Online notarization vs. Electronic notarization vs. Mobile notarization
Notarization is changing rapidly and now there’s more than a couple different ways you can get a notarization done.
Online notarization is the process of using digital signatures and an online platform to have documents legally notarized without requiring in-person contact between the signer and the notary public. It is becoming more popular as it eliminates the need for paper documents, reduces time spent on document authentication, and provides instant access to records.
Electronic notarization uses electronic seals and digital signatures to create an audit trail that can be used to prove that documents were legally signed by an authorized party. Electronic notarization offers many of the same benefits as online notarization, such as eliminating the need for paper documents, reducing time spent on document authentication, and providing instant access to records. However, electronic notarization is more time consuming because it relies on all parties to come together to sign at the same physical location.
Finally, mobile notarization requires a notary to drive to meet you at your destination of choice and then sign your document using the old fashioned traditional method. This is useful for those who are extremely technologically challenged.
The main difference between mobile, electronic, and online notarization is that with mobile notarization and electronic notarization, all parties must be geographically close together in order for the transaction to take place. This ensures that all parties involved can verify their identities prior to signing any documents remotely.
Ultimately, each type of notary service offers its own unique advantages.
Methods to Notarize Documents
When it comes to notarizing documents, there are several different methods. Physical notarization requires that the signer and a notary public
- Mobile Notarization/Physical Notarization
- Online notary or Remote Online Notarization (RON)
- Electronic notarization
What is a mobile notary?
Mobile notaries provide a convenient way to have documents notarized without having to travel to a notary office. Instead you can have the mobile notary come to you. Mobile notaries are commissioned, trained and insured to travel and perform notary services on behalf of the signer. They can provide all types of mobile notary services including witnessing, and performing acknowledgments, jurats and affidavits.
When it comes to electronic or online notarization, the process is similar but with some important differences. Electronic or online notarization involves a secure online platform that creates an unalterable record of the transaction process in order recording system, making it easier for organizations and individuals involved in transactions involving important records. Electronic documents can be securely signed electronically via a computer or smartphone.
Who is an Electronic Notary?
An Electronic Notary is an official public notary who has been authorized to authenticate digital signatures and documents. An Electronic Notary is required to possess a valid state-issued notary commission, complete the appropriate training course, and meet specific technological requirements to be able to perform electronic or online notarization. Electronic notaries are required to follow all applicable laws regarding the performance of their duties.
Who is a Remote Online Notary?
A Remote Online Notary (RON) is a type of electronic notarization that involves an online video conference between the signer and the notary. The RON must be performed using secure technology that meets specific requirements, including an audio-video recording system to verify the identity of the signer, providing a verifiable audit trail for all transactions. RONs allow signers and notaries to securely interact from any location, making it a more convenient option for those with busy schedules.
Features of Electronic Notarization (E-Notarization)
- The E-notarization process is secure, as it utilizes digital signatures that are verified and authenticated by the notary.
- E-notarization ensures accuracy of records through the use of a digital timestamp to the documents being notarized.
- All transactions are documented and tracked in real-time for easy record keeping and reference.
- Signatures and other identifying information can be securely stored for future authentication purposes.
Remote Online Notarization (RON) breakdown
- Online notarization offers convenience to signers who may or may not have access to a traditional brick-and-mortar office for document signing purposes.
- RONs provide a secure online platform for notarization that is legally binding in most states.
- Signers and notaries can securely interact from any location, eliminating the need to travel to have documents notarized.
- The process provides an audit trail of all transactions, providing a verifiable record with easy reference.
- RONs provide a more convenient and cost-effective alternative to traditional notarization processes.
- RONs offer additional security measures such as audio-video conferencing to protect signers from fraud.
- The RON process is faster and more efficient, allowing for documents to be notarized in minutes.
