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Safeguarding Loan Packages

Data security tips to protect loan package information

Apart from following the data security practices present in most industries, Notary signing agents have some special requirements because of the nature of loan-signing assignments.

The fact that most signings are still done on paper means you have to print out the loan package, take it with you to the assignment then ship it back to your hiring company.

This process makes lenders nervous because loan packages contain a great deal of sensitive personal and financial information about borrowers.

The Identity Protection Crisis
 

Protecting the personal, non-public identity and financial information of consumers has become a global imperative, and Notaries in all walks of life are being asked to enter the fray. 

 

 

Some Guidelines From Industry Experts:
 

  • Always keep loan documents in your possession from the time you get them until you send them back
  • Avoid using public computers and printers to print out loan documents
  • Delete loan documents from any computing device as soon as the assignment is done
  • Don’t leave loan documents outside to be picked up
  • Always deliver the loan package to the shipping store and get a receipt
  • Never use a FedEx or UPS drop box. 

“If people see a Notary drop a big stack of closing packages in a box, they will raid that box,” says T.J. Harrington, Vice President of Vendor Management for Bank of America. On the other hand, the receipt proves that you did your job if the package goes astray.

Michael Lewis is Managing Editor of member publications for the National Notary Association.

Related Content:

NNA 2015 Conference Industry Panel Video

Test Yourself: How Secure Are Your Data Handling Practices?

Additional Resources:

Notary Privacy Guard

Locking Storage

 

5 Comments

Add your comment

Gerry

24 Nov 2015

If clients don't want documents to be put in drop boxes, they should be willing to pay the carrier to make a pickup. In rural areas going to a manned facility can add 40 miles to the distance the notary drives. Put your money where your mouth is.

CJ

14 Dec 2015

Most FED X inside places do not give receipts so it really does not make a difference as to where the drop is made. Just have to trust them to deliver.

Jolene

14 Dec 2015

I agree 100% with what Gary said. I am lucky enough to be within 8 miles of both UPS and FedEx transit stations. In this part of the country Notaries are lucky to be with 60 miles of a drop box. Also, almost every manned shipping centers in this area just put the packages in an open container on the floor or shelf until picked up. Then, they go about their business. How is that more secure than a drop box??

Carla Ferrell

14 Dec 2015

Signing companies want notaries to accept assignments, print hundreds of pages of documents, take them to a client, collect ID copies, present the various forms to the borrower for signatures and some notarizations, then package and make a second trip to a drop off facility, using personal vehicles and printing materials, and then offer a ridiculously low fee. I agree that if the signing companies/title companies want an extra measure of security which requires additional driving time, vehicle wear & tear, then the fees need to be higher. I will do all of the above, but I won't do it without being compensated fairly.

valeriemobilenotary@gmail.com

27 Jan 2016

If your appointment is rescheduled after you arrive at the appointment, documents are in hand; do you shred the documents, return asap, or lock up in a security safe. There is zero guidance here. Obviously you contact the lender, because you are already in contact with them.

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