In today’s digital age, notarizing documents online has become a convenient and secure alternative to traditional in-person notarizations. Whether you’re at home, at work, or even abroad, Remote Online Notarization (RON) allows you to complete the notarization process seamlessly. This guide will help you understand what RON is, how it works in New York State, and how to prepare effectively for your online notarization session.
What is Remote Online Notarization (RON)?
Remote Online Notarization (RON) is a process that allows documents to be notarized electronically over the internet. Instead of meeting with a notary public in person, signers and notaries interact through a secure audio-visual platform. This method offers flexibility and efficiency, especially for individuals who cannot easily access traditional notary services.
Key Features of RON:
- Secure Audio-Visual Communication: Ensures that the signer and notary can see and hear each other in real-time.
- Electronic Documents: Documents are signed and notarized digitally, eliminating the need for physical paperwork.
- Digital Identification: Signers verify their identity using government-issued IDs and other secure methods.
Legal Status of RON in New York
In New York State, RON is legally recognized, allowing notaries to perform notarizations for signers located anywhere in the United States. However, there are specific conditions to be aware of:
- Domestic Notarizations: Any signer within the USA can utilize RON unless the receiving party specifies otherwise.
- International Signers: Documents can be notarized online for signers outside the USA only if, the record or subject of the notarial act:
- (1) is to be filed with or relates to a matter before a public official or court, governmental entity, or other entity subject to the jurisdiction of the United States; or
- (2) shall involve property located in the territorial jurisdiction of the United States or shall involve a transaction substantially connected with the United States.
Preparing for Your Online Notarization
To ensure a smooth RON experience, it’s essential to prepare the necessary documents and electronic devices beforehand. Here’s a step-by-step guide to help you get ready:
1. Gather Required Documents
Before your notarization session, make sure you have the following:
- Completed Document: The document you need notarized should be fully completed except for the notarization section.
- Valid Identification: A government-issued photo ID such as a driver’s license, passport, or state ID.
- Supporting Documents: Any additional documents required for the specific transaction.
2. Choose the Right Electronic Device
Having the appropriate device is crucial for a successful RON session. We recommend the following types of devices:
- Computer or Laptop: Ensure it has a reliable internet connection, a webcam, and a microphone.
- Tablet or Smartphone: These can also be used but may offer a less stable connection compared to computers.
Recommended Specifications:
- Operating System: Windows 10 or later, macOS, iOS, or Android.
- Internet Connection: High-speed internet to support video conferencing.
- Webcam and Microphone: Built-in or external devices that are functional and of good quality.
- Be on time: Try to sign-in to the session at least 5 minutes before the schedule start time.
3. Install Necessary Software
Ensure your device has the required software installed and updated:
- Web Browser: Use the latest version of Chrome, Firefox, Safari, or Edge.
- Video Conferencing Tools: We typically use secure platforms like Zoom or their proprietary system.
- PDF Reader: Software to view and sign digital documents, such as Adobe Acrobat Reader.
4. Create an Account
When you schedule an appointment with us, we will send you and invitation link, before your notarization session, to set up an account on our notarization platform:
- Sign Up: When you receive the link you must click on the link to create an account.
- Verify Identity: Follow the prompts to verify your identity using your government-issued ID.
- Schedule Appointment: On the day of your notarization, sign in at least 5 minutes before the scheduled time.
5. Prepare Your Environment
Ensure that your physical environment is conducive to a successful notarization:
- Quiet Space: Choose a location free from background noise and interruptions.
- Good Lighting: Make sure your face is well-lit so the notary can clearly see you.
- Stable Internet Connection: Use a wired connection if possible to avoid connectivity issues.
During the Online Notarization Session
On the day of your appointment, follow these steps:
- Log In Early: Access your account and join the session a few minutes before the scheduled time.
- Verify Your Identity: Follow the instructions to upload your government-issued ID.
- Review Documents: Ensure all information is correct and complete before notarization.
- Sign Electronically: Use the provided tools to sign your document digitally.
- Receive Notarized Document: Once completed, you will receive a digitally notarized copy of your document.
Benefits of Using RON in New York
- Convenience: Notarize documents from anywhere without the need to travel.
- Speed: Faster processing times compared to traditional notarizations.
- Security: Enhanced security measures protect your information and documents.
- Accessibility: Available 24/7, accommodating various schedules and time zones.
Remote Online Notarization offers a flexible and efficient way to notarize important documents without the need for in-person meetings. By understanding the requirements and preparing adequately, you can ensure a smooth and successful online notarization experience in compliance with New York State laws. Whether you’re at home or abroad, RON provides a reliable solution to meet your notarization needs.