RON Benefits
Limits Mistakes & Errors
The system will alert signers and notaries if errors are detected in the documents or signatures, ensuring accuracy. Documents can be securely stored for future reference, eliminating the need for paper copies and covering for if they are are lost. The online system also provides an audit trail of all transactions, providing a verifiable record with easy reference.
High security and improved fraud prevention
The use of audio-video conferencing helps to protect notaries and signers from fraud. Since the session is recorded you can always go back and look at it. ID’s and Biometrics are also tested against national and international databases to confirm validity.
Better borrower experience
Remote online notarization can help provide a better borrower experience by eliminating the need to travel and providing a faster, more secure way to get documents notarized. This can help save time, money and energy which can reduce stress for the signer. It also gives them peace of mind that their documents can be accessed at anytime.
Saves time and improves turnaround rate
Remote online notarization can help expedite the process, resulting in faster turnaround times. Since documents can be notarized more quickly, it helps to reduce wait times and improve the overall efficiency of the process. This can result in a more streamlined process, eliminating the need for extra trips to the notary and happier customers.
Reliable and sustainable process
Remote online notarization provides a reliable and sustainable process for notarizing documents. The use of digital signatures, audio-video conferencing, and other security features ensures accuracy, prevents fraud, and saves paper. RONs are more cost-effective than traditional paper notarization, as there is no need for in-person travel or paperwork.
Difference between a Remote Online Notary and an Electronic Notary
A Remote Online Notary (RON) is an online platform that provides a secure and legally binding way to notarize documents from any location. The process requires the use of audio-video conferencing, digital signatures, and time-stamping to create an audit trail of all transactions.
An Electronic Notary (EN) is essentially the same as a RON, but does not require the use of audio-video conferencing and has fewer security measures in place. ENs also do not always provide as in depth of an audit trail of all transactions, as many EN’s still use old fashioned methods for ID proofing.
Both services are legally binding, but RONs offer additional security measures and convenience, making them the preferred option for online notarization. RONs offer cost savings, convenience, improved fraud prevention, and an audit trail of all transactions. Signers and notaries benefit from the security measures in place, such as audio-video conferencing, digital certificates and the highest quality ID proofing. The use of RONs can help reduce costs, improve turnaround times, and provide a better borrower and signer experience.
Are online notarization and electronic notarization the same?
No, online notarization and electronic notarization are not the same. Remote Online Notary (RON) services provide a secure and legally binding way to notarize documents from any location using audio-video conferencing and futuristic ID proofing. Electronic Notaries (ENs) are essentially the same as a RON, but do not require the use of audio-video conferencing and have fewer security measures in place. ENs also do not provide an audit trail of all transactions. Both services are legally binding, but RONs offer additional security measures and convenience, making them the preferred option for online notarization.
States That Allows Remote Online Notarizations or Electronic Notarizations
Currently, more than 40 states and the District of Columbia have enacted legislation allowing for some form of remote online notarization or electronic notarization. Each state has its own set of laws, requirements, and procedures for notarizing documents remotely. Some states may require in-person verification or authentication before accepting a remote signature. It is important to be aware of the specific laws and regulations in your state before engaging in any remote notarization process. You should also check with the Notary Department in your state for additional information. While the use of remote notarization is increasing, it is important to understand the rules and regulations in your state before pursuing it.
This is the list of states with at least some level of legalization or are just waiting on passed bills to go into effect:
- Alaska
- Arizona
- Arkansas
- Colorado
- Florida
- Hawaii
- Idaho
- Illinois
- Indiana
- Iowa
- Kansas
- Kentucky
- Louisiana
- Michigan
- Minnesota
- Montana
- Nevada
- New Hampshire
- New Jersey
- New Mexico
- New York
- North Dakota
- Ohio
- Oklahoma
- Oregon
- Pennsylvania
- South Carolina
- South Dakota
- Tennessee
- Texas
- Utah
- Vermont
- Virginia
- Washington
- Washington D.C.
- West Virginia
- Wisconsin
- Wyoming