{"id":1353,"date":"2021-04-14T10:00:39","date_gmt":"2021-04-14T14:00:39","guid":{"rendered":"https:\/\/www.deeds.com\/articles\/?p=1353"},"modified":"2024-04-25T23:20:02","modified_gmt":"2024-04-26T03:20:02","slug":"notaries-go-remote-a-digital-shift-is-changing-notary-language","status":"publish","type":"post","link":"https:\/\/www.deeds.com\/articles\/notaries-go-remote-a-digital-shift-is-changing-notary-language\/","title":{"rendered":"Notaries Go Remote: A Digital Shift Is Changing Notary Language"},"content":{"rendered":"\n<div class=\"wp-block-image\"><figure class=\"alignright is-resized\"><img loading=\"lazy\" decoding=\"async\" src=\"https:\/\/www.deeds.com\/articles\/wp-content\/uploads\/2021\/04\/notaries-go-remote.jpg\" alt=\"Image of two people leaning on a table looking at computers. Captioned: Notaries Go Remote: A Digital Shift Is Changing Notary Language\" class=\"wp-image-1354\" width=\"404\" height=\"269\" srcset=\"https:\/\/www.deeds.com\/articles\/wp-content\/uploads\/2021\/04\/notaries-go-remote.jpg 807w, https:\/\/www.deeds.com\/articles\/wp-content\/uploads\/2021\/04\/notaries-go-remote-300x200.jpg 300w, https:\/\/www.deeds.com\/articles\/wp-content\/uploads\/2021\/04\/notaries-go-remote-768x512.jpg 768w\" sizes=\"auto, (max-width: 404px) 100vw, 404px\" \/><\/figure><\/div>\n\n\n\n<p class=\"wp-block-paragraph\">Next time you use a notary, your certification might look a\nlittle different. Notary statements on documents have changed over the last\nyear, amidst a rush to adopt digital notarizations. Today\u2019s notarial\ncertificates often explain whether the notarization was done in a physical\nmeeting or online, and where the parties were when the document was executed.<\/p>\n\n\n\n<!--more-->\n\n\n\n<p class=\"wp-block-paragraph\">A year ago, we featured a perspective on <a href=\"https:\/\/www.deeds.com\/articles\/pandemics-property-transfer-breakdowns-the-digital-real-estate-industry-is-coming\/\">how\nswiftly the home buying process adjusted<\/a> to Covid-19. Practically\novernight, we noted, remote agreements went mainstream. By late 2020, most states\nwere offering remote online notarization (RON) in response to their governors\u2019 emergency\norders. Security measures were installed. Office managers got used to operating\nremotely. RON worked. Today, most every state has legislated some form of RON.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">With RON, people can handle a transaction from where they are. Meetings can take place through audio-visual connections, using software by DocuSign, Notarize,\u00a0NotaryCam, LiveNotary, or other approved platforms. While the notary sits in the closing room, RON lets the parties sign from anywhere. Even <a href=\"https:\/\/livenotary.com\/blog\/how-to-become-a-remote-online-notary-in-florida\/\" target=\"_blank\" rel=\"noreferrer noopener\" aria-label=\" (opens in a new tab)\">the beach<\/a>. <\/p>\n\n\n\n<h2 class=\"wp-block-heading\">For Notaries, Security Has Always Been Key <\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">The notarial act is an age-old process. The point is to identify\na person, and to witness that person\u2019s signing of a legally binding instrument.\nIt\u2019s up to the notary to ensure that signers understand the <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">significance of what they sign, and that they sign it of\ntheir own free will. A notary authenticates signatures, takes oaths, and\nmaintains the integrity of important documents. &nbsp;<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">While the notarial ceremony has long meant a physical, in-person\nwitnessing, RON can replicate its process. It can arguably improve it, using\ntamper-proof seals and fraud-prevention technologies.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">RON records the ceremony, keeping it so it can be reviewed\nin the future. Most states have therefore been willing to keep RON in place\n(although estate-planning documents may still require in-person signing). <\/p>\n\n\n\n<h2 class=\"wp-block-heading\">New Language and Guidance for Our New Reality <\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Notary statements on the documents are evolving, too. Consider an example in <strong>Florida<\/strong>. The Florida notary\u2019s statement must tell whether the document was notarized online. Under <a href=\"https:\/\/www.flsenate.gov\/Session\/Bill\/2021\/121\/Analyses\/h0121a.CIV.PDF\" target=\"_blank\" rel=\"noreferrer noopener\" aria-label=\" (opens in a new tab)\">CS\/HB 121<\/a>, slated to become law Jan. 1, 2022, the Florida notary must also:<\/p>\n\n\n\n<ul class=\"wp-block-list\"><li>Place the electronic signature and seal on the\nnotarial certificate in a way that safely allows third-party verification. <\/li><\/ul>\n\n\n\n<ul class=\"wp-block-list\"><li>Have the tech platform store the RON data in an\nelectronic journal and keep a backup file for at least 10 years.