The ability to manage a document online simplifies the entire process if you need a notarized signature – especially during the COVID-19 pandemic.
Any document (your notarized letter) you may need notarized can now be notarized online, with the help of a certified online notary and the technology necessary to connect to them.
How Online Notarization Works?
As opposed to traveling to a bank or office of a “traditional” notary, all you need for online notarization is an authorized online notary and access to the platform they use to notarize documents.
Any document that a traditional notary public can notarize can be notarized by a certified online notary, like a deed, a mortgage, or another contract.
Each online notary can pick what platform they use for online notarizations. Your notary should be able to talk you through the specifics of how it will work for you. Still, you will need technology to upload your document and audio/video (a webcam) to connect to the online notary in every case.
When an online notary notarizes your document, they will provide you with a video recording of the entire process to prevent any questions or concerns. You can keep a digital-only record of the notarization by using secure cloud-based record-keeping technology.
Identity Proofing
Even on an online platform, you will need to be prepared to present the notary with proof of your identity that can be authenticated, like your driver’s license, passport, or state identification card.
You will also need to respond to questions for which only you should know the answer. These are multiple-choice questions and could relate to things like past addresses or automobiles that get registered in your name.
RON Zooms Into The Spotlight With The Rise Of COVID
Regardless of which option you choose, you have to consider the risks involved with in-person meetings in the age of COVID. Luckily, more and more states are making exceptions and authorizing the use of remote online notarization (RON).
RON is e-notarization, electronic signature notarization, and virtual notarization.
RON utilizes audio-video technology for notarization through a remote video conference between the notary and the document signer(s) instead of the traditional face-to-face meeting.
No physical documents of any kind are signed, and there is no use of the physical notary journal to capture the signature or thumbprint of the document signer.
How RON Works
While the exact process andRONe requirements vary state by state, the general process is as follows.
The document signer uploads the documents to the RON platform.
The platform authenticates the signer’s identity and documents using a valid ID and credit history.
The signer joins a two-way audio-video conference with a notary and digitally signs the papers.
Both parties receive a copy of the notarized documents. A copy of the documents and the audio-video meeting is stored in the notary’s records for up to 10 years, depending on the state.
What Can Documents Be Notarized Online?
Here is a small sample of the documents that can be notarized online using RON. The only limitation is whether the person or entity (governmental or financial institution)
Custodian certifications of passports and birth certificates
Powers of Attorneys
Grant Deeds
Affidavits
Trust Certifications and other estate planning documents
Healthcare Directives
Letters for Traveling Minors
Account Opening Documents
401K Rollover Documents
Electronic Contracts of Employment
The following information must be included in the contract:
The date of commencement of employment
The period of probation
The average rates of wages payable
The overtime rates of wages payable
The regular employer may impose fines hours of work;
The periodicity of wage payments;
In the case of a fixed or definite contract of employment, the expected or agreed duration of the contract period;
The paid holidays, and the vacation, sick or other leave to which the employee is entitled;
The conditions under which fines may be imposed by the employer;
The title, grade, nature, or category of work for which the employee is employed
The notice periods to be observed by the employer and the employee should it be the case; and
The collective agreement, if any, governing the employee’s conditions of work; and any other relevant or applicable state of employment
The fact that a contract of employment is conducted online does not change the requisites necessary for its validity
Conclusion
No matter which of the platforms above you choose, you’ll need to be comfortable with technology and do your due diligence before, during, and after a RON session. These options are suitable for tech-savvy people, understand notarization law and are willing and able to prepare their documents.
The preparation of documents (be it your notarized letter)can be very time-consuming, complicated, and confusing, depending on the length and complexity of the document. For example, some estate plans can be over 200 pages and require up to 25 to 40 signatures, 40-50 initials, and 10-15 notary blocks.