Part 5 – Mobile Devices and Apps for Loan Signing Agent / Notary Work

We are on the final installment of  Necessary Technology for Notary Signing Agents in 2020. 

Today, the most important message is this:   All apps are not safe!  The first thing that you need to do is find a great antivirus app and download it on your mobile device to make sure that none of your files or apps are infected.

Secondly, do not retain any of your signer’s/borrower’s non-public private information on your phone.   Avoid taking pictures of driver licenses or passports.  Delete documents that contain borrowers’ SSA numbers from your mobile device as soon as you complete the assignment. 

Other than standard apps like printing apps, signing service apps, platform apps, contact management, calendars, email, and messaging, I have listed below apps that you may want to  consider to enhance your notary signing agent business. 

Malware Apps

You  need an app to keep your computer clear of malware!  Below is a list of the top antivirus apps from 2019. I personally use Sophos. 

  • Avast Mobile Security
  • BitDefender Antivirus Free
  • Norton Security & Antivirus
  • AVG Antivirus
  • Sophos Mobile Security
  • Kaspersky Mobile Antivirus
  • Security Master
  • McAfee Mobile Security & Lock
  • DFNDR Security
  • Avira Antivirus Security
  • 360 Security

Notes, Productivity, & Reminders

Google Keep is the app that I use the most above all others.  I dictate or type notes into keep and use it as a reminder tool.

Suppose you need to pick up something when you go to a certain part of town, or maybe you need to return a library book, for example. While using Keep, you can set the app to remind you when you are near the library to drop off the book. That is one of the most amazing things that I have on my phone.  It will also remind you based on a time and date to complete a task.

Others have suggested the following note and reminder apps:

CRM (aka Customer Relationship Management) 

Every notary needs to maintain lists of contacts! There are many apps you can use to collect contacts’ names and email addresses. 

I prefer to manage contact information using Google.  So, I use Google Forms to populate a Google Sheet.  I have a link to my contact form listed on a note in my Keep app (see above). 

When I am on any device I own, I can pull up My Personal Contact Tracking System (made with Google Forms) by having the link to my form listed on a Keep note.  I go to the link and type contact information into it.  It goes straight into a Google Sheet. Keep in mind that I am the one filling this out every time. I don’t share the link and no one else can access it.  If you make one of these, your form will create a Google spreadsheet for you in your Google Drive.  You will update contact information directly on the spreadsheet.

Below is a list of the form fields I have in my tracking system. 

My Personal Contact Tracking System

DATES

Date added

Date to follow up (if needed)

STATUS

Check one of the following — 

  • Active – no follow up needed
  • Active – follow up needed
  • Follow up in progress
  • Follow up completed

CONTACT INFORMATION

First Name

Last Name

Company

Mobile Phone

Desk & Fax

Home Phone

Email

TYPE OF CONTACT

Check one of the following —

  • Add to Email List 
  • General Notary – Individual
  • I-9
  • Lawyer Contact
  • Lender Contact
  • Litigation Support
  • Notary Colleague
  • Personal
  • Signing Service
  • Title Company Contact
  • Writing Contact
  • Other

NOTES

The notes area is a large blank space for inserting anything about the contact I need to remember. 

Other apps you might want to look into for managing customers and contacts (aside from your phone contacts app):

Scanning Apps

When you have a couple of documents to scan back to the hiring party, Adobe Scan is great.  When you need to scan a package, read this article

Drop those Notarized Docs!

Find the latest drop-off times and locations with apps from the two big couriers. 

Receipts for Customers

Safety & Directions

  • Life 360 – Let someone know where you are at all times. 
  • Google Maps– You can also give someone access to your whereabouts through Google’s navigation and directions tool.
  • Waze – Warns you of the hazards ahead.

Driving & Listening

We spend a lot of time in the car, so it’s great to learn or stay entertained between appointments!  Here are some of my favorites–

  • Podcast apps like Stitcher, Bullhorn.fm, and Google Podcasts provide hours of entertainment and learning for me.
    • TIP: Start your listening adventure by hearing the oldest and best notary podcast The Notary Byte by  long time podcaster Sonita Leak .  A single mom who made her notary and wedding business into a family-supporting career, Sonita was the first podcaster of our notary world and is a wonderful example for us all.  See her website here.  I know that this article isn’t about notary podcasts and those who do them, but Sonita is an inspiration to other notaries and has conducted her own podcast for years.
    • Other notary podcasts to listen to are here.
  • Audible & Chirp for listening to books.  I have over 500 books in my Audible library, so I am a fan!   Chirp sells great books for $.99 (cents) to $4.95 daily.  Great deals!
  • YouTube has tons of things you can listen to without watching. 
  • Amazon  Music
  • Spotify
  • LinkedIn Learning

Getting Paid

If you do general notary work and get paid on the spot with other than cash, try these.

Managing Information & Projects

  • Airtable – Like a spreadsheet, but better!
  • Trello – This project management app is nifty.  When inspiration strikes, I use Trello to help me organize ideas. 
  • MindMeister – Great for entrepreneurs and brainstorming.

Many of the apps above were recommended by Robert Owens, a notary in East Texas.   Thanks, Robert!

This ends our series on technology for notaries in 2020!  

Previous Articles About Technology for Notaries in 2020

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Comments (3)

  • robert1

    Thank you for another great article! I have come to depend on your articles not only for their reliable content, but also for pure pleasure! Thanks again for all of your hard work!

    February 13, 2020 at 12:29 pm
  • mbadillo

    Thank you Brenda. Great content. Would you be able to share a screenshot of the google form that you use? This way I can use to make one similar to yours if you don’t mind. Would greatly appreciate it.

    February 15, 2020 at 10:05 am

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