Aurora, Mo. —

The state health department has adopted new guidelines for obtaining copies of birth, death, marriage and divorce records to help protect Missourians from identity theft.

Beginning March 1, identification will be required when requesting vital records from the state health department in Jefferson City and local health departments throughout Missouri.

To obtain a copy of a birth or death certificate at the state health department or a local health department, a person must present a document containing a photo. If an applicant does not have a photo ID, at least two alternate forms of identification must be presented. The documents must include the applicant’s name and the name of the company or organization issuing the document.

Requests for vital records submitted by mail must be notarized by a notary public. An application form available on the state health department’s website or a written request containing the required information must be notarized before it is mailed to the health department. Payment for mailed requests must be made by personal check or money order. Online requests for records can be made through a link on the state health department’s website and are required to be paid with a credit card. This service is offered through a third-party provider and additional fees apply.

The new identification requirements also apply to requests for copies of marriage and divorce statements from the state health department.

The fees for vital records will remain the same. The fee for a birth, marriage or divorce record is $15 per record. A death record is $13 for the first copy and $10 for each additional copy of the same record ordered at the same time.

The application for obtaining a copy of a vital record requires applicants to explain their relationship to the person named on the record. Obtaining a vital record illegally is a class D felony.

Birth and death certificates can be obtained at most local health departments in Missouri.  In St. Louis City, birth and death records can be obtained from the recorder of deeds office at the St. Louis City Hall.

Copies of marriage licenses are available from the recorder of deeds in the county where the license was obtained. Copies of divorce decrees are available from the circuit clerk in the county where the decree was granted.

More information about obtaining vital records can be found at www.dhss.mo.gov/data/vitalrecords/index.php.

A Mobile Notary Public can assist companies with verifying I9 documents by acting as a representative on their behalf at the time of hire. This has proven to be beneficial when employees are working on an off site or remote location where the employer cannot be present. An employer has the right to approve qualified individuals to act as agent on their behalf and complete the I-9 forms. Notary Signing Agents are the most common individuals selected to do this, however others can include Attorneys and Public Officers.

An I-9 form is a U.S. citizenship and immigration form that is used by employers to prove identity and verify that the employee is eligible for work in the United States of The united states. The immigration reform and control act (IRCA) was established on November 6th, 1986 and requires employers to have any employees hired after that date to fill out an I-9 form. This document is more commonly known as an employment verification form and is provided to all employers by the government.

Section 1 must be done by the employee on or before the date of hire. Section 2 must be done by the employer within 3 days of the hire date of any new employee, except for volunteers or contract workers.

Sure documents must be provided in order to complete the I-9 verification form. Employees are necessary to supply two document that confirms identity and two for employment eligibility. If the employee provides a document that is on List A, that will verify both citizenship and identity and no other document is needed.

List A includes:

•U.S. Passport

•U.S. Passport Card

•An unexpired foreign passport with an I-551 stamp, or with Form I-94 attached which indicates an unexpired employment authorization

•A Permanent Resident Card (often called a “green card”) or Alien Registration Receipt Card with photograph

•An Unexpired Temporary Resident Card

•An Unexpired Employment Authorization Card

•An Unexpired Employment Authorization Document issued by the Dept. of Homeland Security that includes a photograph (Form I-766)

Employees may also provide two document from list B that confirms employee identity AND two document from list C which proves citizenship.

List B and C include:

List B

•Driver’s license or I.D. card issued by a U.S. state or outlying possession of the U.S., provided it contains a photograph or identifying information such as name, date of birth, gender, height, eye color and address.

•Federal or state I.D. card provided it contains a photograph or identifying information such as name, date of birth, gender, height, eye color and address.

•School I.D. with photograph

•Voter’s registration card

•U.S. Armed Services identification card or draft record

•U.S. Coast Guard Merchant Mariner Card

•Native American tribal document

•Driver’s license issued by a Canadian government authority

List C

•A U.S. Social Security card issued by the Social Security Administration (Note: cards that specify “not valid for employment” are not acceptable.)

•A birth certificate issued by the U.S. State Department (Form FS-545 or Form DS-1350) Original or certified copy of a birth certificate from the U.S. or an outlying possession of the U.S., bearing an official seal

•Native American tribal document

•U.S. Citizen I.D. Card (Form I-197)

•An I.D. Card for the use of a Resident Citizen in the United States(Form I-179)

•An unexpired employment authorization card issued by the Dept. of Homeland Security (other than those included on List A)

U.S. citizens who have lost their social security card can apply for a duplicate at the Social Security Administration.

