How Vital Records Online Modernized Ordering Certified Copy Records with Notarize by Proof
When people need a certified copy of birth, marriage, divorce, or death certificates, they expect it to be straightforward. For Vital Records Online (VRO), the process was anything but simple. Customers could begin applications on VRO’s website, but completing them required printing forms, tracking down a local notary, and mailing the originals back. That meant waiting more than a week for documents to be processed and exposing sensitive identity information in the mail (in some cases, by literally mailing IDs!). VRO knew its customers deserved better.
Paper, Postage, and Pain Points
When people need a certified copy of birth, marriage, divorce, or death certificates, they expect it to be straightforward. For Vital Records Online (VRO), the process was anything but simple. Customers could begin applications on VRO’s website, but completing them required printing forms, tracking down a local notary, and mailing the originals back. That meant waiting more than a week for documents to be processed and exposing sensitive identity information in the mail (in some cases, by literally mailing IDs!). VRO knew its customers deserved better.
Remote Online Notarization with Proof
VRO partnered with Proof in 2020 to streamline the notarization step through a digital workflow. Now, customers start their application on the VRO site and are guided directly into Notarize by Proof. The difference is immediate. Customers connect with live notaries in 7 seconds (on average), and completion rates remain above 94%. Notary sessions themselves take an average of less than 5 minutes. Documents are notarized and users are identity verified in one sitting, which means no printing, no travel, and no mailing. What once took over a week is now simple, easy, and accessible. For VRO, the integration with Proof provides both speed and compliance. Proof’s SOC 2 and IAL2 certifications gave the company confidence that every transaction met strict security requirements. State partners that previously scrutinized mailed IDs now see a secure, paperless process with digital certificates. Guillaume explains the value clearly: “The biggest difference is how seamless it feels. A customer can sit down at their computer, complete the application, and be finished in minutes. That is a huge win for them and for us.”
A More Trusted Customer Experience
With Proof, VRO has transformed one of life’s most paperwork-heavy tasks into a secure, digital experience. Customers now expect speed, convenience, and confidence in every step of the process, and VRO delivers. State agencies that once questioned security see compliance, certification, and fraud prevention built into the workflow. VRO’s journey shows how modernizing notarization is about more than cutting steps. It’s about building trust at scale. Proof helps organizations like VRO reduce friction, increase security, and deliver results in record time.
If you are ready to provide your customers with a faster, smarter, and more trustworthy experience, learn how Proof can help you simplify remote online notarization from end to end.