Notarizations are a crucial part of an attorney’s services. These are usually done for their clients at significant milestones in their lives. Milestones can include purchasing a home, protecting family finances, and legalizing documents. To avoid fraud, notaries verify the identification of the parties involved, administer oaths and take official statements. Notaries also affix seals verifying the authenticity of the notarized documents.
In addition to preparing legal documents, lawyers witness wills, property deeds, powers of attorney, and other documents. They serve real estate agents, insurers, mortgage lenders, auto dealerships, law firms, health providers, and individuals.
Notarization platforms enable attorneys and online notaries to perform remote notarizations. But others may prefer notarization in person or mobile notarization. You can compare each method below and choose the one you prefer.
Remote Online Notarization- RON
A remote online notarization (RON) involves using technology related to electronic signatures. Verification of identity, fraud-proof encryption technology, and audit trails are all part of the system. RON platforms integrate industry-standard audio-visual technology with online journaling to help complete the notarization process.
Combined, these technologies enable attorneys and notaries to conduct electronic notarizations efficiently and securely. In a virtual notarial act, the attorney, notary, and client can communicate remotely without meeting physically.
When compared to traditional notaries, Remote Online Notarization (RON) is considered a safer way to notarize documents. The enhanced security features make it easier to combat fraud. As an example, RON records notarizations on video, adding an extra layer of protection that is absent in-person notarizations.
For example, a signer in California and can virtually sign in front of a Florida notary with a witness from Oregon.
How Does Remote Online Notarization- RON Work?
A remote online notarization (RON) platform allows notaries to connect online securely via two-way audio-visual connections. You can complete a notary session without meeting in person.
RON platforms also:
- Record the notarization session to protect both the notary and the signer, assuring that neither party signs nor notarizes a document under duress.
- Provides a secure record of the RON session that complements the journal record for improved attribution and reliability of the signed document.
- Verify the identity of the signers via two step identity verification.
- They provide law firms with digital audit trail that provides evidence of the signature’s authenticity and notarization.
- Documents are embossed with a security certificate making subsequent alterations visible.
Is Remote Notarization Efficient and Secure?
Yes! It is faster and more secure for attorneys and their online notaries to review, sign, and notarize documents virtually with their clients. For example, legal firms offering real estate legal services can provide their clients with a more efficient transfer, lease, or sale of property services by using RON—enabling them to execute documents virtually.
You Can Notarize Your Document in Four Easy Steps
A live notary could notarize a document quicker than you could read this article.
- Schedule Appointment
- Authenticate Identity of Signers
- Sign and Notarize Documents
- Access Documents and Recordings
Traditional Notarizations
Attorneys are familiar with the time-consuming and expensive traditional notarization process. A lot of upfront coordination happens before the signing ceremony to ensure all parties are in the same room simultaneously.
There are problems associated with that process because of the extensive manual steps. Overseeing notarial work can be time-consuming, but gaps in the process can lead to more than just frustration.
Paper-and-ink notarization causes delays, creates environmental waste, increases costs, and duplicates work. In-person notary meetings are a hassle, but there was no efficient legal alternative for a long time.
Steps in Traditional Notarization
- Notary and signers coordinate a meeting time
- The parties travel to the determined location to meet in person
- A notary public prints documents ahead of time
- A notary public identifies the signer(s) through physical identification of the ID card/passport.
- The signer(s) signs the document.
- A notary public affixes a certificate to a journal entry and records it in a paper journal.
- The document must then be uploaded by scanning it to a subsequent system
- Originals must then be physically delivered or shipped to their final destination
Traditional Notarization Efficiency and Cost
The process may also involve travel if the parties involved are not physically in the same geographic location. Since you need to schedule an appointment with the notary in advance, the notarization process takes a long time. If parties miss a date and need to reschedule, expenses may spike.
But the RON system simplifies and expedites this process because signers can electonically sign and notarize documents online from multiple locations using a secure, two-way connection. Besides, remote online notaries can perform all the notarial duties of a traditional notary in Florida.
Mobile Notarizations
Mobile notaries travel to their clients to provide traditional notary services. For example, they can perform loan signings and come in handy when signings from multiple parties are required during a mortgage closing process. The service might be convenient for the customer but can be costly.
You may need to schedule an appointment with a mobile notary, just like a traditional notary. Once that is done, you wait until a specific time and location to meet them. Before the meeting, finding a convenient location for both parties is essential. For example, you may have to meet the mobile notary at a place close to other clients they have to see that day. Documents must also be printed ahead of time.
The standard notary fee usually ranges between $75 – $175, but you’ll also have to cover their traveling expenses. Additionally, mobile notaries may charge more for their services because the process can take much longer. You need to ship documents out of state, hire a mobile notary in their state, and have them return them to you at an additional cost.
The Main Differences Between Traditional, Mobile, and RON Notarizations
| Differences | Traditional Notarizations |
|---|---|
| Cost | It can be costly to ship, print, and store documents, including notary fees. |
| Time Difference | It may take days to coordinate multiple stakeholders for in-person notarizations. |
| Ease of use | All parties have to agree, schedule, meet, and verify, which becomes a longer process. |
| Efficiency | A substantial number of organizations require re-signing of documents because of manual mistakes or issues with not being in good order (NIGO). |
| Differences | RON- remote online notarization |
|---|---|
| Cost | You can enjoy a variety of services starting at $75. |
| Time Difference | It takes less than 10 minutes after all parties are present remotely. |
| Ease of use | With a few mouse clicks, you are ready. |
| Efficiency | The notary no longer needs the witnesses and signers to be in the same room, saving time. |
| Differences | Mobile Notarizations |
|---|---|
| Cost | Because of the lengthy process, notaries may charge more for such notary services, including the state notary fee. |
| Time Difference | It may take days to sign when there are multiple signers in multiple locations. |
| Ease of use | Requires planning, scheduling, and meeting, which are all dependent on the mobile notary’s availability. |
| Efficiency | With all the planning and meetings involved, efficiency depends on the notary, which is no guarantee. |
Remote Online Notarization is the Best Option
Law firms can streamline their work, reduce costs and improve employee and client experiences through Remote Online Notarization (“RON”). The demand for secure notary services will increase as more people and organizations shift to remote operations.
Firms can now provide the same level of client service faster and less costly with the new digital-friendly RON landscape. Your law firm benefits more from changing from traditional and mobile processes to digital ones.
With NotaryFix, attorneys and other parties can sign from anywhere without the hassle of travel, scheduling, or other logistical challenges. It simplifies the frustrating and time-consuming process in the new remote landscape.
