What is notary register software?
Notary register software (also called e-notary software or notary management software) is an application that replaces the paper register a notary keeps of their notarial acts. For each registration it stores the document and the parties’ identity details, captures their photo, fingerprint and signature, and produces a certificate. Good software also lets you search past registrations and lets third parties confirm a certificate is genuine.
The Notaries Act, 1952 and the Notaries Rules, 1956 expect notaries to keep a register of their notarial acts. Requirements can differ by appointing authority and change over time, so confirm what applies to you (the Act on India Code and the government Notary Portal are good starting points). Software helps you keep the record. It does not change your obligations.
Paper register, spreadsheet or notary software?
| Feature | Paper register | Spreadsheet | Notary software |
|---|---|---|---|
| Photo and fingerprint | Pasted and inked by hand | Not supported | Captured on screen and stored with the registration |
| Certificate | Typed by hand each time | Manual mail-merge | Generated automatically |
| Finding an old record | Page by page | Only if entered consistently | Search and filter |
| Proving a certificate is genuine | Phone the office | Phone the office | Online verification (in good software) |
| Backups | One copy, can be lost or damaged | Depends on you | Automated backups |
| Team access | One book, one person at a time | File sharing is hard to control | Separate sign-ins and roles |
Ten things to check before you choose
Ask every vendor these questions. The right-hand answers show how Notary Assistant responds, so you can compare like with like.
| What to ask | Notary Assistant |
|---|---|
| 1. Does it capture photo, fingerprint and signature and tie them to the registration? | Yes: webcam photo, SecuGen fingerprint scanner, digital signature. |
| 2. Does it produce a print-ready certificate listing every party? | Yes, a PDF with registration number, date, document type and each party’s photo, thumb impression and signature. |
| 3. Can a third party verify a certificate without calling you? | Yes, at notary-assistant.com/verify, with personal details masked. |
| 4. Where is the data hosted, and is it encrypted? | AWS Mumbai, India. HTTPS in transit, AES-256 at rest. |
| 5. How often is it backed up, and where are the copies? | Daily database backups plus off-site copies twice a day; image version history. |
| 6. How is one office’s data kept apart from another’s? | Isolated per office, enforced in the application and covered by automated tests. |
| 7. Can admins and operators have different access? | Yes, separate roles per user. |
| 8. Does it handle Hindi and Marathi names and text? | Yes. |
| 9. Will it work with the fingerprint scanner you already own? | SecuGen scanners are supported today. If you use another brand, ask us before you buy. |
| 10. Is the pricing clear? | ₹50 per registration on prepaid credits (special pricing above 150 registrations a month); optional AI add-on at ₹5 per registration using it. |
A tool, not the notary. Whatever software you choose, the notarization and the legal responsibility for it remain with the notary. Software records and certifies the work; it does not perform it.
Frequently asked questions
Is it permitted to keep a notary register digitally in India?
This depends on your appointing authority and the rules in force, so confirm with them before you move off paper. Software that produces a complete, searchable record can support compliance, but satisfying the rules that apply to you remains your responsibility as the notary.
How much does notary software cost in India?
Prices vary by vendor and model. Notary Assistant charges ₹50 per registration using prepaid credits, with an optional ₹5 AI add-on, and special pricing for offices doing more than 150 registrations a month. When comparing, check whether pricing is per registration or a monthly fee, and what is included.
Can I keep using my existing fingerprint scanner?
Notary Assistant supports SecuGen scanners. If you use another brand, contact us before you buy so we can tell you whether it will work.