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Technology 101 for Notaries
Basic Technology Terms for NotariesPublished August 7, 2026
The web and all the specialized tools we can access there rule. Nothing compares to the efficiencies and benefits we derive from them. Nearly everyone reading this probably has at least one subscription to an app or service that is accessed and used only online.
Today most all of us--whether we chose it or not--go online to pay bills, manage our bank accounts, renew licenses, purchase and maintain subscriptions, buy items that before were only at bricks-and-mortar stores, connect with friends instantaneously, schedule appointments and book vacation travel, consult with a doctor, have hot food from our favorite restaurants delivered right to our door... the examples are endless.
In the notary space, early adopters of technology tools embraced electronic notarization. Later, remote electronic notarization completed the technology circle by allowing the notary and the principal signer to personally appear in each other's presence by audio-video communication technology. Both these methods of technology-assisted notarization are still in use today.
All along the way, electronic delivery of notary education courses grew to become the industry standard, for all the reasons that other electronic processes came to dominate their markets.
Even though the notary space is steeped in technology, we can't assume that everyone is knowledgeable or comfortable about accessing and using the web. For example, while online notary training is the most-used and most-popular delivery method of notary training in America, we know there are customers who struggle with even minor hiccups that can affect a person's online experience.
In case it helps anyone out there function a little better and more knowledgeably when they're accessing their PC and engaging in their activities electronically, we offer plain-talk answers, in the simplest terms, to the following technology-focused questions.
What is a "browser"?
• A browser enables you to navigate and explore the World Wide Web. A browser is a software application that finds, gathers and displays content on the Web. Widely used browsers include Edge, Chrome, Firefox, and Safari.
What is my "cache"?
• Wikipedia explains that in computing, a cache (pronounced "cash") is a dedicated hardware or software layer designed to serve data (i.e., present it to you) much faster than a device's standard storage. Your cache stores information in a readily accessible location, then retrieves and arranges and presents the data more quickly than if it had to be retrieved from all over the web.
Why do I need to clear my cache?
• The non-tech answer is, so that cache space is freed-up to allow new and presumably better information to be stored.
How do I test my PC's camera and microphone?
• Find "Settings" on your PC and open "Sound" or "Microphone" to test if it's working. For your camera, go to “Start” on your PC, type "camera" and press the "Enter" key. Seeing a live image of yourself means your camera is working.
Note: If these instructions don’t work for you, try asking Google or your other favorite search engine, “How do I test my camera and microphone on a [here, insert the make and model of the PC/device you’re using].
What is “uploading” and “downloading” electronic files?
• “Uploading” means sending a file from your device (computer) to the Internet or a remote server---like when you attach a photograph to an email or post a photo on social media. “Downloading” is simply saving a file from the internet to your device. An example of downloading is when you open and save an image or electronic document from an email you received.
Why would anyone flatten electronic files?
• According to Google’s AI overview: Flattening an e-document (usually a PDF) means converting an interactive, fillable form into a single, unchangeable image. It permanently "bakes" your typed text and signatures into the document, so they can no longer be edited, moved, or accidentally deleted by anyone who opens it.
Be aware that once a document is flattened, the text is no longer editable. Users of the document flattening option usually keep a non-flattened, editable copy of the document for their own records.
How would I recognize malicious "phishing" email, and how do I react to those?
• This truly rotten abuse of email and human psychology counts on tricking the recipient into sharing confidential or sensitive personal information. The attacker hides by mimicking (spoofing) a familiar or trusted email address, so that the recipient believes the email is genuine. At the very least, opening these emails confirms to the sender that your email address is valid, which results in even more spam.
At the worst, opening a phishing email can result in theft of your data, especially if the email appears harmless and you click links or download attachments. Those usually contain malicious code that can steal your sensitive information and contacts, infect your device with malware, or impair/disable your device. Not to mention, your friends and business contacts will begin receiving phishing emails stemming from your unfortunate actions.
If you practice helpful tech tips and habits that aren’t discussed here, share them with us! Email kathleen@asnnotary.org with the subject line, “Tech Tips and Habits.”
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