Notary Knowledge: Understanding Remote Online Notarization (RON)
- Jul 26
- 4 min read
Updated: 4 days ago
What Is Remote Online Notarization?
Remote Online Notarization (RON) is a process that allows a notary public and a signer to complete certain notarizations using secure audio-video communication instead of meeting in person.
During a RON session, the signer and the notary interact in real time through an approved technology platform while identity verification, electronic signatures, and electronic notarial certificates are completed electronically.
RON makes notarization more accessible for many individuals and businesses while maintaining legal safeguards established by state law.
How Does RON Work?
Although requirements vary by state, a typical Remote Online Notarization includes the following steps:
Schedule the online appointment.
The signer joins a secure audio-video session.
The signer's identity is verified using methods required by law.
The signer electronically signs the document.
The notary completes the electronic notarial certificate.
The notary applies an electronic seal and signature.
The completed document is securely delivered to the signer.
Every step must comply with the laws of the commissioning state.
Identity Verification
Identity verification is one of the most important parts of Remote Online Notarization.
Depending on state law and the technology platform, identity verification may include:
Government-issued identification.
Credential analysis.
Knowledge-based authentication (KBA).
Personal knowledge of the signer, when permitted.
Credible witnesses, if authorized by state law.
Identity verification requirements are generally more robust than those used during traditional in-person notarizations.
Audio-Video Communication
RON requires live, two-way audio-video communication between the notary and the signer.
The notary must be able to:
Clearly see the signer.
Clearly hear the signer.
Observe the signing process.
Communicate throughout the appointment.
Confirm the signer's willingness and awareness.
Recorded or pre-recorded videos are not acceptable substitutes for a live session.
Electronic Signatures and Electronic Seals
During a RON appointment:
The signer applies an electronic signature.
The notary applies an electronic signature.
The notary applies an electronic seal when required.
The electronic notarial certificate is completed.
These electronic tools replace traditional ink signatures and physical stamps for authorized remote notarizations.
Recording the Session
Many states require the audio-video session to be recorded.
These recordings may need to be retained for a specific period established by state law.
Recordings help:
Document the notarization.
Support compliance.
Resolve disputes.
Protect both the signer and the notary.
Retention periods vary by jurisdiction.
Technology Requirements
RON platforms typically provide:
Secure audio-video communication.
Identity verification tools.
Electronic signatures.
Electronic seals.
Electronic journals.
Secure document storage.
Audit trails.
Only use technology that complies with your state's legal requirements.
Not Every State Has the Same Rules
RON laws differ significantly across the United States.
States may vary regarding:
Eligibility to perform RON.
Required training.
Registration or authorization.
Approved technology providers.
Record retention periods.
Identity verification standards.
Permitted document types.
Always follow the laws of your commissioning state.
RON vs. Electronic Notarization
These terms are often confused but are not the same.
Electronic Notarization
The signer and notary are physically together.
Documents are signed electronically.
No audio-video communication is needed.
Remote Online Notarization
The signer and notary are in different locations.
The appointment takes place through live audio-video technology.
Identity is verified remotely.
Additional legal and technical requirements apply.
Understanding this distinction is essential for compliance.
Benefits of Remote Online Notarization
RON offers several advantages, including:
Increased convenience.
Greater accessibility.
Faster scheduling.
Reduced travel.
Improved efficiency.
Digital document management.
Better service for clients in remote locations.
For many businesses and individuals, RON provides a flexible alternative to traditional notarization.
The Notary's Responsibilities
A remote online notary must continue to perform the same core responsibilities required during traditional notarizations.
These include:
Remaining impartial.
Verifying identity.
Confirming the signer's willingness.
Completing the notarial certificate accurately.
Following all applicable laws.
Protecting confidential information.
Maintaining required records.
Technology changes the method of notarization but not the notary's legal duties.
Common Mistakes
Avoid these common errors:
Assuming every state authorizes RON.
Using technology that is not approved where required.
Failing to verify identity properly.
Ignoring recording retention requirements.
Confusing electronic notarization with Remote Online Notarization.
Failing to stay current with changing laws.
Using unsecured technology for confidential documents.
Compliance remains essential in every remote notarization.
Best Practices
Professional remote online notaries should always:
Understand their state's RON laws.
Use approved technology platforms.
Maintain secure internet connections.
Test equipment before appointments.
Protect client information.
Retain records as required.
Continue learning as technology and laws evolve.
Preparation and professionalism are key to successful remote notarizations.
RON Checklist
Before performing a Remote Online Notarization, confirm that:
✓ Your state authorizes RON.
✓ You have completed any required registration or training.
✓ Your technology platform complies with state law.
✓ Identity verification requirements are met.
✓ Live audio-video communication is functioning properly.
✓ Electronic signatures and seals are available.
✓ Recording requirements are understood.
✓ Records will be retained as required by law.
Final Thoughts
Remote Online Notarization has expanded the ways notaries can serve clients while maintaining the security and integrity of the notarization process.
Although technology makes remote appointments possible, the notary's legal responsibilities remain the same. By understanding your state's requirements, using compliant technology, and following established procedures, you can confidently perform Remote Online Notarizations while protecting both your clients and your commission.
Frequently Asked Questions
What is Remote Online Notarization (RON)?
RON is a process that allows a notary and signer to complete certain notarizations through secure live audio-video communication using approved technology.
Is RON legal in every state?
No. Each state determines whether Remote Online Notarization is authorized and establishes its own requirements for notaries.
Is Remote Online Notarization the same as electronic notarization?
No. Electronic notarization typically occurs with the signer and notary in the same location, while RON allows them to meet remotely through live audio-video technology.
How is identity verified during a RON appointment?
Identity verification may include government-issued identification, credential analysis, knowledge-based authentication, personal knowledge, or credible witnesses, depending on state law.
Are RON sessions recorded?
Many states require the audio-video session to be recorded and retained for a specified period. Requirements vary by jurisdiction.
Do I need special technology to perform RON?
Yes. Most states require remote online notaries to use technology that complies with specific legal and security standards for identity verification, electronic signatures, recording, and document management.
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