Mortgage and Lending professionals now have access to our online order management system.  Customers can order, track, and manger their mobile notary loan signing requests from any computer with web access.  To activate you account call us at 800.455.1146

How do you determine what to charge for an mobile notary appointment?

Do you set your fee’s based on what you feel your time is worth?  Are your fees based on what every one else is charging?  More importantly, do you know how much you spend out of pocket per appointment?

Choosing the right fee for your mobile notary public service can be one of the most important decisions you make.  But how do you know what the right fee is, and what strategy should you choose when setting your fee structure?

Below are three tips on setting your fees for you mobile notary publicservice.

Know your market

How many mobile notaries are in your area competing for the same clients?  What makes you different from all of the other notaries in the area?  What compelling reason is there to use your service over another mobile notary?

Conduct an analysis of your competitors, find out what they charge, what their business hours are, how far they travel, and anything else that will give your mobile notary public service the edge over your competition.

Know your costs

How much money do you spend to run an appointment?  And I don’t mean the gas it takes to get from point A to point B.  Here is a simple formula you can use to determine your cost per appointment.

Total your monthly spending for last month on travel, marketing, rent, supplies, insurance, and utilities.  Then divide that number by the total number of appointments you conducted and presto you have your cost per mobile notary appointment.

Remain consistent

Once you decide on a fee schedule for your mobile notary public service it’s a good idea to stick with it and only make adjustments when absolutely necessary.  Inconsistent pricing will lead to client confusion and frustration, which really means less work for you.

Keep in mind that pricing is more of an art rather then a science.  Be sure to follow the above tips and remember to always track your progress.

INDIANAPOLIS—Indiana Secretary of State Todd Rokita announced today that his Business Services Division has launched a new online Notary portal to reduce the cost of government and to increase the speed of customer service for Indiana Notaries public. Now in Indiana, Notary commissions and revisions will occur exclusively online.

“With over 80,000 currently in service, Notaries public make up the largest single group of public officials in Indiana,” said Secretary Rokita. “My office has used innovation and technology to develop an online home for Notaries to conduct their transactions with the state. Now, it is easier and more cost-efficient than ever for Hoosiers to file Notary applications and revisions.”

A Notary public is a public officer of the state, authorized by law to certify documents, take affidavits, and administer oaths. A Notary public is appointed for an eight year term after being commissioned by the State of Indiana.

The online Notary service will allow a current notary to update contact information in just a few moments. The online service will also accept new Notary applications and renewals. The Business Services Division will be able to expedite the Notary commission process with the online system.

To increase aptitude among Notaries public, the online portal also includes a new training module which Notaries are required to complete to receive their commissions. This training module can also be reviewed by current Notaries interested in advancing their knowledge of Notary guidelines and rules.

To access the new online Notary service, visit www.in.gov/sos/business.

Online Notary is the latest in a series of technology improvements made by Secretary Rokita’s office this year in order to reduce the cost of government and increase customer service. Recent improvements also include the Dealer Services Division’s Plates On-Demand online program as well as the Indiana Election Division’s “Who’s on Your Ballot?” and Indiana Campaign Finance online tools.

Source: Office of Indiana Secretary of State

Getting Prepared for your Mobile Notary Service Appointment

Lets face it, as a customer of a mobile notary service you don’t want any surprise problems to pop up during your appointment.   Especially when it involves issues that could of easily been resolved prior to the mobile notary appointment.

Little things like not having proper ID, can lead to a Notarization being refused.

So being prepared for you appointment means your trusting your service provider to give all the information you will need to have a successful and enjoyable mobile notary appointment.

Once you have decided on which mobile notary is right for you.  It’s time to get prepared.  A few things you will need for a successful notarization are;

1An unexpired photo ID that includes the name, physical description, signature and unique identifying number issues by A state or federal agency,

2The physical appearance of the document signer.

3The document that requires the Notary Public seal

4The person appearing before the Notary Public must be able to read and understand the contents of the document.

5There must be no undue influence on the individual signing the document.

