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The NNAs Electronic Notary Seal Program Creating and managing notarial acts electronically in real-time Richard J. Hansberger, Director of eNotarization.

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Presentation on theme: "The NNAs Electronic Notary Seal Program Creating and managing notarial acts electronically in real-time Richard J. Hansberger, Director of eNotarization."— Presentation transcript:

1 The NNAs Electronic Notary Seal Program Creating and managing notarial acts electronically in real-time Richard J. Hansberger, Director of eNotarization National Notary Association

2 Introduction The National Notary Association announces the official launch of the Electronic Notary Seal Program A national effort A collaborative effort The Electronic Notary Seal (ENS) Program is an online web application (like online banking) that provides states and private industry with: Technologies to facilitate secure electronic notarization within and across jurisdictions Standards to promote interoperability across transactional partners relying on notarization The PRIMARY goal of the ENS Program is to authenticate Notaries in real time Must be FREE to participating states Must allow ANYONE to verify the status of an electronic notary seal at no cost in real time

3 ENS Program – Online Notary Management Enables state government to manage Electronic Notary Seals State can issue, revoke, suspend, and renew Electronic Notary Seals securely online All relying parties can independently verify the status of an ENS in real time using secure web services Enables private industry to develop electronic document management systems that incorporate: Notary Authentication – verify status of ENS in real time Notary Recordkeeping – record journal entries (1 or 1,000,000) Notary Certificates – download compliant certificates for electronic documents Enables development of competitive vendor solutions for electronic document management that depend upon trusted notaries Relies on web services for interoperability across systems Relies on open standards for greater acceptance and ease of use

4 ENS Program Justification Lack of uniform legislative/regulatory framework hinders progress. Inconsistent (sometimes competing) state notary laws and regulations lead to confusion in the marketplace (Is it legal? Will it hold up in court?) There is a need for effective, uniform electronic notary legislation. The benefits could be enormous… Trust in the Notary office is compromised in the paper world, but the ENS Program can help resolve issues of abuse, misuse, and misrepresentation Electronically notarized transactions could realize significant cost savings for companies, government agencies

5 ENS Program Justification Industry complains our system lacks technological predictability. Industry needs to do it one way across all 50 states, or else the cost-saving benefits of electronic documents cannot be realized. To accomplish this goal, the NNA has confirmed with state government officials and industry leaders that… A consistent, interoperable technology for notary authentication is needed by industry to implement national electronic document systems. A consistent, interoperable approach will also fuel a competitive marketplace among vendors offering such solutions.

6 ENS Program Justification Presumption that costs to entry are formidable has negatively impacted progress in electronic notarization. Lack of clear guidelines for authenticating notaries means cost of compliance for business is too high. State governments are finding it difficult to shoulder the burden of providing this interoperable technology. A need for a no- or low-cost notary authentication technology is of paramount concern.

7 ENS Program Participants Industry Early Adopters - mortgage banking, real estate, title companies Countrywide, Stewart Title State Government AZ (Secretary of State, Maricopa County Recorder) CA (San Bernardino and Orange County Recorders) Notaries Only in corporate environments currently Carefully regulated through the ENS Program by state officials

8 ENS Program Components Notary Authority Notary Registry Notary Digital Certificate Authority Electronic Notary Seal Image, XML, digital certificate Secured in Notary Authority, accessible only by notary Released for use by notary upon proper authentication Electronic Journal Web-based recordkeeping provides independent record of transaction XML file format ensures access to data over time Mandated recordkeeping can be enforced Security of records greatly enhanced Electronic Notary Certificates Provides XML store of compliant certificate data for use by notaries

9 ENS Program Components Notary Exchange Standard (NES) A secure exchange standard through which transacting parties can access NES web services Notary authentication Notary recordkeeping Notary certificates The NES is responsible for the secure exchange of data between the Notary Authority and a requesting party Relies on OASIS WS-Security specification for authentication The flexibility of the WS-Security specification allows different authentication methods to access NES services Interoperable with web and desktop clients developed by any vendor

10 Notary Authority Vendor Web/Desktop Client Development Notary authentication AT NO COST to third parties. Electronic journal is optional licensed service. Notary certificates are optional licensed service. Notary Exchange Standard Web Services Notary Authentication Electronic Journal Notary Certificates Notary Exchange Standard Security Interceptors HTTPS / VPN ENS Program Components

11 ENS Assurance Levels HIGH Means the notary works for an NNA Trusted Partner (corporate or government agency). Notary authenticates to the Notary Authority NES using a username/password. Recordkeeping is required. MEDIUM Means the notary works independently using an NNA web or desktop client. Notary authenticates to the Notary Authority NES using an NNA web or desktop client (with digital certificate). Recordkeeping is required. LOW Means the notary works independently using a third- party web or desktop client. Notary authenticates to the Notary Authority NES using a digital certificate (PKI) protocol. Recordkeeping is strongly recommended.

