ELEMENTS OF A SUCCESSFUL BUSINESS
Technology in the World of a Notary Lisa Berry Vander Heide
W
hen you look around the office of a busy Notary practice, you will see many familiar items. There’s the computer on the desk connecting the Notary with more information than launched the space program; the multiline VOIP telephone system with voicemail and transfer capabilities that keep contact with clients past, present, and future; and of course you’ll see the multifunction copier—the nerve centre of many an office. Suffice to say, technology has brought and will continue to bring many changes to our practices. Many of our members will remember when things were done on the “carbonless” forms and credit cards for payment were a new thing—(remember the slide credit card machine?).
Even algorhithms have been known to go wrong. Review of the final documents will always be required. The Land Title System has gone to a totally online program. Notaries are busy and don’t have the time, or hire an agent, to go to the Land Title Office to file registrations. Conveyancing and Land Title registration will continue to evolve. Other technological changes in a Notary office would include the use of cashless payment systems. For day-to-day bill-paying and client invoices, we have debit/credit systems of payment. A limited amount of cash on hand in an office is better for staff safety. We all can think of things we would like to see in technology, but it has a long way to go in some areas such as banking; proprietary software needs to be more compatible.
Let’s take a trip back to the infancy of technology, the ‘80s.
Other office technology that enhances productivity includes interoffice communications systems such as Skype, MS Teams, and other “intercom” replacement systems. As Notaries we are constantly aware of dates and deadlines. A good calendar program to track and diarize items is vital to keep those 40-deal days organized.
Most of the conveyancing, especially statements of adjustment, was done by hand. Incorrect calculations could lead to errors. Today’s conveyance programs reduce the errors and help create much better finished products.
Recent innovations have allowed for video conferencing for document signings. The technology has been available for quite some time but its beta test really came out during the pandemic events of the past 2 years. Our office’s first video signing was
Today, technology has brought a great deal of efficiency and time savings to the world of a BC Notary. As with anything, there are inevitable growing pains and “bugs” to be worked out.
Volume 31, Number 1, Spring /Summer 2022
The Scrivener | www.bcnotaryassociation.ca
actually from Russia. Having a handle on time zones sure helps. While technology brings changes, technology in and of itself isn’t innately good or bad. It’s simply change. We as a group and as individuals have an obligation to keep up with the changing technology of our industry and the ancillary professions associated with it. Some high-priority challenges would be the balance of technology/productivity with security. Frustration runs high when there are problems that aren’t fixed, but it has always been and will continue to be the ingenuity of the user that gets the job done when there is adversity . . . for through adversity comes strength. Keep in mind the saying about putting all your eggs in one basket. There still will be a need for—believe it or not—typewriters, index cards, and pens in an office. It is up to the Notary, staff, and clients to select appropriate technology for their particular situation, needs, and risk levels. Knowing what’s out there and educating yourself about it is vital. A successful practice is one that always has a Plan B for when the copier or fax goes down, the power is out, and the Internet crashes. The connection between BC Notaries and technology isn’t a competition. It’s a relationship—and its status sometimes is “complicated,” but mostly “we’re working on it.” Lisa Berry Vander Heide has been a Notary Public in Creston since 2015, partnered with Lorne Mann. TABLE OF CONTENTS
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