By David Thun on August 12, 2020
If you want to start performing remote online notarizations (RON), you will likely need a RON vendor who will provide the tools for you to perform RONs and securely store your electronic records. But how do you choose the vendor that’s best for you? When selecting a RON vendor, be sure to ask these four important questions:
1. Does the RON vendor fully comply with all of my state’s laws?
The first and most important question is if the vendor is fully compliant with your state’s RON laws. Some states, such as Wisconsin, have a set list of approved vendors, and Notaries may only select one from the approved list. Other states, such as Florida and Texas, allow Notaries to choose any RON technology provider as long as the vendor complies with all state rules and statutes. “It’s essential to know if the provider is compliant with state laws or officially approved,” said Pem Guerry, executive vice president of SIGNiX.
When choosing a vendor, be sure to ask if the vendor provides secure storage and protected access to any RON records you are required by law to keep, such as audiovisual recordings of your notarization sessions or electronic journal records.
If you find out a RON vendor isn’t approved by your state or doesn’t meet your statutory requirements, you’ll need to look elsewhere.
2. Does the RON vendor provide training and tech support for their system?
A vendor may offer a great RON system, but it won’t be much help if you don’t know how to properly use it. When choosing a RON platform, ask if they offer training how to use their system and technical support if you encounter problems with the system when performing a RON.
“My number one question when choosing my RON provider was if they provided phone support,” said Tracee Jordan, a remote online Notary in Houston, Texas. “I have a large clientele and I need to have access to tech support on demand when things are happening.”
3. Will the vendor provide you with a digital certificate or electronic seal for RONs, or will you need to purchase your own?
Depending on your state’s requirements, you may need a digital certificate or electronic seal to perform RONs. When looking for a RON vendor, you should ask if the vendor provides Notaries with a digital certificate or eSeal, or if you will need to purchase your own.
For example, Pat Kinsel, CEO of Notarize, said his company provides electronic seals for RONs that are fully compliant with each state’s RON laws. For digital certificates, Notarize prefers Notaries obtain their own digital certificate from an authorized provider to ensure full compliance with state rules. “Since some states require the digital certificate to be in the Notary’s possession, so we refer Notaries to a trusted issuing authority to purchase their digital certificates,” Kinsel said.
4. How much will it cost you to get set up with the vendor?
Budget is an important part of any Notary’s business. When researching potential RON tech providers, be sure to ask how much it will cost to get set up with them so you can determine if the expense is affordable for your business.
David Thun is an Associate Editor at the National Notary Association.