I am new notary signing agent. Since most signings require you to scan back copies pretty soon I was thinking of getting a portable scanner. I checked some portable ones but not sure which one works best for signing agents
Any recommendations on which portable scanners to buy.
Thanks
I have made the decision to discontinue the use of my portable scanner primarily due to the stringent legal obligations I have to safeguard the sensitive personal information of borrowers, as mandated by the Gramm-Leach-Bliley Act (GLBA). After careful consideration and assessment, I came to the realization that many commonly used public and even private WiFi networks often lack the robust encryption protocols that are essential to effectively prevent any potential breaches or unauthorized exposure of the borrower’s privacy protections. Consequently, I have transitioned my scanning procedures to exclusively take place within my secure home office environment. This change has, in turn, necessitated a modification to my overall operational methods and workflow to ensure full compliance and maintain the highest standards of data security.
I purchased the ScanSnap ix1500 in 2020. Love it! Best investment ever!
It acts as its own WiFi. It’s fast at scanning. It can scan both sides (if double sided document) at the same time. The only drawback is that the auto feeder can only accommodate approximately 50 pages at a time – even though I’ve exceeded that at times.
Purchased it on Amazon along with its own strapped carrying case.
Thank you for the response. Do you carry this scanner to the signings and do the scanning at the client site or do you scan when you are bank at your office.
Most signing companies want the scanned copies back immediately after signing.so I am still debating if i should get a mobile scanner or proper desktop one. The problem with most mobile scanners is they do not have automated document feeder and may or may not have in built battery to use on the road.
Thanks
For my home office, I have a multi-function Brother printer-copier-scanner.
My ScanSnap ix1500 goes with me to signing location (only when scanning is required*) and I scan from signing table. I just plug in and scan. It is not battery operated. Plugging in has not been a problem at people’s home, office, hospital, Starbuck’s, Taco Bell. Guess if we were signing at a location without an electrical outlet I’d have to go to my local Starbuck’s or library to scan. 
*I do not keep my scanner in my vehicle. It only goes with me when scanning is required.
The topic said Sander and I thought maybe you needed help restore furniture LOL. I don’t use a mobile scanner if I have a package that’s really small like under 50 pages. I’ll use Adobe scam on my phone. Put security as an issue when you scan a document on the road no matter how careful you are.
Funny ~ heading reads portable sander so got my attention ~ should be portable scanner 
Maybe it should be Potable Schooner.
Too funny Bobby!! My son in laws sister has water truck business in the area for potable water so that is what comes to mind. By the way, I do own a portable sander because used to refinish furniture as a hobby. We all make typos but this one was funny.
Not all of us have the luxury of returning to the office to scan. If I did that, I’d be only doing 1 signing a day. Living rural, I often drive up to an hour to jobs. There’s plenty of ways to scan with no wifi. I chose a brother scanner that scans to a USB stick. I scan at the borrowers table before I even leave. I then plug the USB to my phone and upload when done. The signers actually love my scanner and think it’s great that the lender can begin working on documents right away.
I have never had issue with scanning at the signing location. No need for a battery. Many scanners do have an auto feeder.
Thanks for your response
@jennifer.shaffor I totally get it, some of my loan assignments travel time one way can take up to over an hour to reach the destination. So you are totally right, it will reduce the number of daily assignments. That’s why it’s extremely important to negoiate a feasible signing fee. What’s even more important to me is the prevention of violating the Gramm-Leach-Bliley Act (GLBA). **
”What are the potential fines or legal consequence of violating the Gramm-Leach-Bliley Act (GLBA)?**
Violating the Gramm-Leach-Bliley Act (GLBA) can lead to significant legal consequences and fines for financial institutions (Notary Public/Loan Signing Agents). The potential penalties include:
Civil Penalties: Financial institutions can face civil penalties of up to $100,000 per violation. Individuals, such as directors or officers, can face personal liability with civil fines up to $10,000 per violation.
Criminal Penalties: Knowingly and willfully violating the Act’s requirements can result in criminal penalties, including fines and potential imprisonment for up to five years.
Reputation Damage: Non-compliance with the GLBA can damage an organization’s reputation and erode consumer trust, leading to negative media coverage and loss of customers.
