Case Study 

Enhancing the process for becoming a notary

“The notary commissioning service in New Jersey manages the workflow process to become a notary, virtually eliminating the dependency on paper mailings and effectively saving expense and time for all parties involved. This workflow not only benefits the prospective notaries, but also Legislators and County Clerks. Each of these customer groups benefits from a service that provides more transparency with greater efficiency.”

– Casey Faiman, General Manager, New Jersey Information Division of NICUSA, Inc.

The Background

More than 30,000 annual notary commissions are processed in New Jersey, and each must go through a process involving the Department of Treasury, Legislators, and County Clerks. The paper process, which was time-consuming and expensive, was not working for any of the stakeholders, including the applicants themselves. The Division of Revenue and Enterprise Services (DORES) recognized that an electronic workflow was necessary to administer the program.

The Solution

The notary commissioning service was launched to enhance the process for becoming a notary in New Jersey through a secure electronic workflow. The service integrates three levels of government (the Department of Treasury, the Legislators, and County Clerks) to allow for the notary applications to seamlessly move through the approval workflow. DORES and its development partner, NIC, met individually and collectively with Legislators and County Clerks to educate them about the service and the efficiencies provided in moving from the paper process to an electronic process.

The Results

The notary commissioning service had an immediate impact for the state and the consumers of the service. DORES estimates that it has reduced mailing costs by over 50 percent, or close to $10,000 annually, and the service had an almost immediate impact on reducing paper, achieving over 90 percent online adoption in less than three months. Consumers of the service benefited from a reduction in application processing time, from approximately 90 days to an average of one week.