Disclaimer: This blog post is for informational purposes only and does not constitute legal advice. Please consult an attorney for guidance on specific laws regarding Remote Online Notarization (RON), digital signatures, and related legal matters. As laws concerning RON and notarization are subject to frequent changes, it is advisable to verify current regulations with your local government.
eNotary software is changing the way notarizations get done, offering a modern, digital approach to a centuries-old process. With platforms like NotaryCam’s eNotary software, notaries public and their clients can often complete the entire notarization process online, without the need for in-person appointments or piles of paperwork.
Also known as remote online notarization (RON) software, this technology may help notaries perform their duties from just about anywhere, using a secure internet connection and a computer or mobile device. By removing the need for physical presence, eNotary software can reduce friction, save time, and streamline document handling. Everything, from identity verification to applying signatures and seals, can often take place virtually, with the help of secure video conferencing and electronic signature tools.
In this article, we’ll take a closer look at how eNotary software works, how it’s helping modernize traditional notarization methods, and why solutions like NotaryCam may be a valuable tool for increasing convenience and accessibility when notarizing documents.
What is eNotary Software?
At its core, eNotary software is a digital platform that helps commissioned notaries public carry out remote online notarizations (RON). With this technology, the notary and the signer don’t need to be in the same location, in fact, they can complete the entire process from wherever they are, as long as they have internet access.
eNotary software brings together several key tools to make this possible. These typically include secure video conferencing for face-to-face interaction, electronic signatures that meet legal standards, and identity verification features that may offer even more security than traditional in-person methods.
With the help of a trusted online notary platform, like NotaryCam, commissioned notaries can verify a signer’s identity using multi-factor authentication, observe them sign documents digitally, and then apply their own electronic signature and notary seal. This entire process happens in real time, offering a streamlined, secure experience that may support compliance and reduce the friction often associated with in-person notarizations.
How Does eNotary Software Work?
eNotary software is generally designed to offer a smooth, user-friendly experience for both notaries and signers. While features can vary by platform, the core workflow often follows a familiar and intuitive path:
- Appointment Scheduling & Document Upload
The process usually begins when a client schedules a notarization appointment, often directly through the eNotary software or an online notary platform. At this stage, the signer may also upload the document they need notarized, and the platform connects them with a qualified remote notary. - Secure Login & Session Setup
At the scheduled time, both the notary and the client log into the secure eNotary software—typically through a web browser. A strong internet connection and a computer with a camera and microphone are needed to ensure a smooth and secure session. - Identity Verification
One of the first steps is verifying the signer’s identity. eNotary platforms like NotaryCam often include multiple layers of authentication, such as scanning a government-issued ID (credential analysis), answering knowledge-based questions (KBA), or even using biometric verification. These tools help reduce the risk of fraud and enhance trust in the process. - Document Review
Once identity is confirmed, the notary and signer can review the document together using screen-sharing or real-time document viewing features. This gives the signer a chance to ask questions. - Electronic Signing
The signer uses the platform’s digital signature tools to sign the document electronically. These signatures are generally tamper-evident and may provide a higher level of assurance than traditional ink signatures. - Remote Notarization
After witnessing the signature and confirming all necessary details, the notary adds their electronic signature and digital notary seal. The entire session is recorded, creating a digital audit trail that helps support compliance. - Secure Storage & Document Access
Once complete, the notarized document is saved securely within the eNotary software (for 6 months). Authorized parties can typically download or share the document as needed, and the session record is stored for future reference.
By bringing all these steps into a single secure platform, eNotary software helps simplify the notarization process, often making it more accessible, efficient, and secure for everyone involved.
Benefits of Using eNotary Software
eNotary software, often referred to as remote online notarization (RON) software, offers a modern alternative to traditional, paper-based notarizations. Platforms like NotaryCam can help make the notarization process faster, more secure, and more accessible for individuals and businesses alike.
While every user experience may differ, here are some of the common advantages eNotary software can offer:
Convenience and Flexibility
One of the biggest advantages is convenience. With eNotary software, signers can complete the notarization process from just about anywhere, home, office, or even while traveling, as long as there’s a reliable internet connection and a computer with a webcam and audio technology. This flexibility may be especially helpful for those with busy schedules or limited access to in-person notary services.
Significant Time Savings
Remote online notarization may help streamline each step of the process. From faster scheduling to ID verification and real-time digital signing, eNotary software can reduce the time it takes to get documents notarized. This can be particularly useful for businesses handling high volumes of paperwork or time-sensitive transactions.
Cost-Effectiveness
Going digital may help lower both direct and indirect costs. Clients can avoid travel expenses, and businesses might cut down on printing, shipping, and storage costs. For notaries, working remotely may reduce overhead expenses tied to office space or travel time, especially compared to traditional mobile notary services.
Enhanced Security and Fraud Prevention
Leading eNotary platforms, including NotaryCam, often incorporate advanced security features. These may include data encryption, multi-factor authentication, secure video conferencing, and identity verification tools like credential analysis and KBA (knowledge-based authentication). Some solutions also use digital certificates and tamper-evident seals, which can add an extra layer of protection and legal support for each notarized document.
Improved Accessibility
For individuals in rural areas, those with limited mobility, or people stationed overseas, eNotary software can make it easier to get documents notarized without the need for physical travel. This improved access may be especially valuable when dealing with urgent legal or financial documents.
Streamlined Document Management
Many eNotary software platforms offer built-in tools for document storage and retrieval (for 6 months). Notarized files are securely stored in a digital library and can often be accessed by authorized parties as needed. These platforms typically create a digital audit trail or electronic journal, which may support compliance and recordkeeping requirements.
