Notary+
PROCESS AND IT SERVICES FOR SECURE NOTARY OFFICES
In notarial offices, you work with sensitive data and carry significant responsibility. To focus fully on your notarial duties, you need clear workflows, stable systems, and IT you can rely on at all times. With our service packages for notarial practices, we combine industry-specific process expertise with IT know-how to create structures and solutions based on the standards of the German Federal Chamber of Notaries (BNotK) — reducing complexity and easing everyday operations.
How your notary office
benefits
Our services are based on practical experience gained from working with notary offices. We understand the requirements and are aware of the challenges. Of course, every notary office is unique. That is why we take the time to understand your existing structures and processes before we develop them further in a meaningful way—so that your notary office can benefit from this every day.
Our services
Our services are modular in structure and tailored to the specific situation of your notary office. You decide where you want to start and which topics to focus on.
Regardless of whether you opt for one or all of our services, we have one goal: to reliably implement legal and organizational requirements, significantly simplify processes, and manage costs in a transparent manner.
Notary scan
Go to moduleIT security assessment
Go to moduleNotary software
Go to moduleIT support and operation
Go to moduleWhen processes develop over many years, routine sets in. Many things work well, while others are simply accepted. Decisions are made on a daily basis, often without the opportunity to consciously evaluate processes. This is precisely where the risk lies: ambiguities remain unseen, potential for optimization goes untapped, and decisions are based on assumptions rather than on an overview.
The ISMO Notary Scan creates this overview. It reveals how processes are actually implemented, how responsibilities are distributed, and how processes, people, and IT interact in everyday work. The result: a reliable basis for meaningful, sustainable decisions.
Our scan follows a clear, proven process:
1. Preparation and clarification of objectives
In the initial consultation, you describe your situation. We record your wishes and objectives and select suitable methods for the analysis.
2. Analysis and data collection
We examine your workflows and processes—both analog and digital—and gather initial ideas. To do this, we rely on discussions, workshops, interviews, and observation in everyday work, without being intrusive.
3. Action plan and strategy
We develop concrete recommendations for action. To do this, we compare the analysis results with proven reference models from notarial practice and evaluate strengths and weaknesses. This allows us to create an overview and organize the information. The result is a clear sequence of actions: what can be improved in the short term and what requires a strategic decision.
4. Implementation and support
We support the implementation of the action plan—or take it on completely.
5. Assistance and support We remain at
your side even after implementation. We accompany ongoing operations, classify new requirements, and provide support where questions arise in everyday life or adjustments become necessary.
Your IT is up and running. Measures have been implemented. Guidelines are known. But what is still difficult to answer in everyday life is: Is the overall level of security sufficient? Or are there gaps between responsibilities, processes, and technology? After all, stable day-to-day operations are not reliable proof of a consistently effective level of security. Vulnerabilities remain inconspicuous in everyday life. They often only become visible when exceptions occur or in an emergency: a cyberattack.
This is exactly where the ISMO IT security assessment comes in. It provides a well-founded assessment of your information security – both technically and organizationally. We not only look at rules and documents, but also at how information security is actually implemented in everyday life: responsibilities, processes, interfaces, and IT.
The classification is based on the applicable requirements for notary offices. The guidelines of the German Federal Chamber of Notaries on IT security as well as legal and professional requirements are decisive in this regard. In addition, we use recognized information security standards such as DIN ISO 27001 and – where it contributes to structuring – established test logics such as TISAX®, without overloading everyday notarial practice with theory.
The assessment is carried out on site in one day – structured, focused, and designed so that business can continue as usual. We follow a clear, proven process:
1. Preparation and clarification of objectives
In the initial meeting, we clarify your starting point, the focus, and the scope. We agree on which topics have priority.
2. Organization and everyday work
We examine roles, responsibilities, and key security procedures: What is regulated? What works in everyday life? Where are there gray areas – for example, in terms of representation, authorizations, or data exchange?
