best practice: Sworn Notary Online

DIGINNO Best Digital Transformation Practices

Sworn Notary Online – any Notarial Service in a Convenient Place and Time

The Council of Sworn Notaries of Latvia

The Council of Sworn Notaries of Latvia is a representational and supervisory institution of sworn notaries, as well as administrative and executive institution. It represents sworn notaries of Latvia and legally express the opinion of sworn notaries in relationships with the State and local government institutions, other authorities and officials, in relationships with international organizations, as well as with general publics and media. The Council creates and maintain the Notaries Information System and ensure the operation of the registers laid down in the Law, as well as other tools like on-line notarial service and other digital services available for society.

The Challenge

To provide 100% on-line service for receiving legal advice or electronic authentication of any document in videoconferencing mode, such as power of attorney, inheritance submission, documents for real estate transaction etc. as well as quick and easy way to find a notary, contact him or apply for a visit. Other online services available – “My Activities” to review all the activities done by using notarial services and “Register of Powers of Attorney” that gives an opportunity to check if attorney document is real and with the same content as officially registered.

The Solution

Sworn notary customer service portal – interactive platform which offers:

  • modern information retrieval solutions,
  • convenient notary search including map,
  • on-line chat with a notary,
  • on-line apply for a visit,
  • virtual notary office (video conference) – 100% on-line notary service with secure authentication and payments,
  • new e-services – “My Activities” and “Register of Powers of Attorney”.

Citizens wishing to use this service will need a light and quiet room, a stable Internet connection, a computer, a web camera, a microphone and headphones or a speaker, an e-signature, passport or eID card, and an online bank account.

Technologies

  • Data base technologies           
  • Cloud computing
  • Security/Encryption
  • Secure authentication (Latvija.lv authentication module + customer identification by sworn notary), convenient payment system (Latvija.lv payment module), automatic video recording, secure digital signature.

Implementation process

26.02.2018. sworn notary customer service portal with fast and convenient notary search, on-line apply for a visit, and free e-service ”My Activities”.

01.07.2018. on-line videoconferencing mode to receive a notarized document from anywhere in the world

21.09.2018. e-service “Register of Powers of Attorney”.

02.10.2018. mobile application for Android, iOS devices offering consultations via video, searching for notary, apply for visit and correspondence with a notary. 

Results

On-line legal advice and notary service portal is created with new services accessible all over the world to all persons having personal identity number and e-signature in Latvia.

Significantly expanded potential customer range – it is important for those more than 200 000 Latvian state residents who live and work abroad as well for persons with reduced mobility.

After resolving technical issues between countries in connection with the implementation of the eIDAS Regulation, the service will become available to any EU citizen who has an e-signature issued in any EU country.

Cross-border services – customers from United Kingdom, Ireland, Finland, Swiss and United States of America and other.

This is the first such level on-line notary service in Europe.