Remote Online Notarizations

What It Is and How It Works

Remote Online Notarization (RON) is an alternative method for authenticating documents that allows signers and notaries to connect through a live video call instead of meeting in person. This guide explains how RON works, when it's used, and how it compares to other notarization methods.

What Is Remote Online Notarization?

Remote Online Notarization uses electronic signatures, identity verification technology, and audio-visual communication to complete notarizations remotely. The notary and signer connect from different locations through a secure video platform, provided their state laws permit this type of notarization.

In traditional notarization, both parties meet in person with paper documents and ink signatures. RON replaces the in-person meeting with a video session and uses digital documents and electronic signatures instead.

How Remote Online Notarization Works

Identity Verification

Before notarizing a document, the notary verifies the signer's identity using two methods:

Credential Analysis: The notary examines the signer's government-issued ID (driver's license, passport, etc.) using credential analysis technology. This technology verifies the security features of the ID document to confirm it is genuine and has not been altered.

Knowledge-Based Authentication (KBA): Many states also require the notary to ask the signer personal questions drawn from their background. These questions verify information only the signer would know. Typical examples include:

• "Which state was your Social Security Number issued?"

• "Which of the following addresses is associated with you?"

• "What was the model of your first car loan?"

This two-step verification process—ID authentication plus personal knowledge questions—confirms the signer's identity before any document is signed.

The Notarization Session

Once the signer's identity is verified, the notary and signer connect via a secure video call. During the session:

The notary confirms the signer understands the document and is signing willingly. The signer electronically signs the document on screen. The notary applies their official electronic seal to the document.

The session is recorded and an electronic journal entry is created, documenting the verification process, the signing, and the details of the notarization. This recording and journal entry create an audit trail of the notarization.

Security Features

RON documents include security measures to protect against fraud and unauthorized alteration:

Tamper-Evident Seals: The electronic seal applied by the notary shows visible signs if the document is altered after notarization.

Audit Trail: The recorded video session and electronic journal create a complete record of the identity verification, signing ceremony, and the notary's confirmation that the signer acted willingly. This record can be reviewed if the validity of the notarization is questioned.

Encrypted Storage: The recorded session and journal are stored securely.

Common Uses for Remote Online Notarization

RON is used across various industries for different document types:

• Financial Services: Powers of attorney, trusts, auto title transfers

• Legal: Affidavits, deeds, real estate transactions

• Government: Quitclaim deeds, custody agreements

• Business: Corporate leases, HR documents

Types of Notarization Methods

Several methods exist for notarizing documents. Each has different requirements:

Method	Documents	Location	Signatures
Traditional Notarization	Paper	In-person	Ink signatures
IPEN (In-Person Electronic)	Digital	In-person, same location	Electronic signatures
RIN (Remote Ink-Signed)	Paper	Remote, documents mailed	Ink signatures
RON (Remote Online)	Digital	Remote, video connection	Electronic signatures

Each method has different state legal requirements. Some states permit RON for most document types, while others restrict it to specific situations or do not permit it at all.

Legal Validity and State Requirements

RON documents are legally recognized only when completed according to the laws of the state where the notary is commissioned. The signer can be located in a different state or internationally, but the notary must hold a commission in a state that has authorized RON.

State regulations for RON vary significantly. Not all states have adopted RON legislation, and among those that have, specific requirements differ regarding:

• Which document types may be notarized via RON

• Which RON platforms or vendors are approved

• Required identity verification procedures

• Record retention requirements

Before using RON, verify whether it is permitted for your specific document type and whether the relevant states have authorized it.

Key Differences Between RON and Traditional Notarization

RON differs from traditional notarization in several ways:

Location: RON allows notary and signer to be in different locations. Traditional notarization requires both to be present in the same place.

Documents and Signatures: RON uses digital documents and electronic signatures. Traditional notarization uses paper documents and ink signatures.

Time: RON sessions typically take the length of a video call. Traditional notarization requires scheduling an appointment and traveling to the notary's location.

Record Keeping: RON creates a recorded video and electronic journal. Traditional notarization creates a paper record in the notary's journal.

State Requirements: RON is only legal in states that have authorized it. Traditional notarization is available in all states.

Summary

Remote Online Notarization is one of several methods available for notarizing documents. It uses video technology to conduct notarizations between parties in different locations, rather than requiring an in-person meeting. Whether RON is appropriate depends on state laws, the type of document being notarized, and the specific circumstances of the transaction.