No form time to time photo ID will not be possible, this is true in cases of seniors, stolen ID, and hospital patients.  In these cases there is some flexibility in the Identification process that the mobile notary public can work with in.  An example of this is that 2 creditable witnesses can be used to ID the signer.  The witnesses must provide proper ID, have personal knowledge of who the individual is appearing before the notary public, be willing to swear to the identity of the individual and not benefit from the transition in any way.  Every state have their own rules and laws governing Notaries and the notarization process.  Be sure to check with your secretary of stats office Notary division for more information.

The more you know abut the requirement of your notarization the more likely you are to have a successful outcome.  The next time you ask a mobile notary to come to your home or schedule mobile notary service, ask them what you will need to have a successful notarization.

Please do not consider this article to be legal advice.

We have all seen signs for notary public services posted around our towns. Notary public services are available in post offices, banks, and even grocery stores.  A notary public can witness signatures on legal documents, administer legal declarations and oaths and can perform other acts depending on the area of the country that they reside.  Like most other states, to become a notary public in California there are specific qualifications that you need to meet before you can be certified.

To become a notary public in California, you must meet and complete each of these requirements in this order:

•Be at least 18 years of age or older

•Be a legal resident of California

•Complete a Secretary of State approved course of study

•Pass a written exam

•Clear a background examination

Prior to being appointed as a notary public you need to complete a Secretary of State approved course of study from an approved vendor.  To find a list of approved vendor in your area, consult the California Secretary of State’s website.

The classroom instruction will provide the prospective notary public with the training that they will need on the job.  They will receive a full understanding of the responsibilities and duties of a notary public.  They will also learn ways to effectively reduce legal action taken due to misconduct by a notary public.

All students will receive a certificate of completion when they have successfully completed the required six hour classroom instruction.  Once the mandatory course of study is completed, you will need to register for your exam.  The certificate is valid for up to two years, and you will need to present it to sit for your notary public exam.  If the certificate is expired prior to taking the exam, the classroom time will need to be retaken.

Once  notary public exam is passed, you will need to be finger printed and submit to a background examination.  Your exam will expire one year from the date that they test was taken.  If you do not submit for your background examination within the one year period, you will have to retake the test.

Effective January 1, 2008, all prospective notary publics must submit to a background examination by the FBI as well as the California department of justice.  The background examination must come back clean before appointment of notary public can be issued.  As part of your background examination, you will have to admit any arrest that has a pending court date as well as any convictions.  Convictions dismissed under Penal Code Section 1203.4 and 1203.4a must be disclosed even if they were dismissed.  If you have any questions about arrests or convictions, make sure to contact the California Department of Justice.

All convictions must be disclosed, and the California Secretary of State can recommend denial of your notary public license for any of the following reasons:

•Failure to disclose any arrest or conviction

•Conviction of a felony

•Conviction of a misdemeanor where less than ten years have passed since the completion of probation

When the background examination comes back, the notary public applicant will receive a commission packet.  The packet will include further instructions and a commission certificate.  You will also receive the forms that you need to have your seals manufactured and the instructions to have your final oath and bond issued.

Requirements to become a notary public in the state of California are always changing.  Be sure to check the Secretary of State’s website for any changes that could effect your notary public appointment.

It happens to all of us. We work endlessly to build our customer base and to keep our clients happy just to feel burned out and under appreciated.

If this sounds like you, chances are your business is working you, rather then you working your business. Until you change this you won’t feel any better. Actually, things will probably get worse.

Let’s take a moment and get up to speed on what the differences are between running your business and it running you.

It happens to all of us. We work endlessly to build our customer base and to keep our clients happy just to feel burned out and under appreciated.

If this sounds like you, chances are your business is working you, rather then you working your business. Until you change this you won’t feel any better. Actually, things will probably get worse.

Let’s take a moment and get up to speed on what the differences are between running your business and it running you.

When you’re running a business like a mobile notary service it’s your operation. You have a systematic approach to your business process that can be duplicated by anyone. A way to take orders, a way to invoice, and a way to communicate with your clients.

When it’s running you, it’s a completely different thing. Most days are spent jumping from one thing to another all day and sometimes all night. You’re not sure who owes you money or who you owe, how to build or how to market. One thing is for sure: when your business says jump, you say how high. You’re on your way to burning out, if you haven’t already.

This problem affects all small business owners at some point; it’s not just something exclusive to the mobile notary industry.

