Electronic and Remote Notarization: Practice Questions & Explanations

Remote Online Notarization (RON) allows a notary and signer to complete a notarial act remotely via audio-video conference. Authorized by specific state laws — most states now allow some form of RON, but rules vary significantly. Requirements typically include: (1) Real-time, two-way audio-video communication; (2) Identity verification through multiple methods: credential analysis (verifying the ID document electronically), knowledge-based authentication (KBA — questions only the signer should know based on public records), and visual inspection; (3) Electronic signature by the signer; (4) Digital notary seal and electronic signature by the notary; (5) Audio-video recording of the session, preserved for the state's required period (often 10+ years); (6) Specific technology platform that meets state requirements; (7) Notary must be commissioned for RON (often requiring separate registration and training). RON expanded dramatically during COVID-19 and has continued growing. Each state has specific rules — never perform RON without verifying current state requirements.

REMOTE ONLINE NOTARIZATION (RON) requires specific technology beyond a simple video call. REQUIRED COMPONENTS per most state RON laws: AUDIO-VISUAL: Real-time, synchronous two-way communication where the notary and signer can see and hear each other simultaneously; IDENTITY PROOFING: Dynamic Knowledge-Based Authentication (KBA) — questions derived from the signer's personal data history that only the real person would know; credential analysis — software that verifies the authenticity of the ID document presented; TAMPER-EVIDENT TECHNOLOGY: Electronic sealing applied to the PDF that detects any post-signing modification; SESSION RECORDING: The entire RON session must be recorded and retained for a period specified by state law (typically 5-10 years); E-JOURNAL ENTRY: Electronic notarial journal record. These requirements are why RON requires a specifically approved platform — not just Zoom or FaceTime.

Remote online notarization (RON) allows a signer to appear before a notary using two-way audio-video technology instead of being physically present, where state law authorizes it. The notary verifies the signer's identity through methods specified by law — often a combination of credential analysis and knowledge-based authentication — and the document is signed and notarized electronically, with the session typically recorded and retained. RON is heavily regulated, requires special authorization or registration in many states, and uses approved technology platforms. It differs from traditional notarization (physical presence) and from mere electronic notarization where the signer is still physically present. Knowing the basics of RON is increasingly tested.

In remote online notarization, the two-way audio-video session is generally recorded, and the notary (or the platform on the notary's behalf) must retain that recording for a period set by state law — often several years. The recording, along with the electronic journal entry, serves as evidence that the remote notarization was performed properly, including how the signer's identity was verified. Retention requirements and security standards are part of the regulated RON framework. Deleting the recording prematurely or failing to retain it would violate the rules. This recordkeeping is one of the features that distinguishes RON from traditional notarization.