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Home // Posts // Choosing the Right Online Notarization Platform
The world of notarization has undergone a significant transformation with the advent of Remote Online Notarization (RON). This innovative process allows notaries to perform their duties remotely, offering convenience and efficiency to both notaries and clients. However, with the growing number of Online Notary platforms available, choosing the right one can be a daunting task.
In a recent webinar, Michael Schlein, Director of the Office of the Secretary of State for Maryland, and Bill Gimbel, Vice President of Business Development at Secured Signing, discussed the key factors Maryland notaries should consider when selecting a Online Notary platform.
Here are the main takeaways from their conversation.
The first and most critical factor to consider is whether the Online Notary platform is compliant with Maryland state regulations and federal standards. Notaries must ensure that the platform they choose is approved by the Maryland Secretary of State. Additionally, the platform should comply with the Uniform Electronic Transactions Act (UETA) and the Electronic Signatures in Global and National Commerce Act (E-SIGN Act). These laws govern the use of electronic signatures and notarizations, ensuring that they are legally binding.
Bill Gimbel emphasized the importance of platforms being certified by independent organizations such as ISO (International Standards Organization), HIPAA (Health Insurance Portability and Accountability Act), and MISMO (Mortgage Industry Standards Maintenance Organization).
These certifications ensure that the platform meets stringent security and operational standards, which are crucial for protecting sensitive information. Secured Signing’s digital signature platform ensures enterprise-grade security, compliance and non-repudiation.
Security is paramount in remote online notarization. Notaries should look for platforms that offer multi-factor authentication (MFA), which requires users to verify their identity through multiple methods, such as a password and a text message code. This adds an extra layer of protection against unauthorized access.
Another important security feature is the ability to tamper-seal documents. This ensures that any changes made to the document after notarization can be easily detected. Additionally, the platform should provide a completion certificate, which serves as a mini audit log detailing the notarization process, including the signer’s identity verification, IP address, and geographic location.
Maryland notaries are required to maintain a journal of all notarial acts, and Online Notary platforms must facilitate this. The platform should allow notaries to record the entire notarization session, including audio and video, while also providing the option to exclude sensitive information from the recording. For example, if a loan document contains private financial information, the platform should allow the notary to record the session without capturing the document itself.
Bill Gimbel also recommended that notaries download their journal entries and recordings to an external storage device for added security. This ensures that the records are preserved even if the notary stops using the platform or retires.
Identity verification is a cornerstone of remote online notarization. The platform should offer multiple methods of verifying a signer’s identity, including knowledge-based authentication (KBA), certificate analysis, and biometric face matching. KBA involves asking the signer a series of questions based on their credit history, while certificate analysis verifies the authenticity of a government-issued ID. Biometric face matching compares a live selfie taken during the session to the photo on the ID.
Gimbel highlighted the importance of using a cell phone for ID verification, as the camera on a phone typically provides higher resolution and better detail than a laptop camera. This ensures that the ID is thoroughly examined for any signs of tampering or forgery.
Biometric authentication and Identity verification – What’s the Difference?
Notaries often deal with complex documents and multiple signers, so the platform should offer flexibility in handling various scenarios. For example, if a signer’s internet connection fails, the platform should allow them to switch to a cell phone to continue the session. Similarly, if a document requires last-minute changes, the platform should enable notaries to replace pages or add missing elements without having to start the process over.
The ability to accommodate multiple signers at different times and locations is another important feature. This is particularly useful in situations where one signer is unavailable at the scheduled time. The platform should allow the notary to reschedule the signing while maintaining the tamper seal on the document.
A user-friendly interface is essential for both notaries and signers. The platform should be easy to navigate, with clear instructions and prompts throughout the notarization process. Additionally, the platform should offer live training sessions, a help desk, and a library of resources to assist notaries in mastering the system.
Bill Gimbel also stressed the importance of branding opportunities. Notaries should be able to customize the platform to reflect their business, including using their own domain name for outbound emails. This helps build trust with clients and reinforces the notary’s professional image.
Finally, notaries should consider the cost of the platform and whether it offers scalability. Some platforms allow multiple notaries to share an account, which can reduce costs and make it easier to handle a high volume of notarizations. Notaries should also look for platforms that offer templates for frequently used documents, as this can save time and streamline the notarization process.
Choosing the right Online Notary platform is a critical decision for Maryland notaries. By considering factors such as compliance, security, identity verification, workflow flexibility, and user experience, notaries can select a platform that meets their needs and ensures a smooth, secure, and efficient notarization process. As Bill Gimbel noted, the goal is to educate notaries so they can make informed decisions and provide the best possible service to their clients.
For those interested in learning more, Secured Signing offers a library full of training videos and resources to help them navigate the world of remote online notarization.
As the demand for remote notarization continues to grow, Maryland notaries who invest in the right tools and platforms will be well-positioned to thrive in this evolving landscape.