Comparing Traditional, Remote & IPEN Notarization in New York

  • June 29, 2024
Ways to notarize a document in New York

1. Traditional In-Person Notarization

Understanding Traditional Notarization

Traditional In-Person Notarization is the classic method where both the notary and the signer are physically present for the signing of the document. As a notary, you’ll verify the signer’s identity using valid identification, observe the signing, and then apply your official seal.

Example

Imagine someone needs to notarize a power of attorney. They would bring this document to you, present their identification, sign the document in your presence, and then you would notarize it by affixing your seal.

Pros and Cons for Signers

  • Pros:
    • Trust and Clarity: The face-to-face interaction ensures that the signer fully understands the document, bolstering trust in the process.
    • Secure and Reliable: This method has a long history of preventing fraud and mistakes due to the direct interaction.
  • Cons:
    • Inconvenience: Requires physical presence, which can be challenging for those with mobility issues or time constraints.
    • Time-consuming: Travel and scheduling can add to the time needed to complete the notarization.

2. Remote Online Notarization (RON)

What is Remote Online Notarization?

Remote Online Notarization allows the notarization process to happen via a digital platform with secure video technology. This means you and the signer can be in different locations. You’ll verify the signer’s identity online, witness the signature through video, and use digital seals and signatures.

Example

A New Yorker purchasing property in another state can have their closing documents notarized via RON without leaving New York.

Pros and Cons for Signers

  • Pros:
    • Highly Convenient: Accessible from anywhere with an internet connection.
    • Efficient: Saves time and travel costs.
  • Cons:
    • Privacy Risks: Requires handling sensitive information online.
    • Technical Requirements: Dependence on internet connectivity and digital literacy.

Security Measures and Legal Resources

  • Security Protocols: Ensure you use platforms that meet New York’s standards for encryption and identity verification.
  • New York’s RON Guidelines

3. In-Person Electronic Notarization (IPEN)

Exploring IPEN

In-Person Electronic Notarization combines traditional and modern techniques. You meet with the signer face-to-face, but instead of paper, the document is signed and notarized electronically using tablets or other devices.

Example

Signing a lease agreement electronically at a real estate office, where both parties are present, and all signatures and notarial stamps are applied digitally.

Pros and Cons for Signers

  • Pros:
    • Environmentally Friendly: Reduces paper use.
    • Speed and Efficiency: Streamlines the process with digital tools.
  • Cons:
    • Technology Access: Requires access to specific digital devices and familiarity with them.
    • Less Tactile: Some may miss the physical aspect of handling paper documents.

Technical Requirements

  • Ensure you are equipped with approved electronic devices and digital notary software that complies with New York standards.

My Overall Thoughts

Today’s overview should serve as a foundational guide for your practice. Remember, as technologies and laws evolve, so must our practices. I encourage you to regularly check the New York Department of State’s website for updates and resources.

Remember, your role as a notary is pivotal in upholding the integrity of important documents and transactions in our state. Thank you for your commitment to serving with accuracy and professionalism. If you have any questions, feel free to ask now or reach out later. Let’s ensure every signature counts!

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