Page 40 - Guilford County ROD Process Reengineering

detailing the request completion (C06) and present the requested document(s) to the customer

(C07). The Vital Request form and one (1) copy of the Success Letter are kept for one-year

retention.

Notary (Virtual)

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 (D01). The ROD staff will then schedule an appointment for the oath process

(D02). If the notary is not listed in the NCSOS queue, an appointment will not be made, and the

applicant will be notified (D01a).
DRAFT
Prior to scheduling the appointment, the ROD staff will email the notary for all

requirements and request for identification (D03). The notary will then verify the requirements

and provide identification via email (D04). The ROD staff will email the Certificate of

Appointment, Credit Card Authorization Form & Oath of Office with instructions to notary

(D05). The notary completes the credit card authorization form and returns it to the ROD staff

via email (D06). The ROD staff will then schedule an appointment for the oath process (D07).

During the appointment time, the ROD staff contacts customer via Google Duo to witness

notary oath and signature on appointment sheet (D08). The staff will run the credit card

authorization (D09). Once the credit card is authorized and charged, the ROD staff will include a

receipt of purchase along with the notary certificate and mail it to the notary (D10). The staff

records the notary appointment sheet and places recorded notary sheets in a folder for the next

business day (D11). The ROD staff emails all completed notary appointment sheets to the

NCSOS at the beginning of the next day (D12).

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