you may submit a request. If you would like a paper copy of the executed documents with an All-Purpose Acknowledgment that has the notary’s “wet” signature and seal; you may submit the request via our website.
We understand the online notarizations are new to New York State but at Hudson Standard, we go above and beyond to protect the signer’s identity while practicing a notarization that will be accepted by the requesting agency. Using our online booking, the signer is able to book an appointment and upload documents directly to our website. Once we have reviewed the documents, we send an invoice to the signer to be paid via credit card or check. 10 minutes prior to the scheduled appointment, the signer will receive a link in their email to verify their signature and join the session. During the session both the notary and the signer will be visible while reviewing the document together in the main platform. As the recording of the session is archived, the signer will have the ability to receive a copy of the session for any future needs.
We feel that this is the best possible way for us to process a notarization to protect the signer and the transaction.
If you’d like to book a session, visit our website: www.hudson-standard.com!