I just completed a signing and I did re-read the instructions after the signing. I will say this IS MY FAULT because I skimmed the instructions but missed the VERY tiny print of do not include IDs with scans. However, now I’m confused - WHY? Why do they not want the IDs. They specifically stated:
“This client counts this as a privacy event. The document package must then be manually reviewed, copies of IDs removed, and rescanned before providing them to the client.”
How is this a privacy event when they are dealing with more sensitive information on the loan documents? WHAT!! Docked $25 overall. Stupid.
Anyone else see this? Oh I believe this was a Chase closing.
I don’t typically scan the id’s in with the signed docs. I usually upload a seperate pdf file with the signers identification, unless requested by Title or the lender to include it in the scanbacks. I will print a copy and include it in the package if requested.
Have you ever heard of “Keep it Simple, Stupid” aka “KISS”? Follow instructions and you won’t be dinged or lose a client or be on the do-not-use-list.
Every lender and title/escrow company have different criteria. For instance, when a living trust is involved, some want signature line to include “trustee” or the full trust verbiage; some want signature only. In other cases, some want scanbacks; some do not. Some want copies of ID; others do not.
It is not up to us (the NSAs) to determine the requirements. I’ve been an NSA for over 20 years. Every single time I see a Trust involved, I still ask how they want it signed. It doesn’t matter that I’ve worked with that same Fidelity office in the past. It doesn’t matter that I’ve accommodated signings for JP Morgan just the previous day. Things may vary from day to day.
Read your instructions carefully. Follow them and you’ll be just fine.
Agreed. Every signing I get that is in a trust or even with an LLC and the Lender or Title has the signers title printed after their name on the signature line I call to confirm how they want them to sign. Every Title comapny, Escrow office, and lender are different and want things done differently than others have. It is always best to check with them.
I get it and like I said - it was my fault for not reading the instructions. My question was - how is this a privacy violation. I sent via their portal. I accept the penalty because I didn’t read. I always send the IDs separate or upload via their app. So, they could have just excluded that scan. Again, maybe not their job - but this is a fine line of pickiness. I don’t ever include print outs of the IDs unless instructed so………again how is this a privacy violation?
It could be that if they are scanned in with the docs that Title has to remove them from the pdf before sending the signed doc copies to the signers. I don’t know becasue every signing I have had requires copies of the signers Id be sent back to Title.
@miyakmeek was your scan encrypted securely? That’s probably what they’re concerned about. The ID does contain PII which is not for public use or disclosure.
I have had some request immediate scan of ID’s. It’s dealers choice at this point. Some of the requests when there are pages of instructions make it difficult. They need to bullet point if there are many instructions;
Maybe this is too obvious, but in my mind, if the signers and/or title/escrow/lender says it’s a privacy issue, then it just is. It’s not up to the notary to make that call (whether we agree or not). When we’re given instructions, we’re expected to carry them out (even if we question them, which I very often do myself). The notary can always make a telephone call to get clarification on the truly questionable ones.
You can always respectfully fight the docking of the fee. I think that is an unreasonable amount. Assure them you will closely follow instructions going forward and apologize for the oversight.
And yet they felt comfortable emailing the borrower’s entire credit profile to a total stranger. 25 years ago, to protect the signer’s privacy, the title company shipped the docs directly to the borrowers. Who then hired a notary, usually from a Yellow Pages ad.
In the end, the [punitive] docking of the fee was for not following instructions and not for anything to do with the ID. While a fair warning would have sufficed, the signing service probably felt the need to make a point. Docking a fee is mission accomplished.
I always send IDs as a scan separately from the main package. Some lenders/title companies don’t want IDs at all, and some insist on them. It’s hard to keep the players straight without a scorecard. Unless told otherwise, I will always send IDs whether they need them or not. The one time you don’t send them is when they’ll give you a demerit for not including them.
Yoli…That’s the best advice I’ve read in a long time. Simple common sense works in this job too…lol! I agree, for trusts, always ask each and every time what designation the signer is to use if any. Doc it in an email and you are good to go. peace! kk
I did apologize for my negligence in not reading the instructions carefully. I’ll eat the fee this time. I try to always smooth over any “mistakes” they believe I made without getting defensive.
peace! kk