Why?

The background

As a notary public in England, I still have to produce paper documents, because most other countries and organisations will not accept documents notarised in any other way. Yet everything else I do in my workflow is digital:

• Clients send to me documents electronically or provide paper documents which I scan
• I generate all documents on a computer
• I communicate in writing entirely electronically, via email (and where necessary by text message or WhatsApp)
• I use various online services to carry out notary matters (and they generate digital receipts and documents)

The problem all this digital activity creates a mass of documents which needs to be handled. How can the automation tools available help with this?

What exact is the problem?

(Hint: lots of documents.)

Each client matters generates at least 10 different documents, including:

• Copies of ID documents
• Regulatory information that I have to provide to new clients
• Signed instruction forms
• Notarised documents
• Notarial certificate(s)
• Invoices and receipts
• Drafts of documents
• Copies of documents from official sources (such as company registers).

Add to that emails to and from clients and third parties.

Multiply this by hundreds of clients a year, and I handle thousands of documents each year, whether paper or electronic.

To avoid a cluttered mess of documents (and stay compliant with regulatory requirements), I need a consistent system for systematically naming and filing them.

The other problem

Notaries work with the same type of documents and data repeatedly. Whether it is repeat clients (names, addresses, etc.) or the same types of documents or situations. I have found that I have to type the same information repeatedly. To so is:

• Time-consuming
• Prone to human error
• Inefficient for high-volume work

Having a way to quickly and consistently reuse information is a must.

The solution: automation (and the reasons for this blog)

The solution is to use the readily available tools (whether built into a computer or third-party apps) so I can:

• Systematically manage thousands of documents
• Input recurring information quickly and accurately
• Save time and reduce mistakes.

This blog records my work and the tools I’ve used. It serves as my own documentation, but I also hope it will help other notaries—or anyone dealing with similar workflows—to find ways to streamline their processes using automation.

Whether you’re just starting to digitise your workflow or looking to fine-tune an existing system, I’ll share tips, tools, and real-world examples that have worked for me.

Next post: the tools of the trade (what I use to automate).