And while some mobile notary signing agents quit and give up, others are able to turn things around and begin to enjoy life again.

Here are 3 tips to help you avoid burn out in the mobile notary business and get your life back.

1. Take one day off a week

Once a week you should take a day to yourself. Turn the cell phone off, don’t run any appointments and go do something you love to do. Taking time out for yourself is one of the best things you can do to help avoid burn out. It can help rejuvenate you and give you a different perspective.

2. Don’t answer your phone after 6PM

This one can be hard to get used to because most mobile notaries feel they need to be available for every phone call that they get in order to build their business. But it is simply not true. Sometimes a company will want to work with you more because you are not available or not picking up the phone. It shows that you have limits and that you run a business; your business is not running you.

3. Help someone every day.

Take time every day to help someone. It’s good for the soul, and it will help you avoid mobile notary burnout. So go out there and open the door for a stranger, compliment someone you’ve never met before, help a newbie notary get started. It will always come back your way.

Remember to put yourself first. You’ll gain more clients, make more money and be a happier person overall.

February 14, 2011

News Release

INDIANAPOLIS– A national association of public officials has chosen Indianapolis as the host location for its 2013 annual summer conference.

The National Association of Secretaries of State (NASS) will attract more than 250 secretaries of state, their staff, state election officers and notary public administrators to the Circle City during the four-day conference from July 11 – 15.

The NASS executive board this week selected Indianapolis as the host city for the 2013 summer conference during its 2011 annual winter conference in Washington, D.C.

The selection of Indianapolis was made possible through a collaboration between the office of Mayor Greg Ballard, the Indianapolis Convention & Visitors Association and the Indiana Secretary of State’s office. Indianapolis served as host for the summer conference once before in 1985 under then-Secretary of State Ed Simcox.

“We are thrilled to be the host office for the 2013 summer conference of the National Association of Secretaries of State,” Indiana Secretary of State Charlie White said. “Indiana is a proven leader in efficient government, and this conference will serve as an exchange of ideas for the best ways to meet the needs of constituents from across the country.”

The conference will showcase Indianapolis as the host city and allow those attending to compare the most efficient procedures for conducting public policy.

Events being considered for the 2013 conference include several receptions around the city, a golf outing, family member visits to various attractions, such as local museums, the Indianapolis Motor Speedway and the Indianapolis Zoo.

“The city of Indianapolis is honored to serve as the host city for the National Association of Secretaries of State annual summer conference in 2013,” Ballard said. “We are pleased that officials from states across the country will be examining government efficiencies in Indianapolis, where we have achieved significant successes in this area, and have an opportunity to experience our growing tourism and hospitality industry firsthand.”

The NASS convention is the latest example of national agencies and organizations choosing Indianapolis for its unparalleled amenities and demonstrated ability to host events on a grand scale.

“We are extremely honored, under the key leadership of Secretary White and Mayor Ballard, to have been awarded this prestigious conference,” said Michelle Travis, senior vice president of sales for the Indianapolis Convention & Visitors Association. “This is yet another example of a convention attracted by Indianapolis’ $3 billion in new infrastructure. Having this influential group meeting in Indianapolis will draw incredible awareness to our destination and will undoubtedly lead to further tourism economic development.”

About the National Association of Secretaries of State

Founded in 1904, the National Association of Secretaries of State (NASS) is the nation’s oldest, nonpartisan professional organization for public officials. Members include the 50 states, the District of Columbia, Puerto Rico, American Samoa, Guam and the U.S. Virgin Islands.

NASS serves as a medium for the exchange of information between states and fosters cooperation in the development of public policy. The association has key initiatives in the areas of elections and voting, state business services and digital archiving, as well as several well-established awards programs. Learn more by visiting http:www.nass.org.

Source: Office of Secretary of State Charlie White

Here we go.  The final 2 end of the month rushes of 2007.  And what a year it has been for mobile notaries, in 2007 we have seen an end of the REFI boom and the collapse of Sub-prime lending, and each and every one of us has been affected in some way.

So what lays ahead for us in 2008 and where the work will be coming from? As a Notary Public you know that the service you provide plays an important role in society, but how does one continue to sustain there business with ever rising gas prices, fewer loans being signed and more mobile notaries entering the market keeping fees down?

Is it time to get out, or do you just keep hanging on?