The authenticity of documents is established through attestation. It is now possible to take advantage of remote online notary platforms without using paper. Identity verification, electronic signatures, audio-visual communication, and new record-keeping technologies are required. Transactions are concluded securely, the risk of data fraud is eliminated, and the time of the parties involved is saved.
Definition and Features of Online Notary
The parties to a transaction can certify documents without being physically present at the same location. When using RON, they communicate with each other via videoconference on a cell phone or desktop computer. Such programs are suitable for small, medium, and large enterprises. The certified documents meet the legal criteria.
The effectiveness of online notarization can hardly be underestimated. First, we can describe the features of the traditional approach. In this case, in addition to a physical visit to the office, you need to:
- be sworn in when required;
- sign a document and evidence your signature;
- show state-issued official identification document.
When the services are provided with the software, the specialist's work is similar to the traditional approach. A video camera is used in the digital environment, so all parties to the transaction do not need to physically visit a notary's office. If necessary, an electronic signature is placed on the documents. Next, a seal and digital certificate are attached. In addition to e-mailing, the document can be downloaded and printed out. The videoconference recording is available to the transaction parties upon request. This method complies with transparency rules and satisfies audit requirements.
Sometimes a blockchain base is used, which makes it easier to protect the content of certificates and contracts signed during business negotiations. A paperless workflow is provided where SSL encryption technology is used for security.
Role of Modern Technology and the Pros of Online Notarization
RON has many advantages that notary offices with a physical address do not have. These include:
- Convenience for each party. It is possible to schedule a communication session instead of traveling to another locality. It saves time and money that would normally be spent on transportation (fuel for a private car or tickets).
- Secure audio-visual sessions. Confidentiality of documents and personal information is ensured. Protection against unauthorized access can be used to prevent fraud.
- Reliable independent verification. It is used only for transactions involving blockchain technology. For example, the Ethereum architecture itself ensures that no fraudsters can interfere.
- Simplified process. No need to physically carry a stack of documents to the notary's office. It takes a few steps to connect to the platform to communicate with a specialist at an agreed time.
Users will appreciate the simple interface of the software. It is easy to adapt to them quickly. In addition to their websites, notaries can use any operating system - Android, iOS, or Windows. Getting access requires identity verification.
Thanks to the services of an online notary, users will save time and money. They do not need to visit a physical office. Organizations and large companies can certify several documents within a short period of time.
Online Notary: Providing Services
The task involving RON consists of several steps. First, the parties to the transaction must upload their application or use a template. Second, they should add the notary's full name, as well as indicate all signatories of the documents. It is possible to customize a document by using fields in the text and adding them as desired.
The transaction begins with the submission of the contract. This action is performed in three ways:
- connect to a modern platform;
- upload the user's agreement;
- use a ready-made template.
The second step involves verification of the identities of the signatories. Each of them will receive an email with a link in the text. It is personalized to prevent third parties from accessing the notary session. Before a quick technical check, it is necessary to evaluate the stability of the internet connection and the camera that will be used during the conference.
During identity verification, a photo of the ID document is examined. Participants can be asked questions about their biography, and then all the nuances can be checked against an independent database. The second step involves signing a document during the audio-video communication. All actions are performed in a browser. Any person may request a notary to perform the following actions:
- read the contract once again;
- answer the questions;
- confirm that it has been filled out correctly.
The transaction is considered concluded when the notary makes the corresponding entry in the electronic journal. He or she must affix his or her seal.
How to Find the Right Online Notary
RON services are required by individuals and companies, so it is necessary to search for efficient and reliable professionals. If it works out, you can make appointments and connect to the site. When choosing a platform, you should pay attention to:
- Security. Encryption must be used to protect sensitive data.
- Compliance. Software must comply with country and/or state laws.
- Ease of use. A platform with a simplified interface is preferred.
- Reliability. The site must be available 24/7 at all times.
- Complex integration. It is good if the service is combined with other tools and systems (digital signature tools, document management platforms).
- Costs. It is desirable to have a price structure that is in line with the budget plan.
The platform's reputation should be excellent. The operating system has to match the device to ensure smooth operation.
Online Notarization in the United States
Remote online notarization (RON) has become widespread in the United States due to the demand for electronic signatures, which are used in global and national commerce. They are recognized as legally valid at the regulatory level and considered equivalent to traditional signatures.
The popularity and development of services of an online notary in the USA have been further facilitated by relevant legislation in force in different states. The regulations about electronic transactions, as well as applicable standards, have been adopted.
Conclusion on Online Notarization
Apart from some EU countries, such services are legal in Australia, the UK, Canada, and the USA. They are controlled and regulated by local laws. You can take advantage of the PandaNotary software tool. It is absolutely safe and easy to use. There is the demo version, which is valid for 14 days.