3. Technical inventory
We get a picture of the IT security measures within the agreed scope – in a practical and comprehensible way. In doing so, we check whether protective measures fit together or whether gaps arise at critical points.
4. Risk assessment and
classification We compare the results with the requirements, highlight any deviations, and classify risks in a way that enables decisions to be made: What is critical? What is important but can be planned for? What can remain as it is in its current form?
5. Results report and prioritized recommendations We
then prepare the results in a structured manner. You receive a clear report with an assessment of identified vulnerabilities, a comprehensible risk classification, and a prioritized action plan – including a pragmatic sequence: what to do first and why.
We are also happy to assist with the implementation of the identified measures—technically, organizationally, and within the IT infrastructure.
What you will gain from the IT security assessment
- Clarity on where your information security stands today—not just gut feelings
- Confidence in dealing with the requirements of the German Federal Chamber of Notaries as well as legal and professional requirements
- A solid basis for decisions, investments, and next steps
Notary software is a key tool in everyday work. It is most effective when it reliably maps processes. Otherwise, workarounds arise in practice: processes are organized "around the system" and responsibilities are not clearly mapped everywhere. This takes up time, creates uncertainty, and makes changes unnecessarily difficult.
This is exactly where ISMO comes in. We support you in selecting, further developing, or replacing your notary software—with a clear starting point: your actual processes. We map these to a reference process model and translate technical and organizational requirements into a solution that is viable in everyday use.
Based on our experience, we work with an evaluated selection of common notary solutions. We determine which software is right for your notary office based on your processes, framework conditions, and goals – so that decisions are made on a clear basis.
This is how we proceed:
Consulting and evaluation
Together, we clarify what requirements your notary office has for software today and in the future. This is based on your processes, responsibilities, and experience with the existing system. On this basis, we evaluate the suitability of selected notary software providers and recommend the most sensible course of action: optimization, introduction, or change.
Configuration tailored to your way of working
To ensure that the software really supports you in your day-to-day work, we tailor it specifically to your processes. This includes structured procedures, clear roles, and comprehensible filing and template structures. Implementation is based on a proven basic structure that we tailor to your notary office.
Migration and transition
When changing software, we support the structured transfer of relevant data, documents, and templates. The goal is a transition that maintains workability and guides employees in a structured manner into the new way of working—with clear steps, coordinated time frames, and an introduction that is sustainable in everyday use.
What you gain from working with us
- Software that maps processes instead of dictating them
- Clear structures, fewer detours, and therefore less friction in day-to-day business
- Reliable decision-making basis for selection and investment
- Secure, predictable transition during system changes – including data migration
- Personal contacts and reliable support
A modern notary's office needs IT that works as a matter of course: secure, stable, and legally compliant. With our service package, you place the responsibility for the smooth operation of your IT in expert hands. We are your central anchor point: we control, plan, and secure your digital infrastructure while you concentrate on your notarizations.
To ensure that this works reliably on a daily basis, we rely on a clear operating model: defined responsibilities, standardized processes, predictable maintenance, and traceable documentation. You receive support that combines operation, security, and further development without having to coordinate multiple service providers or individual topics.
We implement IT operations together with cynefy—an IT company founded by ISMO that specializes in IT operations. ISMO remains your central point of contact and takes care of management and overall coordination. cynefy is responsible for technical implementation in operations. For you, this means clear responsibilities, a single point of contact, and reliable implementation.
Secure, economical, efficient: a sovereign cloud as the basis
The central component of our service is a sovereign cloud as a platform. Data processing is carried out in accordance with German and European law; access from third countries is excluded. Confidential data remains under your control thanks to clear authorizations, logging, and data sovereignty. The platform is GDPR-compliant—without additional contractual constructs or workarounds—and geared toward the professional legal requirements of notaries. It combines high availability with full data sovereignty, reduces dependencies on US providers, and enables more transparent operating costs because hardware investments are reduced and IT resources are provided in a traceable manner. This is also visible to the outside world: responsible handling of data as a quality feature for your notary's office.
