Vendor compliance: what onboarding asks, and our answers

Notary credentials

Question	Our answer
Is every notary commissioned?	Yes. A notary joins our roster only with the commission certificate and its expiration date on file, with at least 60 days left at approval. When a commission lapses, that notary can't accept new work until a current one is uploaded, and no one at MCC can override that.
Errors and omissions insurance	Our onboarding rules require each notary's own E&O policy of at least $100,000, with the declarations page or certificate on file and its expiration tracked. A lapsed E&O policy, a missing W-9 or an unsigned agreement keeps a notary from accepting work unless the owner reviews that notary personally.
Signing agent certification	Loan signings are offered only to notaries with a current National Notary Association (NNA) signing agent certificate uploaded, checked against its expiration date before every offer and every acceptance. Without it, a notary can still take general notary work, never a loan signing.
Background screening	Our rules do not require a separate background check for every notary; a screening report is kept when a notary provides one. The NNA's certification program has its own requirements, which can include a screening, but we don't present that as meeting your rules. If your vendor rules require a screening (for example, one completed within the last 12 months), tell us when you open the account: before accepting an order we confirm that the notary assigned meets it, or tell you we can't cover that order.
How documents are checked	Credential documents are checked for type and expiration date when they are uploaded, and a share of approvals are spot-checked by a person. For any order you can ask for the assigned notary's commission and E&O certificate.
Contractor agreement	Onboarding asks every notary to sign our contractor agreement, including its confidentiality and data-security section, and to provide a W-9 before taking work.

Principal: Matthew Coleman, New Jersey notary public and NNA Certified Loan Signing Agent, Cranford, Union County. More on why lenders ask: signing agent credentials and screening and E&O insurance for signing agents.

The notary journal

New Jersey requires a journal of all notarial acts (N.J.A.C. 17:50-1.11; Notary Public Manual, chapter 6), with one journal at a time for paper and electronic acts. An entry records the date and time, the type of act, each person's name and address, how identity was established, the credential's type, issue date and expiration date, any identifying witness, and an itemized list of the fees charged. The Manual asks for the ID's type and dates, not its number. Journals are kept for 10 years after the last act in them. Our notaries journal every notarial act at a loan signing; loan terms and figures are not written in the journal. Outside New Jersey, the notary follows that state's journal rules (journal requirements by state).

Signing packages and borrower data

• Packages, scanbacks, return labels and receipts are kept in private storage, never on public links, and never sent as email attachments.
• Download links are signed and expire after 2 minutes. Every link issued and every download is logged with who and when; file contents are never written to logs.
• The assigned notary can open the package only after accepting the order, and only until 7 days after it closes.
• Files are deleted 30 days after the order is completed (the setting can never exceed 90 days), and each deletion is logged.
• Every page, upload and download is over an encrypted connection (HTTPS).
• The contractor agreement requires notaries to keep paper documents secure and never leave them unattended in a vehicle, print and scan only on secure devices, delete electronic copies and shred extra paper once the return is confirmed, and report a lost or misdelivered document to us within 24 hours.

RESPA and referrals

We pay no referral fees and offer nothing of value for referrals. Our prices are for the signing and notary services we perform. We don't give gifts, credits, discounts or anything else to anyone in exchange for sending us settlement business.

What we are not

MCC Solutions is not a law firm, a title agency or a settlement agent. Our notaries don't conduct settlements, disburse funds, explain loan terms or give legal, tax or financial advice.

W-9 and certificate of insurance

We send these to your vendor management team on request rather than publishing them: the W-9 for MCC Solutions LLC, the E&O certificate for Matthew Coleman and, for a given order, for the assigned notary. Use the form below and tick the box, or use the vendor packet request. We also complete vendor questionnaires and review NDAs and vendor agreements you send.

Ordering once you're approved

Orders, files, scanbacks, tracking and invoices sit in one portal for your team; the portal itself is described on the title company portal page. Approved accounts can be billed monthly on net-30 terms instead of paying by card per order.

Questions

More for closing offices

• Refinance signings
• Purchase signings (buyer)
• Seller package signings
• HELOC signings
• Reverse mortgage signings
• Hybrid e-closings
• Witness-only and attorney-run closings
• Title companies and lenders: start here
• Signing services and rate card
• The closing package

General information about how our desk works, not legal advice. The lender, underwriter and recording office decide what they accept. Updated November 2026.