My position is not to tell anyone what or how to run their operation, but I don’t mind sharing information. When I first started as a Loan Signing Agent, it was during 2015, a time where it was common to get as many assignments as one could possibly perform in a day. Being a licensed insurance agent, I was thoroughly versed on the GLBA regulations. So I know with all the hacking and bad actors in the world, I had to be proactive and reduce my exposure as a Loan Signing Agent. We do not fall under the lender or title companies liability insurance protection umbrella should a security breach occur impacting a borrower’s personal information. So, when an assignment requires scanback/faxback, I quote my fee appropriately. I know my home office internet security protect me from internet intrusions verus mobile wifi.
I have only scanned outside of my home office on three rare occasions when my printer/scanner was down and I had to use a public library’s scanner. Those machines allow me to scan to email or a USB. I prefer the USB as I don’t want the information floating about in the ether. I do not like the scanner option on my phone and it takes too much time at the signing table. I think the images are better quality than a photo but once again I like to scan in a secure environment. I’m glad to hear other notaries are having good results with their portable scanners but I do not want to lug anything extra around. My signing environment sometimes means climbing multiple flights of stairs, climbing up and down steep hillsides and sometimes a fair distance from the car to the front door. Just too much for an extra ounce.
To all of you using your scansnap scanners at the table, are you aware that you can plug in your scanner to your laptop and an inverter that goes into your cigarette lighter? I have two one that stationary at home and one that goes with me in my car.
Do they still have cigarette lighters in cars? 
I have not seen one in my 2022, but I have seen a lot of miles put on my car and quite frankly ready to retire. Merry Christmas
That plug is officially called a 12V Accessory Socket, Power Outlet, or Cigarette Lighter Receptacle, but most people just call it the cigarette lighter (referring to the whole port) or a 12V socket for its function of powering devices like phone chargers, GPS, and air pumps. Better?
I don’t keep a scanning machine in my car. Since no one has mentioned it yet, I use my phone. There’s a free app called “Adobe Scan” I learned of it through a notary webinar that I think was hosted by NNA a few years ago? It’s a very intelligent app that crops pages and even removes shadows. I’ll use it for things like seller docs that I don’t feel like bothering to go home for. Something 30pgs orr less. It may prompt you for some sort of searchable function added to the file, just close it and keep going. Yes, it’s safe and legit. Using it for over 2 years now.
I have a regular multi-tray printer/scanner/copier in the back seat of my car. I use a power inverter for 12V to 150W 110V. I put it inside a fabric storage container with a zip-up front and a zip top (the kind you would use for clothes). I put a hand-made large label on it that says “Towels For Storage” to discourage anyone from breaking into my car to steal it. I just sit in my back seat and scan if needed for larger packages and I don’t want to drive home to do it.
Side note: Inkjet printers use a lot less wattage than a laser printer, so check the wattage if you plan to use a laser printer.
For smaller packages (50 pages or less) and jobs that need to be scanned from the signing table, I have an HP OfficeJet 250 portable wireless multi-function unit.
https://www.amazon.com/HP-OfficeJet-250-Portable-Wireless/dp/B01HGD8R5S
Both are great for printing last minute replacement CDs, ALTA statements, etc at the signing table. Same thing with printing a copy of their driver license to be able to go straight to a FedEx Office or UPS Store.
It may seem like a lot to spend up front, but the first time you tell an EO that you can print a revised CD, Note, or Deed and hear the gratitude in the EO’s voice, it will pay for itself.
Oh, and it is secure. I use my phone’s mobile hotspot…
For me, a portable scanner has become invaluable!! I have an Epson DS-635 that plugs directly into my “Utility” laptop, no security problems. I use it at every signing to scan signer’s ID. It is used for the docs only occasionally, as mentioned above, if time is a factor and the package is manageable. More times than not the signers are more than willing to let 15-25 pages get scanned so the packet can ship in a timely fashion, mostly because they have skin in the game. McDonald’s and Starbucks are likely candidates otherwise. The Brother DS-635 is $100 at Wal-Mart and the software is easy and user friendly. Most cell carriers have a Mobile Hotspot option, so doing the scanbacks in a public setting or at a signers home, and is pretty darn secure, I don’t use it long enough to worry. The way I see it, having great tools in the toolbox only makes you a more valuable asset.
