With more people needing quick and easy ways to get their paperwork done, Remote Online Notarization (RON) has become an important tool. It allows people to get documents notarized online without meeting face-to-face.
As of 2024, 44 states—that’s 88 percent of the United States—have passed laws allowing RON. Recently, California joined the list of states offering this service, and Massachusetts is planning to follow soon. This shift makes notarization faster, safer, and more convenient for everyone.
In this article, we’ll take a closer look at the benefits of RON, the security measures in place to protect all parties, and what notaries should consider when choosing an online notarization platform.
Current Status of RON Legislation
As of 2024, the following states allow Remote Online Notarization:
Alabama
Alaska
Arizona
Arkansas
California (recently adopted)
Colorado
Connecticut
Delaware
District of Columbia
Florida
Georgia
Hawaii
Idaho
Illinois
Indiana
Iowa
Kansas
Kentucky
Louisiana
Maine
Maryland
Massachusetts (planned implementation)
Michigan
Minnesota
Mississippi
Missouri
Nebraska
Nevada
New Hampshire
New Jersey
New Mexico
New York
North Carolina
North Dakota
Ohio
Oklahoma
Oregon
Pennsylvania
Rhode Island
South Carolina
Texas
Utah
Virginia
Washington
The introduction of RON laws allows notaries to perform remote notarizations using video technology, enabling people to access notary services without needing to meet in person.
Benefits of Remote Online Notarization
1. Safety
RON enhances safety by reducing the need for in-person meetings. By allowing people to notarize documents from home, it minimizes the risks associated with travel and public interactions.
2. Convenience
The convenience of RON is a major advantage. Everyone can schedule notarizations at their preferred times, eliminating the need to travel to a notary’s office.
3. Accessibility
RON makes notarization more accessible for individuals with disabilities or those living in remote areas. It eliminates barriers, ensuring that everyone can obtain notarization services, regardless of their location.
4. Efficiency
RON speeds up the notarization process. Transactions can be completed quickly with less paperwork, reducing wait times. Notaries can serve multiple clients at once through a virtual platform, improving overall efficiency.
5. Ease of Use
Many RON platforms are user-friendly, allowing people with limited tech skills to handle the process easily. Clear instructions and customer support help enhance the user experience, making RON a practical choice for many.
Eligibility and Credentials
Most RON state laws require the Secretary of State to define eligibility criteria for notaries and platform providers.
Key requirements typically include:
Training and Credentialing: RON notaries must complete specialized training and obtain the necessary credentials.
Bonding and Insurance: Some states mandate that notaries be bonded and insured, providing an extra layer of protection.
Security Measures in Place
To protect the integrity of remote notarizations, several security measures are implemented:
Identity Verification: RON platforms often use technology to verify identities, including checking government-issued IDs and using facial recognition.
Secure Technology: Platforms use encryption and secure data storage to protect personal information. This ensures that all data shared during the notarization process is safe.
Audit Trails: Each transaction is logged to provide a record of what happened during the notarization. This helps ensure accountability.
Compliance with State Laws: Notaries must follow the laws in their state regarding RON, including using approved platforms and following specific procedures.
End-to-End Encryption: Many platforms offer end-to-end encryption, which keeps all communications secure and private.
Additionally, the recordings must be accessible to all parties involved in the transaction and may be shared under specific conditions. Notaries (or designated third-party vendors) are responsible for maintaining these recordings for the duration required by state law.
Key Considerations When Using RON
Cyber Hygiene
Both notaries and people using RON should practice good cyber hygiene to keep their transactions secure.
This includes:
Using strong passwords for accounts.
Turning on two-factor authentication (2FA) when it is available.
Regularly updating software and apps to fix security issues.
Being aware of phishing scams and suspicious emails.
Compliance with State Laws
Notaries must understand and comply with the specific laws governing RON in their state.
This includes:
Using only state-approved RON platforms.
Following the correct procedures for video conferencing and document handling.
Keeping records of remote notarizations as required by state laws.
Privacy Concerns
Privacy is a significant consideration for both notaries and people using RON. It’s essential to choose a platform that has strong privacy policies in place.
Important factors to consider include:
Data Storage: How the platform stores and protects personal data.
Sharing of Information: Ensuring that the platform does not sell or share personal information without consent.
User Rights: Knowing the platform’s policy on users’ rights regarding their personal data, including how to access or delete that data.
As Remote Online Notarization continues to grow, notaries need to stay informed about the latest developments and best practices.
If you want to learn more about Remote Online Notarization (RON) and how it can simplify your notary process, join our course!
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