TrueCertify: Certifying Documents in an Electronic World

1 truecertify : Certifying Documents in an Electronic World Presented By: Daniel C. Krueger and Lori J. Catalino Ottawa County Clerk's Office How Our Journey Began .. Staff could email imaged records but still had to mail certified records Inefficient Poor Service Expense of Maintaining Electric Seal Needed Legislative Change Needed to Develop Safe Way to Certify Records Electronically Researched and Contacted Several Federal and State Courts throughout the Country Pierce County in the State of Washington Met with Michigan Department of Vital Records Electronic Seal Excerpts From Michigan Compiled laws Allowing for the Application of the Electronic Seal (Eff. April 29, 2010). How We Are Using truecertify Went Live with truecertify on October 1, 2011. Have electronically certified over 8,000 records (between October 1, 2011 and April 30, 2012). Documents we certify electronically: Death Certificates Marriage Certificates Court Records Business Certificates (DBAs).

2 Sample of truecertify Court Record Key Components: Title Page Electronic Seal Electronic Signature File Locator and Encryption Key Authentication Timeframe Verification Website Footer on Subsequent Pages Subsequent Page(s). Key Information from the document Information box on the title/. certification page is repeated at the bottom of each page of the original record. Steps in Certifying a Record 1. Input Case Number (Court Record) or Name (Vital Records) through OnBase 2. Select the document you wish to certify and click on either Certified Copy task icon or Certified Redacted Copy task icon. Note: If the document requires redaction, then it must be redacted before clicking on the certification task icons. 3. Input the number of copies needed to be certified. Note: For each copy requested, a unique file locator and encryption key will be created for separate verification. 4. OnBase will automatically create the certified copy of the document and route to a Certified document workflow queue for processing.

3 From here, the document can be printed or emailed using the appropriate workflow task icons. Steps in Verifying a truecertify Record 1. Input the web address from the certified document into your internet browser. 2. Input the following at the website: 1. File Locator from the document 2. Encryption Key from the document 3. Retype the security images 3. The certified document will appear in pdf format in an Adobe viewer. * Once the Authentication Timeframe expires, the document can no longer be verified at the website. Safeguards Unique File Locator and Encryption Key automatically assigned when created Website Verification Ability for encryption before retrieval Ability to track who is verifying the Documents Footer at the bottom of each page helps to insure against pages being inserted unlike traditional seal methods where only the last page is certified Office Policy/Disclaimer To Accept or Not to Accept .. Consistent Acceptance From: Banks/Financial Institutions Insurance Companies Michigan Secretary of State Michigan Department of Corrections Register of Deeds Offices (Michigan).

4 Courts (Michigan and Across the Country). Consistent Rejection From: Most Federal Governmental Agencies Our Likes .. Customer Service Email, Email, Email! Have not seen any notable decline in revenue Increased security and verification Efficiency in Certifying records from any workstation Can add the raised seal to Electronic copies if needed Can track volume of certified records issued through OnBase Can easily retrieve previously issued certified copies Our Challenges .. Limits on who will accept the Documents Need to inquire customer the reason for the certification Setting expiration for the document verification Long term impact on revenue?? Contact Information Daniel C. Krueger County Clerk (616) 994-4537. Sherri A. Sayles Chief Deputy Clerk (616) 846-8107. Lori J. Catalino, Assistant Chief Deputy Clerk (616) 846-8163. Questions? Thank you!