Key Takeaways
- Identity verification requires credential analysis AND knowledge-based authentication (KBA)
- Audio-visual communication must be real-time (live video and audio)
- All remote notarization sessions must be recorded and retained for 5 years
- Electronic journals are mandatory and must include specific information
- The notary must verify the signer can see, hear, and communicate in real-time
RON Procedures and Requirements
Remote Online Notarization has specific procedural requirements that differ from traditional notarization. Understanding these procedures is essential for compliance.
Audio-Visual Communication Requirements
Real-Time Communication
| Requirement | Description |
|---|---|
| Live video | Both parties visible simultaneously |
| Live audio | Both parties audible in real-time |
| Two-way | Communication flows both directions |
| Continuous | No significant gaps or delays |
The notary must verify that the signer can:
- See and hear the notary
- Be seen and heard by the notary
- Communicate and respond in real-time
Technology Requirements
| Component | Purpose |
|---|---|
| Webcam | Visual identification of signer |
| Microphone | Audio communication |
| Internet | Stable connection required |
| Platform | State-approved RON vendor |
Identity Verification
Remote notarization requires multi-factor identity verification:
Method 1: Credential Analysis
| Step | Description |
|---|---|
| Document submission | Signer uploads ID image |
| Analysis | Platform verifies document authenticity |
| Comparison | Live video compared to ID photo |
| Verification | Multiple security checks performed |
Method 2: Knowledge-Based Authentication (KBA)
| Component | Description |
|---|---|
| Questions | Multiple questions from personal history |
| Sources | Public and private records databases |
| Time limit | Limited time to answer |
| Attempts | Limited number of attempts |
KBA questions may include:
- "Which of these addresses have you lived at?"
- "Which of these vehicles have you owned?"
- "Which bank holds your mortgage?"
Important: Both credential analysis AND KBA are typically required, not just one or the other.
Alternative: Personal Knowledge
If the notary personally knows the signer, this may substitute for credential analysis and KBA, but the platform may still require verification steps.
Recording Requirements
Mandatory Recording
| Requirement | Details |
|---|---|
| What | Entire audio-visual session |
| When | From start to finish of notarization |
| Storage | Secure electronic storage |
| Retention | 5 years minimum |
Recording Must Capture
- Signer's identity verification
- Signer's acknowledgment or oath
- The signing of the document
- Notary's completion of the notarial act
- Clear audio of all communications
Electronic Journal Requirements
Mandatory Entries
Remote notaries MUST maintain an electronic journal with:
| Field | Information |
|---|---|
| Date and time | Of the notarization |
| Type of act | Acknowledgment, jurat, etc. |
| Type of document | General description |
| Signer information | Name and address |
| Identity method | How identity was verified |
| Recording reference | Link or reference to recording |
| Fee charged | Amount collected |
Electronic Seal Requirements
| Element | Requirement |
|---|---|
| Format | Digital/electronic |
| Contents | Same as traditional (name, title, commission info) |
| Timestamp | Digital timestamp required |
| Color | Typically black (not purple) |
| Security | Tamper-evident |
Document Requirements
Electronic Documents
- Documents must be in electronic format
- Common formats: PDF, other secure formats
- Must be complete before notarization
- All pages must be visible and accessible
Signing
- Signer applies electronic signature
- Notary applies electronic signature and seal
- Timestamp verifies date and time
- Document is secured against tampering
On the Exam
- Identity verification: Credential analysis + KBA
- Recording retention: 5 years
- Journal: Mandatory electronic journal
- Communication: Must be real-time audio-visual
- Notary location: Must be in Utah
How long must audio-visual recordings of remote notarization sessions be retained?
What methods are typically used to verify a signer's identity in remote notarization?
What is required for the audio-visual communication during remote notarization?
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