How Online Notarization Works in Practice
1. Upload and Preparation
The signer uploads the document to a Remote Online Notarization (RON) platform.
During setup, the transaction is labeled with the appropriate notarial act. The platform captures the required notarial details either when the transaction is created or when the notary completes the notarization. This selection is typically made by the notary rather than the signer.
Before the live session, most platforms allow the document to be previewed and tagged for signatures and initials. This preparation helps the session proceed efficiently without searching for fields during notarization.
2. Multi-Factor Identity Verification
Before the live session begins, the signer must prove their identity. Most platforms use multi-factor authentication, requiring more than one method of identity verification.
3. Knowledge-Based Authentication (KBA)
The signer answers a short set of time-limited questions generated from identity data sources, typically based on public records. These questions often relate to past addresses, vehicles, or similar personal history.
Verification standards are strict. If the signer answers too many questions incorrectly, the platform may block further attempts. Depending on platform policies and state regulations, a waiting period may be required before retrying.
4. Credential Analysis
The signer uploads images of a valid government-issued ID. The platform analyzes the ID for authenticity by checking for signs of tampering, validating the data, and scanning barcodes where available.
If the ID fails this verification step, the session cannot proceed.
5. Live Video Session
Once identity verification is complete, the signer meets with the notary in a secure video session—either scheduled in advance or conducted on demand.
During the session, the notary:
- Confirms the signer’s identity by reviewing verification results and visually comparing the signer to their ID
- Confirms the signer’s willingness and awareness, ensuring they understand the document and are not under duress
- Administers an oath or affirmation when required (e.g., for jurats)
- Observes the signer applying their electronic signature
The platform records the entire session, including audio and video, capturing identity verification, any oath or affirmation, and the signing process.
6. Notarization Completion
After witnessing the signature, the notary completes the notarial act by:
- Completing the notarial certificate
- Applying an electronic signature
- Affixing an electronic notary seal
The platform then secures the document. Any later changes will trigger a validation error or integrity warning when the document is opened or verified.
7. Secure Storage and Delivery
After the session, the platform stores the recording and electronic journal entry for the required retention period. This record provides verifiable evidence if the notarization is later questioned.
For the signer, delivery is typically immediate. The notarized document can be downloaded as a PDF and shared via secure link or uploaded to a document management system.