Are You Competently Managing Your Notary Staff?
As Illinois has enacted several pieces of legislation to minimize mortgage fraud, many Illinois notaries have sought out training to ensure compliance with the law. Many employers of notary staff have also sent their notaries to receive proper training to limit the company's exposure to liability. However, what about the supervisors of the notary staff?
The law requires managers to oversee that the notaries are complying with all notary laws and duties. In addition, supervisors of notary employees must maintain objective indicators of proper training and supervision, such as certifications, any test results, or other record-keeping materials. While the law does not specifically detail how an employer should supervise its notary employees, it does provide direction in that an employer must instruct its managers and supervisors on sound notarial practices and on how to competently manage notary staff according to state laws, sound policies and procedures, and ensure that the notary is adhering to basic rules of proper notarization.
Properly managing notary employees is essential to all organizations. As employers can be held accountable for the actions of their notary staff, many companies have opted to terminate notary public services. In today's economy, it would seem that eliminating services that customers have come to expect would force customers to take their business elsewhere, and ultimately negatively impact that company. Don't let fear of exposure to liabiity be a reason to cut customer service. Risk of liability is higher for companies that do not properly oversee their notaries to certify they are compliant with state laws. By providing adequate training to your supervisor and management staff, you ensure that notary employees are carrying out their duties properly and professionally. This is critical to providing superior customer service, maintaining your customer base, and guarantee resources are used efficiently, thereby minimizing and managing the employer's risk.
Other ways to limit exposure to notary liability is to revise the review process for notary employees by including random inspections to determine whether the notary's seal and journal are secure. Maintain a log book to record periodic observations of the notary staff as a notarization occurs, or monitor the completion of journal entries to determine they are performing their notary services properly. Lastly, supervisors should annually require notary employees to attend follow-up training classes to be sure they are up to date on the most recent developments in the industry.
Roman Endeavors, Inc has offered notary refresher courses and related trainings since 2004. Our trainings meet the requirements as outlined by Illinois law, and we are the only Illinois notary training company that provides on-site training at no extra charge to employers who require several of their staff to be trained. Keep your customers! Properly train your staff today. More information on notary and supervisor training services can be found at http:/www.illinoisnotarytraining.com.
Posted by droman
at 10:32 AM CDT
