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Remote Online Notarization Technology Requirements


Consequently, your employer will most likely need to pay for and develop a platform approved by your state to allow employed notaries to perform online notarizations. If you are an individual notary, you will have to establish a relationship with an approved RON service provider. Most RON-approved service providers will guide you step by step to meet your state requirements to perform online notarization.

1. Fast and Reliable Internet Connection – Remote online notary law requires that, for the RON act to be valid, the notary and the signer must hear, see, and communicate with each other clearly during the entire notary session. Fast internet connection is a must to achieve this requirement.

2. Digital Notary Seal – Your RON service provider will provide you with a list of third-party vendors to purchase a digital certificate that is X.509 compliant. The digital certificate provides evidence to the receiving parties that the notarized document has not been altered or changed since it was signed, which is a requirement for a lawful online notarization.

3. Audio/Video Communication Technology – The RON service provider will provide the communication technology to satisfy your state’s RON law. At  a minimum, the RON platform should provide:

  1. a recording and archiving of the audio-video communication session;
  2. sufficient audio clarity and video resolution to enable the remote online notary and the principal to see and communicate with each other simultaneously through live, real-time transmission; and
  3. reasonable security measures to prevent unauthorized access to the live transmission or the recording of the audio-video communication.

 

4. Identity Proofing and Credential Analysis Tools – In traditional notarizations, notaries physically examine the signer’s identification for alterations to confirm the signer’s credentials and examine the physical descriptions, signer’s signature, and signer’s photo on the identification to confirm the signer’s identity. In contrast, RON law requires stronger identification methods to identify the signer. Each signer must go through a three-step identification process that includes:

  1. Identity proofing of the signer
  2. Credential analysis
  3. Remote presentation of signer’s identity  

5. E-notary Journal – Remote online notaries are required to record remote notarial acts in a secure electronic journal. Your remote online service provider will provide you with these electronic journals to comply with your state remote notary laws.

5. Backup and Storage – All electronic journal entries and audio/video session recordings must be stored and backed up according to your state notary laws. Usually, most states require a backup system for your electronic journal and audio/video session recordings and require that you retain the backups for five to ten years depending on your state. Your remote online service provider will provide you with backup support for your online notarial acts.

Notaries must use RON technology platforms that comply with their state notary laws. They are also responsible for every remote notarial act they perform. As with traditional notary law, notaries must fully understand the remote notarization laws of their state to ensure they conduct lawful notarizations.

Legal disclaimer: The American Association of Notaries seeks to provide timely articles for notaries to assist them with information and ideas for managing their notary businesses, enhancing their notary educations, and securing their notary supplies but makes no claims, promises, or guarantees about the accuracy, completeness, or adequacy of the information contained . Information in this article is not intended as legal advice. We are not attorneys. We do not pretend to be attorneys. Though we will sometimes provide information regarding federal laws and statutes and the laws and statutes of each state, we have gathered the information from a variety of sources. We do not warrant the information gathered from those sources. It is your responsibility to know the appropriate laws governing your state. Notaries are advised to seek the advice of an attorney in their state if they have legal questions about how to notarize.

Notary bonds and errors and omissions insurance policies provided by this insurance agency, American Association of Notaries, Inc., are underwritten by Western Surety Company, Universal Surety of America, or Surety Bonding Company of America, which are subsidiaries of CNA Surety.