6.4 RON Process and Recording Requirements
Key Takeaways
- The entire RON session must be captured as an audio-video recording, from the start of identity verification through completion of the notarial act
- Oregon requires the audio-video recording and the electronic journal to be retained for 10 years
- The notary applies an electronic signature and electronic seal, and the platform tamper-seals the finished document
- The electronic journal must record the standard entries and indicate that the act was performed remotely
- Retention duties survive the end of the commission — records must be kept the full 10 years
The RON Session, Step by Step
RON is procedural: each step builds the evidentiary record that compensates for the signer's physical absence. A typical sequence is:
| Step | Action |
|---|---|
| 1 | Signer logs into the approved RON platform |
| 2 | Signer uploads ID image for credential analysis |
| 3 | Signer completes knowledge-based authentication (KBA) |
| 4 | Live two-way audio-video session begins (recording starts) |
| 5 | Notary compares the live face to the ID photo |
| 6 | Notary confirms the signer's willingness and understanding |
| 7 | Signer applies an electronic signature to the document |
| 8 | Notary completes the notarial certificate (acknowledgment or jurat) |
| 9 | Notary applies an electronic signature and electronic seal |
| 10 | Platform applies a tamper-evident seal to the finished document |
| 11 | The recording is stored and the journal entry is finalized |
Worked example: A signer in Texas needs a power of attorney notarized by an Oregon notary. The notary confirms credential analysis and KBA both passed, watches the signer e-sign on live video, completes the acknowledgment certificate, applies the e-seal, and confirms the recording captured the whole exchange before releasing the document.
Recording Requirements
The recording is the heart of RON compliance. It must capture the entire session, not just the signing moment:
| Recording attribute | Requirement |
|---|---|
| Coverage | Full session — identity steps through completion of the act |
| Media | Both audio and video |
| Quality | Clear enough to identify each participant |
| Continuity | Continuous; a break can invalidate the appearance |
| Custody | Stored securely, retrievable on demand |
If the recording stops or never starts, the personal-appearance basis for RON collapses — the act cannot be completed by RON until recording is restored.
Retention: The 10-Year Rule
Oregon's retention period is the most commonly tested number in this chapter. Both the audio-video recording and the electronic journal must be kept for 10 years — the journal counted from the date of the last transaction.
| Record | Minimum retention |
|---|---|
| Audio-video recording | 10 years from the notarization |
| Electronic journal | 10 years from the last entry/transaction |
| Tamper-sealed document copy | Per parties/recording-system requirements |
Critical point: these duties survive the commission. If a notary resigns, lets the commission lapse, or dies, the records must still be preserved for the full 10 years (typically through the vendor's storage and any successor-custodian arrangement). The notary cannot simply delete recordings when they stop notarizing.
Electronic Signature, Seal, and Tamper-Sealing
| Element | Traditional | RON |
|---|---|---|
| Notary signature | Ink | Electronic signature attached to the document |
| Official seal | Rubber stamp impression | Electronic seal image with required elements |
| Document integrity | N/A | Tamper-evident seal applied by the platform |
The tamper-evident seal ensures any later change to the document is detectable, preserving the integrity of the notarized record. The electronic seal must still contain the same statutory elements as a physical stamp (the notary's name, the words identifying the office, and commission information).
Electronic Journal for RON
| Journal element | RON requirement |
|---|---|
| Standard entries | Same data as a paper journal (date, act, document, signer, fee) |
| Signer's signature | Captured as an electronic signature |
| Remote notation | Entry must indicate the act was performed remotely |
| Format | Tamper-evident electronic record |
| Retention | 10 years from the last transaction |
Document-Type Considerations
Most everyday documents can be notarized by RON — acknowledgments on real-estate deeds, powers of attorney, loan packages, and affidavits. Certain documents carry special handling: for example, electoral/initiative petition signatures are tied to in-person processes, and wills raise execution-formality questions that warrant caution and current guidance before relying on RON. When unsure, the notary verifies that the specific document type is appropriate for RON before proceeding.
Common Traps
- Answering 7 years for retention — Oregon is 10 years.
- Recording only the signature instead of the full session.
- Forgetting the journal must flag the act as remote.
- Assuming records can be deleted once the commission ends.
What the Recording Protects
The recording is not bureaucratic busywork — it is the evidentiary substitute for the in-person experience. If a notarized signature is later challenged in court ("I never signed that" or "I was pressured"), the recording shows the signer's live identity proofing, the notary asking about willingness, and the actual signing. That is why coverage must be complete and continuous: a gap in the middle of the session leaves the very moment in dispute unrecorded. Treat the recording as the deposition you will rely on years later.
| Use of the recording | Why it matters |
|---|---|
| Proof of identity proofing | Documents that credential analysis and KBA occurred |
| Proof of willingness | Captures the notary confirming free, knowing signing |
| Proof of execution | Shows the electronic signature applied live |
| Fraud deterrence | Recorded sessions discourage impersonation |
Comparing Retention to Other Records
Notaries juggle several retention clocks, so the exam often contrasts them. The RON-specific numbers to memorize are the recording and the electronic journal, both at 10 years. The trap answers are shorter periods borrowed from other states or from general business-record habits.
| Record | Oregon retention |
|---|---|
| RON audio-video recording | 10 years |
| RON electronic journal | 10 years from last transaction |
| Distractor answers to avoid | 3, 5, or 7 years |
On the Exam
- Recording: Entire session, audio and video, continuous.
- Retention: 10 years for recording and journal — survives commission end.
- Sealing: Notary e-signs and e-seals; platform applies tamper-evident seal.
- Journal: Standard entries plus a notation that the act was remote.
How long must an Oregon notary retain the audio-video recording of a RON session?
What must the notary capture in a RON recording?