Updated 9-4-24. When you're ready to perform remote online notarizations, there are two choices getting started. Many Notaries sign up with a RON vendor who will provide any required software and tools for online notarization. Some prefer to independently purchase their own identification, remote online notarization, and recordkeeping solutions without relying on a vendor.
Which is best for you? The answer depends on three important factors.
1. Many states require Notaries to use approved RON platforms.
Many state RON laws require Notaries to use an approved RON vendor. In states such as Indiana and Michigan, Notaries must use a RON platform chosen from an approved list. Florida Notaries must use a RON provider that self-certifies their compliance with state law, but the state does not formally approve or recommend specific companies. In states requiring approval of platforms, you can't set up your own independent RON system unless you are prepared to meet state approval requirements which can be quite extensive and expensive. Most Notaries will not want to shoulder this extra regulatory burden, and thus choose to use an existing RON platform that handles compliance for the Notary.
Other states may allow Notaries more flexibility. In Texas, for example, Notaries may sign up with a RON vendor or use their own RON system.
However, if you decide to use your own system or platform, remember you can't just start performing RONs however you want to. Any system you use for remote online notarization must meet all your state's requirements.
2. RON platforms are an easy way to get started — but at a cost.
The advantage of using a RON platform is that it allows "one-stop shopping" for Notaries starting out to provide remote online notarization services. Vendors typically provide all the following RON services for the Notary in one package:
- Integration with third-party identity verification service providers.
- A system for viewing and signing electronic documents.
- Audio-visual communication technology to interact with remote document signers.
- Secure storage for video recordings of remote online notarizations.
Some vendors also will provide Notaries with digital certificates, electronic seals, and training and technical support for their platform, which can be very helpful for Notaries with little or no experience with RON or electronic documents. A RON vendor's platform is designed to be user-friendly while obeying all state RON laws, said Joshua Curry, Customer Success Manager for SIGNiX.
At the same time, this convenience comes at a cost. RON vendors typically charge subscription fees or per-transaction costs for using their services. Some may require the Notary to split a portion of their notarization fees with the vendor. Notaries must weigh whether cobbling together all these services in their own self-made system is more economical than buying into a third-party platform that provides these essential services at a fee.
Another factor that can affect choosing a vendor is high demand. For example, in 2020 nationwide use of RON skyrocketed due to COVID-19 pandemic safety concerns. Some Notaries told the NNA they experienced delays signing up with vendors in some states due to the large number of new Notaries onboarding to RON platforms. Because of this, if you want to use a RON vendor, you may wish to inquire how long it will take to get started using your platform of choice.
3. Setting up your own RON system may save money — but requires extra skill and responsibility.
Phyllis Traylor of San Antonio, Texas, wanted her own state-compliant personal RON system. She found an identity-proofing service to identify her signers remotely, purchased her own digital certificate and uses Adobe software to electronically sign documents. All this required researching and purchasing different products and setting everything up herself, but Traylor said it significantly reduced her startup costs. "I probably would have paid 3 times as much to join a RON vendor," she said.
At the same time, she acknowledged that setting up her own system took more time and effort. While it was the right choice for her, it may not be an ideal choice for Notaries lacking technology skills and experience.
"You need to be at least somewhat tech-savvy. Not an IT professional, but you must be comfortable working with technology," said Traylor, who said her experience teaching courses in Adobe and Microsoft business software at local colleges helped her find the right technology solutions.
"If you want to set up your own system, you need to understand the requirements for RON in your particular state and make sure you meet those state requirements," she added.
Final thoughts
Whichever path you choose for your RON platform, always be sure to comply with all state laws, protect the privacy of your signer's documents, and ensure all your remote online notarizations are properly performed. If you need assistance, the NNA has state-specific RON information available to help you.
David Thun is the Editorial Manager at the National Notary Association.
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Tips to get started as a Remote Online Notary
Four questions Notaries should ask when choosing a RON vendor