12 ENS State Services Online Administrative Portal (Online Banking) Issuance, Revocation, Renewal State grants authority to perform electronic acts and authorizes notary to receive ENS State can suspend, revoke, renew the ENS at any time Suspension and revocation are immediately extended to all relying parties Auditing State can review and report on all ENS issuance, suspension, revocation, and renewal Online Verification of Electronic Notarial Acts Enables third parties (when authorized) to verify the facts of a notarial act online When it was recorded… Transacting parties… Other pertinent details… Notarys electronic journal records transaction for both paper and electronic documents

13 Benefits of ENS Program - Government Enables state government to regulate notaries in the electronic age Enables state government to support electronic notarization pilots securely Enables relying parties to verify facts of a notarial act performed on both paper and electronic documents Can support the certification of public documents between states and internationally (eApostilles) Prevents fraud and abuse of notarial office by enabling faster, more accurate investigations Protects citizens from identity crimes and document fraud

14 Benefits of ENS Program - Industry Provides a Service Oriented Architecture that allows private industry to focus on core technology development rather than eNotarization development Promotes development of competitive electronic transaction technologies relying on eNotarization Provides widely accepted standards and technologies to enable real-time authentication of notaries Promotes the use of PKI and non-PKI solutions using the same core technology, which provides a more realistic and stable foundation for further innovation

15 Benefits of ENS Program - Notaries Facilitates emergence of a burgeoning eNotary market where competitive solutions translate into competitive pricing for the average notary. Provides a common (national and international) notary authentication protocol. Further promotes the professionalization of the American notary office. Protects the public from fraud and abuse of the Notary office.

16 What is an Electronic Notary Seal? Paper Documents Bar Code (CODE 39 BarCode format) Electronic Documents XML (text) Image Digital Certificate (when required) Digital Certificates (when required) Hardware Based Stored on USB-enabled device or smart card Browser Based Stored in CAPI on Windows Roaming Stored on split-key VeriSign server (cross-platform)

17 Vendor Web/Client Development Notary authentication AT NO COST to third parties. Web Services Notary Authentication Firewall Proxy Server Electronic Notary Seal Authentication Notary authenticates through NES to the Notary Authority Authentication is a WSS protocol Username/Password (requires HIGH ENS Assurance Level) X.509 Digital Certificate SAML Token Proper authentication releases seal to requesting notary Revocation controlled centrally and independently verifiable by state government and all relying parties Notary Exchange Standard Security Interceptors HTTPS or VPN What is an Electronic Notary Seal?

18 NOTARY AUTHORITY How does a Notary receive an Electronic Notary Seal? Web Services Notary Authentication Notary Completes Application through State Notary must satisfy legal requirements and be identified in person State authorizes Notary to receive ENS Notary receives authorization to use ENS * Notary authenticates to Notary Authority to release seal * ENS may be validated independently by third parties

19 1. Meets with document signers,verifies signers identity, capacity and willingness to sign 2. Prior to notarizing document, electronic signing system verifies Notarys ENS through the Notary Authority. 3. Electronically notarizes document using ENS. 4. Electronic Journal updated online with notary act details. What happens when a Notary uses an Electronic Notary Seal?

20 Notary Authority Notary Registry Signer E-Signs Notary Logs In Release Notary Seal Notary E-Signs Document OK? Notary Seal Notary Journal Journal contains transaction details Document ID Digital Fingerprint of Document (Hash) What happens when a Notary uses an Electronic Notary Seal?

21 NOTARY AUTHORITY How does the state revoke an Electronic Notary Seal? Web Services Notary Authentication State Official authorizes revocation or suspension Notary receives notification of revocation * Notarys attempt to authenticate is denied * ENS revocation/suspension may be validated independently by third parties 1 2

22 Call to Action The NNA is now asking more states and industry leaders to participate. The NNA urges states to consider adoption of the Model Notary Act, Article III as a first step if authorizing legislation does not already exist. Formation of state-specific eNotarization Task Force in California underway; other state task forces a possibility, or perhaps even a national task force

23 Demo - The ENS Portal

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