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Home // Posts // Choosing the Right Online Notarization Platform
The landscape of notarization has been revolutionized by the rise of Remote Online Notarization (RON), a game-changing advancement that enables notaries to carry out their responsibilities from a distance. This modern approach brings unparalleled convenience and efficiency to both notaries and their clients.
Yet, with an ever-expanding array of Online Notary platforms to choose from, selecting the most suitable one can feel overwhelming.
In a recent webinar, Michael Schlein, Director of the Office of the Secretary of State for Maryland, joined Bill Gimbel, Vice President of Business Development at Secured Signing, to explore the critical considerations notaries must weigh when evaluating Online Notary platforms.
Their insightful discussion offers valuable guidance for navigating this decision. You can watch the full, in-depth conversation by clicking here.
Here are the main takeaways from their conversation.
During a recent webinar discussion with Michael Schleing, Bill Gimbel highlighted the critical importance of regulatory compliance for notaries in Maryland. When selecting an Online Notary platform, the foremost consideration must be its adherence to both Maryland state regulations and federal standards. Notaries are obligated to choose a platform explicitly approved by the Maryland Secretary of State. Furthermore, the platform must align with key federal legislation, including the Uniform Electronic
Transactions Act (UETA) and the Electronic Signatures in Global and National Commerce Act (E-SIGN Act). These laws provide the legal framework for electronic signatures and notarizations, ensuring their enforceability and validity.
Bill Gimbel also underscored the value of platforms certified by reputable independent organizations, such as the International Standards Organization (ISO), the Health Insurance Portability and Accountability Act (HIPAA), and the Mortgage Industry Standards Maintenance Organization (MISMO).
These certifications signify that the platform adheres to rigorous security and operational benchmarks, essential for safeguarding sensitive data. For instance, Secured Signing’s digital signature platform exemplifies this commitment, offering enterprise-grade security, full regulatory compliance, and robust non-repudiation features to ensure trust and reliability in every transaction.
Security lies at the heart of Remote Online Notarization (RON), making it essential for notaries to select platforms equipped with cutting-edge protective measures.
A critical feature to prioritize is multi-factor authentication (MFA), which bolsters account security by requiring users to confirm their identity through multiple steps, such as entering a password and responding to a text message code. This layered approach significantly reduces the risk of unauthorized access.
Equally vital is the inclusion of tamper-seal technology, which safeguards documents by ensuring that any post-notarization alterations are immediately detectable.
Additionally, a reliable platform should generate a completion certificate a concise audit trail documenting key details of the notarization process, such as the signer’s identity verification, IP address, and geographic location providing transparency and accountability.
Notaries are legally required to keep a detailed journal of all notarial acts, and Online Notary platforms must seamlessly support this obligation. The platform should allow notaries to record the entire notarization session, including audio and video, while also providing the option to exclude sensitive information from the recording.
For instance, when handling documents like loan agreements with confidential financial details, the platform should allow notaries to exclude the document content from the recording while still preserving the session’s integrity.
Bill Gimbel also recommended that notaries download their journal entries and recordings to an external storage device for added security. This proactive step ensures that records remain accessible and secure, even if a notary discontinues using the platform or retires, offering peace of mind and long-term compliance.
Identity verification is a cornerstone of remote online notarization. The platform should offer multiple methods of verifying a signer’s identity, including knowledge-based authentication (KBA), certificate analysis, and biometric face matching. KBA involves asking the signer a series of questions based on their credit history, while certificate analysis verifies the authenticity of a government-issued ID. Biometric face matching compares a live selfie taken during the session to the photo on the ID.
Gimbel highlighted the importance of using a cell phone for ID verification, as the camera on a phone typically provides higher resolution and better detail than a laptop camera. This ensures that the ID is thoroughly examined for any signs of tampering or forgery.
Biometric authentication and Identity verification – What’s the Difference?
Notaries often deal with complex documents and multiple signers, so the platform should offer flexibility in handling various scenarios. For example, if a signer’s internet connection fails, the platform should allow them to switch to a cell phone to continue the session.
Similarly, if a document requires last-minute changes, the platform should enable notaries to replace pages or add missing elements without having to start the process over. Secured signing’s platform has this feature called, Edit Page Mode lets you add, remove, or rearrange pages in your document before sending it for signing via We Sign, Form Filler, or RON platform. Making document management easier!
The ability to accommodate multiple signers at different times and locations is another important feature. This is particularly useful in situations where one signer is unavailable at the scheduled time. The platform should allow the notary to reschedule the signing while maintaining the tamper seal on the document.
A smooth and intuitive user experience is vital for both notaries and their clients when using an Online Notary platform. The interface should be straightforward and easy to navigate, featuring clear instructions and prompts to guide users effortlessly through the notarization process.
To further empower notaries, the platform should provide comprehensive support, including live training sessions, a responsive help desk, and an accessible library of resources to help users master the system with confidence..
Bill Gimbel also stressed the importance of branding opportunities. Notaries should have the ability to personalize the platform to align with their business identity, such as incorporating their own domain name for outbound emails. This customization not only fosters trust with clients but also enhances the notary’s professional reputation.
Finally, notaries should consider the cost of the platform and whether it offers scalability. Some platforms allow multiple notaries to share an account, which can reduce costs and make it easier to handle a high volume of notarizations. Additionally, platforms that provide templates for commonly used documents can significantly boost efficiency, saving time and simplifying workflows for busy professionals.
Choosing the right Online Notary platform is a critical decision for notaries. By considering factors such as compliance, security, identity verification, workflow flexibility, and user experience, notaries can select a platform that meets their needs and ensures a smooth, secure, and efficient notarization process. As Bill Gimbel emphasized, the aim is to empower notaries with the knowledge to make well-informed decisions, enabling them to offer exceptional service to their clients.
For those interested in learning more, Secured Signing provides an extensive library full of training videos and resources to help them navigate the world of remote online notarization.
As the demand for online notarization continues to grow, notaries who invest in the right tools and platforms will be well-positioned to thrive in this evolving landscape.