How does Remote Online Notarization Work?

The verification process of documents have taken a turn in today’s world, remote online notarization is now the order of the day. Notarization happens when a notary, who is authorized, affirms the signature appended to a particular document.

A notary public officer is appointed by the Governor of the State in which the notary professional reside. The notary public physically and remotely witness the authenticity of signatures, then append the notary seal to the requested or provided notarial certificate type.

Let's explore the innovation of this verification process with the remote online notarization. We discover what it is, its key elements and how it works.

What is Remote Online Notarization?

Remote online notarization, RON, is the process by which documents are authenticated remotely without the need for physical presence. The signer signs the document electronically before an authorized notary using a two-way audio-video digital technology.

Practically, remote online notarization mirrors the traditional notarization, except that all processes are done through the internet. It leverages highly-secured online platforms that ensure adequate convenience without compromising on security.

There are different types of notarizations, and each serves a distinct purpose.

1. Acknowledgement: Acknowledgement notarization confirms the signer's identity, their understanding of a document, and their willingness to sign the document. It is usually used in deeds, mortgages, and trusts.

2. Jurat: Jurat notarization involves the signer swearing an oath or affirming the truth of a statement in the document. It is usually used in affidavits and depositions

3. Oath/Affirmation: Oath/Affirmation notarization occurs when someone promises or affirms the truth of a statement. It's like a sincere pledge, either sworn on oath or affirmed. Oath involves the individual invoking higher power and swearing on religious texts or affirmed. Whereas, an affirmation is a solemn commitment to the truth without involving a religious reference. Oaths and affirmations are administered orally during legal proceedings.

4. Copy certification: Copy Certification verifies that a copy of a document is true and identical to the original.

In remote online notarization, these types performs the following roles – confirming identity, ensuring truth, and certifying copies. All to ensure the validation and integrity of important paper works.

What Are Key Elements of Remote Online Notarization?

There are basic elements required for a standard remote online notarization. These key requirements make notarization easy and safe.

• Digital Certification

The digital certificate serves as a trust badge for online transactions. Based on the trending cybercrime of impersonation, where criminals act like real professionals, notaries purchase digital certificates as identification. An independent body usually conducts thorough vetting exercises before granting certification. This digital certificate is highly secured using a password, as it is the seal for all digital signatures.

• Tamper-Evident Technology

Tamper-evident technology is a collection of digital tools, like apps, software, designed to help the notary public do remote online notarization successfully. It ensures that nobody can secretly make changes to documents.

• Multi-factor Identity Verification

During a remote online notarization exercise, multi-layered identity verification processes are used. This usually goes beyond face identification as it uses more verification factors to make sure the electronic notarization process is not compromised.

• Secure Audio-Visual Recording

The audio-visual technology during remote online notarization is like a camera capturing every phase of the process. It allows a smooth interaction between the signer, the witness, and the notary public. The audio-visual recording ensures adherence to notarization rules by all parties.

These elements work together to make sure remote online notarization processes go smoothly, following all the right steps.

Step-By-Step Process of Remote Online Notarization

Here is a step-by-step process of how electronic notarization works;

Step 1: The certified RON provider or notary receive a notarization request.

Step 2: The customer sends or uploads the documents for signing and notarizing.

Step 3: The state-approved ID verification is verified by the RON officer.

Step 4: The RON officer and customer have a video session and the customer's identity is re-verified, the RON officer checks the notarial wording, conducts an oral ceremony, and witness the customer's signature.

Step 5: The notary adds their electronic seal, records the notarization in a journal, and saves the video of the whole process.

The above steps make up a standard remote online notarization.

Key Takeaway

Remote online notarization has innovated how we verify documents. Combining digital certification of the notary with tamper-evident technology, multi-factor identity verification, and secure audio-visual recording, it brings convenience and security to document authentication.