The notary profession is evolving rapidly, and with the widespread adoption of digital tools, Remote Online Notarization (RON) is becoming an essential part of a modern notary’s toolkit. Choosing the right RON platform can significantly impact your workflow, compliance, client experience, and overall success. With dozens of platforms available, it’s crucial to evaluate your options carefully. Here’s a guide to help you make an informed decision.

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1. Legal Compliance and State Approval

The first and most critical step is verifying whether the platform is authorized for use in your state.

• Check State Approval Lists: Many states maintain an official list of approved RON platforms. Always begin your search by checking with your Secretary of State’s office or relevant regulatory body to confirm which platforms are legally authorized.
• Know the Law in Your State: Every state has its own RON legislation. Some states require the platform to meet specific standards for ID verification, video storage duration, or journal keeping.
• Don’t Assume Approval: Just because a platform operates nationally doesn’t mean it’s legal to use in your state. Always cross-reference with your state’s approved list.

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2. Identity Verification Requirements

Strong identity verification tools are essential for fraud prevention—but requirements differ by state.

• Ensure the Platform Offers Your State’s Required Methods:
  • Many states require Knowledge-Based Authentication (KBA).
  • Others require credential analysis (AI-based ID scanning).
  • Some allow or require biometric checks such as facial recognition or liveness detection.
• Platform Customization: Verify that the platform allows you to configure verification options to match your state’s standards. A platform that only supports one type of verification may not be compliant in every jurisdiction.

Tip: Ask platform reps directly, “Does your ID verification system meet [Your State]’s requirements?”

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3. Security and Data Privacy

Your platform should safeguard confidential documents and notarial records.

• End-to-End Encryption: All communications and documents must be securely encrypted.
• Audit Trails: Detailed logs of every transaction, including time stamps and IP addresses, are crucial for legal defensibility.
• Secure Storage: Check how long video recordings and journals are stored, and ensure access is limited and compliant with state rules.

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4. Ease of Use and Client Experience

A platform’s user interface affects how comfortable both you and your clients feel during the notarization process.

• User-Friendly Interface: Look for intuitive dashboards, step-by-step guidance, and simple document uploads.
• Mobile and Browser Accessibility: Clients should be able to join sessions from smartphones, tablets, or computers without complex downloads.
• Customer Support: Responsive tech support for both notaries and clients is vital if issues arise during a session.

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5. Integration and Document Handling

Think about how the platform fits into your overall workflow.

• Document Types: Make sure it supports PDFs, allows for signatures, seals, and stamps, and permits multiple signers.
• Platform Integrations: Some tools integrate with CRMs, document management systems, or eSign providers.
• Template and Tagging Features: This can streamline repetitive tasks and speed up your process.

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6. Pricing and Revenue Considerations

Understand the costs involved and how it affects your bottom line.

• Platform Fees: Look for per-session pricing, monthly fees, or commission structures.
• Payout Structure: Determine how and when you’re paid, especially if the platform assigns work to notaries.
• Extras: Be aware of fees for video storage, additional signers, or KBA attempts.

Remember: the cheapest option isn’t always the best—value and features matter.

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7. Branding and Business Ownership

As a notary, you may want control over your business and branding.

• White-Label Capabilities: Some platforms allow branding with your logo, colors, and business name.
• Client Ownership: Ensure that your clients remain your clients. Some platforms funnel clients through their marketplace and may reassign them to other notaries later.

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8. Volume and Work Opportunities

If you’re looking for more signings:

• Marketplace Access: Some RON platforms provide access to a pool of clients, which can be great for building your business.
• Scheduling Tools: Calendar integrations and appointment setting can help manage your time.

Just make sure you understand how the platform distributes leads and signings.

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9. Training and Onboarding Support

Especially if you’re new to RON, quality training is key.

• Tutorials and Webinars: A good platform offers onboarding materials and best practices.
• Live Support: Access to onboarding teams or real-time chat is a big plus.
• Community Resources: Forums, FAQs, and groups help build confidence and reduce learning curves.

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10. Scalability and Longevity

Think about the future—choose a platform that can grow with you.

• Multi-User Support: If you manage a team, can multiple notaries use the same account or dashboard?
• Platform Stability: Choose a well-established platform with a strong reputation and proven uptime.
• Feature Roadmap: Is the platform continuing to innovate and release updates?

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Conclusion

Selecting the right RON platform isn’t just about convenience—it’s about ensuring your practice remains compliant, secure, and professional. Start with your state’s list of approved platforms, verify that identity verification methods meet legal requirements, and don’t be afraid to ask questions. With the right solution, you can confidently expand your notary services into the digital age while protecting both yourself and your clients.