Many businesses use notaries frequently for their business transactions, from law firms and financial companies and banks to official government documents, like adoption papers. The recent pandemic has accelerated the need for remote online notarization (RON) in order to ensure safe, contactless interactions. But how does your business make the switch to RON?
eNotaryLog offers remote online notary services for individuals and businesses. From real estate to law firms, we serve industries that use notaries on a regular basis. Our all-in-one solution for the digitization of documents improves efficiencies for many businesses and eliminates time-consuming paperwork and filing. Below, we’ll offer up some tips on how to switch to RON. Contact our team to get started today.
TIPS TO MAKE THE SWITCH TO REMOTE ONLINE NOTARY SERVICES
Moving from notary services performed in-person to an online platform can be overwhelming, indeed. While you can set up your own online notary solution, this will take time and effort to do properly. When you use a remote online notary service, you can rest assured that they are compliant with all state laws, have the required software and tools for your remote notarizations, and have the secure storage needed for these important documents. In addition, many RONs provide digital signatures, electronic seals, and tech support for the platform, further simplifying your life.
Set Up Your Notary Area
Laws differ slightly by state, but in general, to use an online remote notary service, you will need a webcam, an internet connection, a microphone, a speaker, and a quiet place. Most state laws require the recording of the notarization as well. By having designated places already in place, you will save a lot of time, effort, and scrambling in finding a headset that was misplaced or trying to move a laptop to a quieter location. This will make your business transactions even more streamlined and be easier on your customers as well.
Familiarize Yourself With the RON Process
Most RON services will offer lots of support to help guide you through the initial setup and help you understand the platform and dashboard of your online notary service. While the notarization process is essentially the same as when it was in person, you should familiarize yourself with the technological aspects and the additional requirements to perform an online notary. Every state sets their own rules for what you have to do to have a valid remote online notarization, so make sure you familiarize yourself with that process for your state. Your professional RON service provider can help you as well.
Ensure Secure Notarization
One of the most important aspects of an online notary service is ensuring the security of the documents and authentication of the signatures. Having your online notary service provide a digital certificate that is X.509 compliant, showing that the document has not been altered or changed since it was signed, is required by law. The signer has to be authenticated by an ID, a credential analysis, and a remote presentation of the signer’s identity. All documents have to be secured and transferred securely, and remote notarizations have to be saved for between five and 10 years, depending on the state. All of this should be handled by your RON provider, so be sure to ask.
Hold Training Sessions
While using a remote online notarization system is not overly complicated, it can be worthwhile to hold training sessions for your employees that will walk them through your state’s online notarization rules, your chosen RON provider’s platforms, and the different features of the platform that must be completed when using the system. Having a checklist nearby can help as well to ensure all of the steps are followed. Offer extra support for those who need it, and designate a point person for your business for those who have questions to turn to. Oftentimes, your RON provider will have a tutorial program setup so that you and your employees can learn the system when it’s convenient for you.
Practice on Your RON System
Like any new processes you undertake, there may be some hiccups at the beginning of your remote online notarization transition phase. However, with practice, your team will be pros. It may be worthwhile to walk through the entire RON process several times, using a simple notary transaction to start and then adding on your other, more lengthy notary paperwork. Let your employees take turns with some of the steps since some people learn better by doing rather than seeing. This should instill the confidence that your employees need to feel comfortable with the new system.
CHOOSE ENOTARYLOG AS YOUR RON PROVIDER TODAY
Because of the pandemic, the need and use of remote online notarizations have sky-rocketed. RONs were in existence before, but many people preferred the traditional method. Now that the benefits of an RON have been experienced, many businesses are turned in droves to RON providers to meet these burgeoning needs.
Online notaries are destined to help many businesses streamline what can be a cumbersome notary process using traditional paper methods. For many, the technology may be a bit much. Luckily, when you partner with a remote online notarization provider, they can help you transition seamlessly. With superb technical support and friendly customer service agents, we can answer all of your questions and get your business set up for success using RON. Once your staff is trained and up and running, you’ll wonder how you ever did paper notaries. You’ll save time, effort, and hassle, and by having your notary area set up, you’ll be able to offer better customer service, too.
If you are interested in our remote online notarization platform services, talk with our team to get started today!