A Guide to Remote Notary

Remote Online Notary Public is another term for remote notary. Remote notaries, also known as online notaries, are commissioned notaries public authorized to do notarial actions via the internet by just utilizing a webcam. They are sometimes referred to as virtual notaries.

Commissioned remote notaries are capable of notarizing documents from any location and at any time by simply utilizing any device, such as a tablet, laptop, desktop computer, or even a smartphone, to complete the process. Right now, just a handful of states enable their notaries to do notarial acts that are both electronic and remote, including Virginia, Texas, Montana, and Nevada, and more are introducing laws to allow them in their respective states as well.

Notaries and the industries that employ them can reduce the time it takes to provide services to their customers and conduct permitted transactions using remote online notarization technology. Additionally, RON reduces risk and fraud throughout the notarization process, increases corporate efficiency, and enhances the customer experience. Many states have already passed RON laws, and the tendency has only intensified as more and more individuals are being forced to work from home and away from their social networks. Here’s a remote notarization guide to help you know what its all about:

General criteria for performing RON

RON is becoming more legal in more and more places, a move that has further escalated after the outbreak of the COVID-19 pandemic in late 2017. The requirements for conducting RON vary significantly from state to state, although the majority of law contains the following criteria:

• Registration as a notary public with the state
• Using audio-visual communication technologies
• Credential analysis technology to validate government-issued identification.
• Use of electronic signatures and electronic seals
• Reliance on recordings, electronic journaling (i.e., the construction of a digital audit trail), and storage
• Observance of universally recognized data privacy standards

What are the advantages of using RON?

There are various advantages of using RON over in-person notarization, including:

• Convenience and greater accessibility

Notaries no longer have to congregate in the same area as signers to conduct notarial services while using RON. Notarization becomes more accessible to those who lack access to transportation, live in distant places, work on non-traditional schedules, or are confined to their homes due to medical conditions.

• Fraud prevention and minimization

Of course, the purpose of notarization is to verify that the person signing a document is who they claim to be. RON goes even farther than in-person notarization by using well-established identity proofing technology, such as the following:

• Verification of one’s identity

Signers use their device’s camera to show a government-issued identification card. The RON solution verifies the identification card’s visual, physical, and cryptographic security characteristics, resulting in a more complex procedure than an in-person examination by a notary who does not have relevant knowledge in this field.

• Authentication based on prior knowledge (KBA)

In several jurisdictions, signers must accurately answer a series of questions about their past, which are then verified against a third-party database before they may sign. It still adds another degree of security to verify the signer’s identity before participating in the audio-visual session.

• Security and enforceability

RON uses a few extra security elements to demonstrate that a document that has been signed and notarized is real.

A tamper-evident seal makes it possible to tell if a document has been notarized using RON because of an automatically created digital seal. The electronic journal and audio-visual recording serve as documentation of a notarial act that has been accomplished.

RON technology: Is it legal and safe to use?

In the same way that electronic signature standards have evolved in response to new technologies, the standards governing notarization are constantly changing. RON is gaining popularity in the United States as a simple and safe method of notarizing documents and agreements. Legislation might differ from state to state, so it’s a good idea to acquaint yourself with the complexities of this developing process and contact local counsel as required.

Are all electronic or remote notarizations RON?

Not all electronic or remote notarizations fall within the category of RONs. New notarization techniques have been developed along with advancements in electronic signature and audio-visual technologies. The two most noteworthy are:

• In-person electronic notarization (IPEN)

IPEN was the first excursion into the world of an electronic notary public. In addition to including electronic signatures and notarization, unlike RON, it does not take place remotely; rather, the notary must be present in the same place as the signer.

• Remote ink-signed notarization (RIN)

While under RIN, the notary and the signer do not need to be in the same place, the signer must sign a tangible, paper document, which the notary sees using audio-visual technology, for the transaction to be valid. The signer then mails the copy to the notary, who authenticates it and returns it to the right recipient.

After learning about the advantages of utilizing RON, you may choose to use it for your team’s notarization needs. Ensure the vendor you are considering is reliable, satisfies your state’s legal standards, and adheres to notarization best practices before making a final decision.