9.3 RON Procedures and Requirements
Key Takeaways
- Audio-video communication must be real-time and two-way, with quality sufficient to verify identity.
- Identity proofing for an unknown signer uses credential analysis plus knowledge-based authentication (KBA).
- The signer must give express consent to recording, and the entire session must be recorded.
- Recordings and electronic journal entries must be retained for at least 10 years.
- Every RON act requires an electronic journal entry with the act, document, signer, ID method, and provider.
Communication Technology
The video link must be real-time and two-way: the notary and signer see and hear each other simultaneously. A pre-recorded video, a phone call, or a one-way feed does not satisfy the law. The connection must be clear enough for the notary to confirm the signer's identity and observe the signing.
Identity Proofing
A remote notary verifies identity one of two ways, exactly as in person:
- Personal knowledge — the notary actually knows the signer; or
- Satisfactory evidence, which for a stranger under RON means two independent processes:
| Factor | What it does |
|---|---|
| Credential analysis | Software inspects a government-issued photo ID, checks security features (holograms, fonts, barcodes), and confirms the document is authentic and unexpired. |
| Knowledge-based authentication (KBA) | The signer answers dynamic questions drawn from public/credit databases (former addresses, vehicles, lenders) within a short time limit and must pass a scoring threshold. |
If either process fails, the notary must not proceed. A failed KBA cannot be cured by the signer simply asserting who they are.
Recording the Session
| Requirement | Specification |
|---|---|
| What is recorded | The entire audio-video session |
| Start | Before the notarial act begins |
| Consent | Express consent from the signer (and any other participant) before recording |
| Retention | At least 10 years |
| Storage | Secure, tamper-evident, retrievable on request |
Sample consent capture. Read on camera: "This remote notarization session is being recorded and the recording will be retained for ten years. Do you consent to being recorded?" The signer's spoken "yes" becomes part of the recording. Consent is captured before the substance of the act, not after.
Electronic Journal
Unlike traditional notarization, where Colorado permits either a tangible or electronic journal, RON requires an electronic journal entry for every act. Required fields:
| Field | Example |
|---|---|
| Date and time of the act | 2026-06-14, 10:42 a.m. MDT |
| Type of act | Acknowledgment / jurat / oath |
| Document description | "Durable Power of Attorney, 6 pages" |
| Signer name and address | Jane Doe, Denver, CO |
| Method of identification | Credential analysis + KBA, or personal knowledge |
| Technology provider used | Name of the approved RON platform |
| Fee charged | $25 (or less) |
The Electronic Signature and Seal
The notary applies an electronic signature and electronic seal that are attached to or logically associated with the record using tamper-evident technology: any later alteration to the document must be detectable. The seal must still contain the same elements as the physical stamp (name, "Notary Public," "State of Colorado," commission ID, expiration date).
End-to-End Workflow
- Signer requests the RON through the approved platform.
- Signer completes credential analysis and KBA (if not personally known).
- The two-way audio-video session opens.
- Notary obtains express consent to record.
- Notary confirms identity on screen and reasonably assesses the signer is acting willingly and competently.
- Notary administers an oath/affirmation if the act is a jurat.
- Notary watches the signer electronically sign the record.
- Notary applies the electronic seal and completes the notarial certificate with an electronic signature.
- Notary makes the electronic journal entry.
- Session ends; the recording is stored for the 10-year retention period.
Fees for the RON Itself
The RON act has its own fee cap, separate from the registration fee you paid the state. A remote notary may charge up to $25 per notarial act, versus the $15 maximum for a traditional act. The notary may also charge for the technology and convenience, but the notarial-act portion is capped at $25. The fee charged should be entered in the electronic journal.
| Fee scenario | Maximum |
|---|---|
| Traditional in-person act | $15 |
| Remote online act | $25 |
| Technology / platform surcharge | Set by provider, disclosed to signer |
Special Situations
| Situation | Rule |
|---|---|
| Signer outside the U.S. | Allowed only for limited categories (U.S. court/government/property matters); otherwise refer to in-person notary. |
| Signer needs an interpreter | Interpreter joins the session; record the interpreter's name and address in the journal; the platform must support three-way communication. |
| Signer appears coerced or confused | Notary must refuse the act, exactly as in person. |
| KBA fails | Do not proceed; the act cannot be completed. |
Common Traps
- Recording after the act and asking consent at the end — consent and recording must start before the act.
- Using a paper journal for RON — it must be electronic.
- Treating credential analysis alone as sufficient — for a stranger, KBA is also required.
- Confusing 10-year recording retention with a shorter journal period — both are 10 years.
On the Exam
- Identity for a stranger: credential analysis + KBA.
- Recording: entire session, with express consent first.
- Retention: 10 years for recording and journal.
- Journal: electronic, one entry per act.
- Refuse if the signer is unwilling, incompetent, or fails identity proofing.
For a signer the remote notary does not personally know, what identity proofing does Colorado RON require?
When must the signer's consent to recording be obtained in a RON session?
How long must both the audio-video recording and the electronic journal entry of a RON be retained?