How your notary office benefits:
We take care of the day-to-day operation of your IT and keep your systems stable, up to date, and secure—with clear responsibilities, a dedicated contact person, and coordinated processes for everyday notary work.
We operate and monitor the cloud, network, and workstations to ensure they function reliably. Security is part of our operations: structured access and authorization concepts, protection against unauthorized access and data loss. This includes regular backups and emergency preparedness with defined recovery steps. We keep notary-specific software up to date and ensure stable interfaces. Your team has a designated contact person and quick support. Data protection, documentation, and traceability are integrated into operations and form the basis for the further development of your IT.
What you get from our service
- An IT operation that runs reliably and requires no additional coordination in everyday use
- No operational IT work and less coordination effort in your notary office
- Clear responsibilities instead of multiple service providers and unclear interfaces
- IT security, BNotK-based, as a matter of course
- Time and focus for your notarial work instead of IT coordination
Is Notary+ suitable for every notary office?
Yes. Notary+ is designed to be suitable for notary offices of different sizes and with different starting points. It is based on our experience from working with various notary offices.
At the same time, it is important to us that no two notary offices are alike. That is why we do not work with rigid concepts or ready-made solutions. We analyze existing processes, structures, and framework conditions and develop tailor-made measures based on this analysis. This results in solutions that can be integrated into the respective everyday work routine—regardless of whether it is a matter of individual issues or more comprehensive further development and support.
Can the modules also be booked individually, or is Notary+ only intended as a complete package?
The individual modules can be booked independently of each other. Each module is self-contained. This allows you to focus on the areas where action is most urgently needed.
At the same time, ISMO Notary+ is designed so that the modules interlock in a meaningful way. When processes, IT, and security are considered together, the greatest impact is usually achieved. Whether a single module is sufficient or a more comprehensive approach makes sense depends on your initial situation, your goals, and the existing structures of your notary office. We would be happy to assist you in determining the right approach.
What is a sovereign cloud and why does it make sense to switch to one?
With a secure cloud, data is processed exclusively in European data centers, ensuring that the highest standards of data protection, IT security, and compliance are met. Control over data, access rights, and operations remains with the notary office at all times.
For many notary offices, the switch makes sense because established in-house IT structures are costly to operate. With a sovereign cloud, there is no need for proprietary server hardware, server rooms, cooling, or emergency power concepts. Devices do not need to be monitored, maintained, or replaced regularly. Computing power and storage are available as needed.
Updates, backups, and security measures are performed automatically in the background. This significantly reduces ongoing effort, lowers costs, and reduces dependencies compared to traditional server operation—while at the same time offering greater operational reliability and clearly regulated data sovereignty.
What is fractional IT leadership and what are its advantages?
A fractional IT manager is an external IT executive who supports notary offices on a temporary basis or to a defined extent. They take responsibility for IT strategy, management, and further development without the need for a full-time position.
For notary offices, this means that they receive experienced IT management and clear guidance without having to permanently increase their staff. A fractional IT manager ensures structured decisions, coordinates service providers, organizes technical and organizational issues, and ensures that IT security, operation, and further development are considered together. This creates leadership and reliability in IT – in line with requirements and economically.
Is it necessary to change your existing IT service provider when working with ISMO?
No. The aim of working with ISMO is not to replace existing IT service providers, but to create a better structure and clear responsibilities. Existing service providers can remain involved and will be managed and coordinated in a targeted manner in the future.
We only recommend adjustments to the collaboration if it makes sense from a technical perspective or at the express request of the notary's office. The decision always lies with the notary's office.
What role does cynefy play in its collaboration with ISMO?
cynefy is an IT partner company from the ISMO family. For your notary office, this means one thing above all else: additional, focused expertise—at no extra cost to you.
With Notary+, we bring in-depth experience in process analysis, security assessment, and structuring. cynefy takes care of the technical implementation and stable operation of the IT. Strategy and implementation thus mesh seamlessly. The result is a complete package for you, in which analysis, consulting, and operation are coordinated—and from which you benefit every day in your notary practice.
