Strengthening Notary Services with Reliable Identity Verification Solutions

Ever wondered how the world’s most significant transactions, like real estate deals, for example, rely on this important factor—trust? Notary organizations step up as the unsung heroes of secure transactions. They are the guardians of authenticity, the gatekeepers of legality, and the protectors of individuals’ rights. In this blog, dive with us into the pivotal world of notaries and the critical role they play in the age of identity verification. We’ll also explore the challenges they face, and the innovative solutions that empower them to take notary services to new heights.

Why is identity authentication important for notaries?

Identity verification is vital to notaries for several reasons:

  • Preventing Fraud: Verifying the identity of individuals involved in a transaction ensures that the right people are entering into agreements, reducing the risk of deceit or financial loss. Consider a scenario where someone wants to buy a business. Without thorough checking of ID Documents, this high-value transaction could potentially be exploited as an opportunity for money laundering.
  • Legal Compliance: Numerous documents, such as wills, contracts, and deeds, require notarization to be legally valid. Proper verification of identity is integral to upholding the legality of these documents.
  • Protecting Vulnerable Individuals: By verifying identities, they help ensure that vulnerable individuals like the elderly or people with disabilities are not coerced or manipulated into agreements against their will.

Notaries employ various methods to verify identities:

  • Government-Issued ID: One of the most common methods is verifying ID documents like ID cards, passports, or driver’s licenses, which provide a standardized means of confirming an identity.
  • Personal Knowledge: In some cases, notaries may have personal knowledge of the individuals involved. However, this approach is typically reserved for long-standing relationships.
  • Witness Statements: Notaries can rely on witness statements from individuals who can confirm the identity of their signatory.
  • Biometric Data: Advancements like facial recognition are additional tools for identity verification.

Challenges of identity verification for notaries

Despite their essential role, notaries could face several challenges in identity verification.

  • Forged documents:

Notaries frequently encounter an array of ID documents, including passports, driver’s licenses, and national ID cards. Unfortunately, criminals are becoming more skilled in producing fake versions of these documents. The challenges is in detecting advanced forgery methods, which includes the use of high quality printing, holographic elements, and additional security features that closely resemble those found in genuine documents.

  • Diverse document types:

Notaries regularly engage in cross-border transactions that demand the validation of identity documents covering multiple countries. Each country typically has its distinct formats & security features, adding to the complexity of the process. It is necessary to have the skills and resources to handle this variety, which could be complex and time-consuming.

  • Changing regulations:

Identity verification regulations are subject to frequent updates. Compliance with these ever-changing standards is critical for ensuring the legality and authenticity of notarized papers. It can be difficult to keep up with these developments, and it is important to devote time and energy in remaining informed and modifying their operations properly.

  • Data privacy:

Notary organizations are responsible for handling senstive personal information throughout the verification process. Giving top priority to safeguarding and maintaning the confidentiality of this data is of the utmost importance.

  • Limited resources:

A limited access to advanced id verification solutions and technology is also a challenge. Relying exclusively on manual inspection can be demanding in resource and may not yield the same level of reliability.

Integrating Security and Efficiency: Keesing AuthentiScan

Keesing AuthentiScan allows users to easily automate their document verification process, enabling notaries to focus on what they do best. This means that within seconds, they will know the authenticity of a client’s ID document. With experience from 1911 and backed by the world’s most comprehensive database, Keesing accurately and swiftly checks a wide variety of ID documents with 70.000+ security features. While automation is a powerful feature of AuthentiScan, we understand that some cases may require human touch. That’s why Keesing offers the option for helpdesk support, this flexibility ensures that customers have the support needed for unique situations.

A concern when handling sensitive personal information is security. While Keesing offers cloud-based software, customers can choose if they prefer Keesing AuthentiScan on-premise. Notaries can rest assured that personal data remains within their network. The system verifies documents automatically while keeping all data securely on-site, ensuring compliance with privacy regulations.


Notaries play a crucial role in verifying the identity of individuals’ identities in a wide range of legal and financial transactions. Nevertheless, the obstacles they encounter in identity verification, such as the presence of counterfeit documents, the diversity of documents types, evolving regulations, data privacy issues, and limited resource, can make the job more complex and demanding. To tackle these challenges successfully, notaries might have to consider using modern verification tools and stay current in the changing world of identity verification.

With Keesing’s experience in the legal industry, our team is ready to work closely with you to assess your needs, customize solutions, and ensure a smooth implementation. Contact us here and take the first step towards building trust and security for your clients.