Page 39 - Guilford County ROD Process Reengineering

Appendix B.3: Recording:

Notary Subprocess

The Register of Deeds office administers notary public oaths for Guilford County notaries

and authenticates Guilford County notary signatures. All notary public forms are available at

the North Carolina Department of the Secretary of State website

(https://www.sosnc.gov/divisions/notary). The applicant will need to mail the application form to

the North Carolina Department of the Secretary of State. The North Carolina Department of the

Secretary of State will notify you to take an oath at the Register of Deeds Office. Due to the
DRAFT
COVID-19 pandemic, appointments for in-person oath processes are required. Applicants also

have the option to perform the oath process virtually.

Notary (In-Person)

The applicant will contact the Register of Deeds office to make an appointment for the

swearing in process. The ROD staff will check to ensure the notary is listed in the NC Secretary of

State (NCSOS) queue (C01). The ROD staff will then schedule an appointment for the oath

process (C02). If the notary is not listed in the NCSOS queue, an appointment will not be made,

and the applicant will be notified (C01a).

When a customer comes into the office, they required to fill out a Vitals Request form (C01). All

customer requested vital records are processed and retrieved via the BIS system (C02). The

Vitals Personnel will collect the associated fees for the customer request (C03); note these fees

can be cash and coin, check, money order, or credit card payment. Once the fees are collected,

ROD Vital Records personnel will print the requested vital document(s) (C04) and check out the

cart in the BIS system (C05). Vitals Personnel will then print two (2) copies of the Success Letter

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