In 2014, the Arkansas Secretary of State chose PCC to implement an updated Notary Commission and Authentications management solution, as their legacy system could not support new functionality required by recent legislation (support for eNotary Commission enhancements and uniquely identifying Commission Numbers for each Notary Public Commission record). For Authentications, the legacy process revolved around generating Apostilles and Certifications from Microsoft Word Templates and Apostille numbers were created by hand and tracked in an Excel Worksheet. In addition, online Notary Search functionality was limited and online Authentication verification was absent. The state required a solution that incorporated
- Configurable workflows
- Document management and reporting functionality
- Integration with third party eNotary solution vendors.
PCC took core Notary and Authentication functionality, configured it for the needs of the state, and accommodated a statutory regulated process that included several status types and functionality atypical in state implementations, including eNotary Commission enhancements.
Within seven months, the solution was successfully deployed. Within a few months, the office staff noticed that applications and renewals that had been generated through the Online Portal’s guided wizard had much lower instances of rejection than forms downloaded from the web as PDFs and hand filled. The state then took the bold move of removing their PDF forms from the state website and requiring all applications and renewals be entered and generated from the Online Portal. Six months after implementation, the state passed legislation requiring a Notary Exam be taken and passed as part of the Notary Public application and renewal requirements. PCC implemented a Notary Public Exam on the Online Portal, which requires applicants to pass the exam before being allowed to print their application or renewal form. The exam is entirely configurable via an in-house administrator console. Since this solution was implemented, the state has processed over 8,300 notary public applications and renewals have been successfully filed by customers.