<\/li><\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">A <strong>New York<\/strong> notary\u2019s statement should identify the RON, citing <a rel=\"noreferrer noopener\" aria-label=\" (opens in a new tab)\" href=\"https:\/\/www.governor.ny.gov\/news\/no-2027-continuing-temporary-suspension-and-modification-laws-relating-disaster-emergency\" target=\"_blank\">Executive Order No. 202.7<\/a>. Any <a href=\"https:\/\/www.dos.ny.gov\/licensing\/notary\/DOS_COVID19_RemoteNotaryGuidance.pdf\" target=\"_blank\" rel=\"noreferrer noopener\" aria-label=\" (opens in a new tab)\">notarization needed in New York<\/a> may be done remotely, following state guidelines. Notaries should state each county participants are in during the RON. And a notary must sign a paper document (not use e-signing) for RON. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>South Dakota<\/strong>, too, limits RON to notarizing on paper.\n<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">In March 2021, <a href=\"https:\/\/www.nationalnotary.org\/knowledge-center\/news\/law-updates\/va-house-bill-2064\" target=\"_blank\" rel=\"noreferrer noopener\" aria-label=\" (opens in a new tab)\">Virginia amended its law<\/a> to require certain information in the notary statement. The <strong>Virginia<\/strong> notary has to state whether the notarization was done in person or remotely. If remotely, the notarial certificate should specify which Virginia county the RON notary was physically in for the notarization. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Georgia<\/strong>, where notarizations must be attorney-supervised, has <a href=\"https:\/\/www.gabar.org\/COVID-19_remote_notarization.cfm\" target=\"_blank\" rel=\"noreferrer noopener\" aria-label=\" (opens in a new tab)\">best-practice guidelines<\/a> that cover the everyday practicalities. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">\u201cConsider being consistent with the technology you use,\u201d\nadvises the Georgia State Bar. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">\u201cEnsure that all witnesses are using the same platform (<em>i.e.<\/em>,\nZoom) rather than making exceptions where one witness is on FaceTime pointed at\na computer screen with everyone else on Zoom.\u201d <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Georgia attorneys or attorney-supervised notaries are encouraged\nto keep a journal to identify what was notarized and with which tech platform.\nThe notary should enter dates and times of the notarizations, and include the signers\u2019\nnames and ID type. As additional guidance, the State Bar recommends \u201ca line or\ncaption on the notary public\u2019s signature block that states <em>This [name of\ndocument] was notarized pursuant to Executive Order 04.09.20.01 using [insert\ntechnology name] as real-time audio-visual communication technology<\/em>.\u201d&nbsp;<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong><em>Pro tip:<\/em><\/strong> If you participate in RON, you might be given a copy. According to <a rel=\"noreferrer noopener\" aria-label=\" (opens in a new tab)\" href=\"https:\/\/sf.freddiemac.com\/general\/covid-19-selling-faq#title-closing-and-notarization\" target=\"_blank\">Freddie Mac<\/a>, for example, the seller must get a copy of the RON recording, or have access to it through the RON software provider, for the time required by the state RON laws under which the notary is licensed or for ten years \u2014 whichever is longer. <a href=\"https:\/\/selling-guide.fanniemae.com\/Selling-Guide\/Doing-Business-with-Fannie-Mae\/Subpart-A2-Lender-Contract\/Chapter-A2-4-Loan-Files-and-Records\/Section-A2-4-1-Establishment-Ownership-Retention-\/1645975221\/A2-4-1-03-Electronic-Records-Signatures-and-Transactions-10-07-2020.htm#Remote.20Online.20Notarizations\" target=\"_blank\" rel=\"noreferrer noopener\" aria-label=\" (opens in a new tab)\">Fannie Mae<\/a> has similar rules.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Even where the notary doesn\u2019t have to do it, keeping a\ncomplete \u201caudit trail\u201d is the best practice. Today\u2019s approved platforms make\nthat task simple and secure.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Interstate Use of Remote Online Notarization<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Each state has a set of rules pertaining to notarizations.\nThese include ID requirements, the number of people who need to witness and\nsign the document (and whether the notary can be one of them), and what needs\nto be contained in the notary statement. Although states have different rules,\na notarization carried out under the laws of one state is considered valid in\nanother. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">So far, so good in carrying that principle over to RON. Sensibly, what holds for in-person notary acts also <a rel=\"noreferrer noopener\" aria-label=\" (opens in a new tab)\" href=\"https:\/\/remotenotaryjobs.com\/remote-online-notarization-across-state-lines\/\" target=\"_blank\">holds for RON<\/a>. Even in <a href=\"https:\/\/notary.delaware.gov\/covid-19-coronavirus\/\" target=\"_blank\" rel=\"noreferrer noopener\" aria-label=\" (opens in a new tab)\">states where RON is not carried out<\/a> (surprisingly, one is <strong>Delaware<\/strong>), it has nevertheless been accepted after being done under another state\u2019s law. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Some states have not allowed RON unless the signer and the notary are both within the state\u2019s borders when the document is executed. But many states do not limit the geography of RON. The next question for RON is whether a set of interstate guidelines can standardize the evolving practice and the notarial language. <strong>Connecticut<\/strong> and several other states are pressing forward to support <a href=\"https:\/\/www.cga.ct.gov\/2021\/cedata\/tmy\/2021HB-06604-R000318-Merrill,%20Denise,%20Secretary%20of%20the%20State-State%20of%20Connecticut-TMY.PDF\" target=\"_blank\" rel=\"noreferrer noopener\" aria-label=\" (opens in a new tab)\">nationwide remote online notary standards<\/a>. <\/p>\n\n\n\n<h2 class=\"wp-block-heading\">In Summary<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Remote online notarization&nbsp;(RON)&nbsp;facilitated\nmortgage and real estate agreements during the pandemic of 2020. The method enables\npeople to view each other and to witness signings on-screen, in real time. It\nalso supplies secure communication and storage technology to record and support\nthe notary\u2019s work.&nbsp; <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">At <em>Deeds.com<\/em>, we\u2019ll continue to watch new\ndevelopments in this changing area. Our intent is to inform, but we do not\nproduce legal opinion or counsel. We\u2019ve explored a sampling of states and\nupdated laws here, but each state (for now) takes its own approach. Moreover,\nand some notaries are especially certified to perform RON, while the notaries\nof some states may not perform RON at all. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong><em>Important note:<\/em><\/strong> Notaries\nwho are not lawyers cannot offer legal advice. For assistance with case-specific\nlegal questions, the reader is urged to speak with a local attorney.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">In various ways, the adoption of electronic business\npractices brings new language into the law. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">The great part of RON is the way transactions can close\ndespite distance or the most severe interruptions in business operations. RON\ninjects resilience and flexibility into real estate and financing. &nbsp;And if the quest for a national standard\nsucceeds, RON will make notarizations even simpler. As long as we keep data\nsecurity top of mind, the change will do us good.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Supporting References<\/strong><\/p>\n\n\n\n<p class=\"has-small-font-size wp-block-paragraph\">Freddie Mac: <a href=\"https:\/\/sf.freddiemac.com\/general\/covid-19-selling-faq#title-closing-and-notarization\" target=\"_blank\" rel=\"noreferrer noopener\">COVID-19 Selling-Related Frequently Asked Questions<\/a> (Updated:\nMar. 11, 2021). <\/p>\n\n\n\n<p class=\"has-small-font-size wp-block-paragraph\">W. James Denvil and Hogan Lovells for JDSupra\u00ae: <a href=\"https:\/\/www.jdsupra.com\/legalnews\/remote-online-notarization-across-state-5624947\/\" target=\"_blank\" rel=\"noreferrer noopener\" aria-label=\" (opens in a new tab)\">Remote Online Notarization Across State Lines<\/a> (in collaboration with DocuSign; Mar. 15, 2021).<\/p>\n\n\n\n<p class=\"has-small-font-size wp-block-paragraph\">Jeffrey S. Page and Sun Lee for Ballard Spahr LLP: <a href=\"https:\/\/www.ballardspahr.com\/insights\/alerts-and-articles\/2021\/01\/e-sig-remote-online-notarization\" target=\"_blank\" rel=\"noreferrer noopener\" aria-label=\" (opens in a new tab)\">E-Signatures and Remote Online Notarization<\/a>(updated Mar. 1, 2021).<\/p>\n\n\n\n<p class=\"has-small-font-size wp-block-paragraph\">Photo credits: <a href=\"https:\/\/unsplash.com\/photos\/D4Ao57xFoxo\" target=\"_blank\" rel=\"noreferrer noopener\" aria-label=\" (opens in a new tab)\">DocuSign<\/a>, via Unsplash. <\/p>\n","protected":false},"excerpt":{"rendered":"<p>Next time you use a notary, your certification might look a little different. Notary statements on documents have changed over the last year, amidst a rush to adopt digital notarizations. Today\u2019s notarial certificates often explain whether the notarization was done in a physical meeting or online, and where the parties were when the document was [&hellip;]<\/p>\n","protected":false},"author":2,"featured_media":0,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_jetpack_newsletter_access":"","_jetpack_dont_email_post_to_subs":false,"_jetpack_newsletter_tier_id":0,"_jetpack_memberships_contains_paywalled_content":false,"_jetpack_feature_clip_id":0,"_jetpack_memberships_contains_paid_content":false,"footnotes":"","jetpack_post_was_ever_published":false},"categories":[65],"tags":[],"class_list":["post-1353","post","type-post","status-publish","format-standard","hentry","category-notary"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v28.0 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Notaries Go Remote: A Digital Shift Is Changing Notary Language - Deeds.com<\/title>\n<meta name=\"description\" content=\"Today\u2019s notarial certificates often explain whether the notarization was done in a physical meeting or online, and where the parties were when the document was executed.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.deeds.com\/articles\/notaries-go-remote-a-digital-shift-is-changing-notary-language\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Notaries Go Remote: A Digital Shift Is Changing Notary Language - 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