Environmental Benefits
By reducing the reliance on paper, printing, and physical mail, eNotary software can also support sustainability goals. It’s a more eco-friendly option for individuals and organizations looking to minimize their environmental footprint.
Whether you’re looking to streamline your notary workflow or make services more accessible to clients, eNotary software, like NotaryCam, can offer a range of digital tools that support convenience, security, and efficiency in the notarization process.
What to Look for in eNotary Software (and How NotaryCam Stands Out)
When choosing eNotary software, the right platform can make a big difference in how smoothly and securely remote online notarizations (RON) are completed. Whether you’re an independent notary or part of a business that handles regular document signings, having the right tools helps you work more efficiently—and with confidence.
NotaryCam’s eNotary software is designed to support a professional, compliant, and flexible notarization experience. Here are the core features to consider when evaluating RON platforms, along with how NotaryCam brings them to life:
High-Quality Video Conferencing
Live video sessions are at the heart of RON. NotaryCam supports real-time, high-resolution video and audio connections, allowing notaries to meet virtually with signers while satisfying personal appearance requirements. These sessions will also be recorded to support notarial records.
Secure Electronic & Digital Signatures
NotaryCam’s platform uses legally recognized electronic signature tools for signers, plus PKI-based digital signatures and seals for notaries. These technologies help ensure that the documents are secure, tamper-evident, and meet legal and industry standards.
Advanced Identity Verification
With tools like credential analysis, KBA (knowledge-based authentication), and optional biometric verification, NotaryCam supports multi-layered ID checks. These safeguards help reduce fraud and strengthen the legitimacy of online notarizations.
Smart Document Management
You can securely upload, organize, and retrieve your notarized documents through NotaryCam’s cloud-based platform. Built-in tagging tools and customizable templates help streamline workflows, whether you’re notarizing a single document or managing multiple signers in one session.
Digital Notary Seals & Journaling
NotaryCam enables notaries to apply their official digital seal and signature to each completed document. The system also automatically creates and retains a compliant electronic journal, stored securely for 10 years, to support audit and legal requirements.
Comprehensive Audit Trails
Each session generates a detailed audit log, documenting every step from login to signature to finalization. This transparency supports regulatory compliance and can help resolve disputes if they arise.
Team Collaboration & Multi-User Access
Ideal for businesses and organizations, NotaryCam allows for unlimited seats and transactions (with licensing), plus collaboration tools to help manage notaries and signers across teams. Host multi-attendee sessions and keep workflows coordinated with ease.
Integration
With API access included in Team and Enterprise plans, you can integrate NotaryCam directly into your CRM, document management system, or loan origination platform for a seamless user experience.
Why Independent Notaries Choose NotaryCam Software
NotaryCam’s platform gives notaries control and flexibility without long-term commitments or high overhead:
- 12-month short-term contract
- Unlimited transactions per seat
- No minimum usage required
- Training materials & full access to test environments
- SOC 2 compliant & MISMO certified
- WCAG 2.1 AA compliant for accessibility
- 10-year minimum retention for journal & video
Note: RON certification is separate from standard notary commissioning. Visit nationalnotary.org or call the NNA at 1-800-876-6827 to learn more about state-specific requirements.
You can learn more about our independent notary software here.
Scalable eNotary Software for Teams and Organizations
NotaryCam isn’t just built for individual notaries, it’s designed to support growing teams and organizations that need a flexible, reliable solution for remote online notarization. Through multi-seat software licensing, NotaryCam enables companies to scale their notary operations with ease, whether you’re managing a handful of notaries or coordinating a large, distributed team.
With unlimited seat licensing available for small to mid-sized businesses, NotaryCam’s eNotary software allows teams to:
- Onboard multiple notaries under one account with centralized oversight
- Host concurrent signing sessions with different notaries and clients at the same time
- Assign roles and manage workflows , helping keep transactions organized across departments
- Access shared templates, document tagging tools, and audit logs for consistency and compliance
- Collaborate across locations —team members can join sessions, assist with support, or manage back-end processes in real time
The platform also includes session history and secure cloud storage, so team members can retrieve past notarizations (for 6 months), reference previous sessions, and maintain clear records for compliance.
For businesses in industries like real estate, lending, law, or insurance , NotaryCam’s multi-seat licensing offers a streamlined way to integrate remote notarization into daily operations, without sacrificing security, control, or professionalism.
Contact Sales to learn more about our options for teams and organizations.
eNotary Software in Action: Real-World Applications
eNotary software is being adopted across a wide range of industries, and for good reason. Its ability to support remote online notarization (RON) often helps streamline document-heavy processes, reduce delays, and improve client convenience. From real estate to healthcare, here’s a look at how different sectors are putting eNotary software to work in real-world scenarios:
Real Estate Transactions
The real estate industry has embraced eNotary software as a way to simplify closings and reduce logistical hurdles. Buyers, sellers, title companies, and lenders can often complete documents like purchase agreements and mortgage paperwork remotely. For the mortgage sector in particular, RON may help reduce closing timelines and eliminate the need for in-person signings that involve multiple stakeholders in different locations. NotaryCam, for example, is frequently used by real estate professionals for its secure, multi-attendee session features and streamlined workflow tools.
Legal Services and Law Firms
Law firms are using remote online notarization to help clients complete a variety of legal documents, such as affidavits, estate planning paperwork (wills, trusts, powers of attorney), and court filings. For many attorneys, eNotary software provides a more efficient alternative to traditional notarization, especially when dealing with clients who can’t meet in person. Platforms like NotaryCam offer built-in compliance tools and long-term audit trail retention that can support legal recordkeeping needs.
Banking, Finance, and Wealth Management
Financial institutions, including banks, credit unions, and wealth management firms, may rely on eNotary platforms to handle loan documents, account applications, and investment paperwork. The secure identity verification methods offered through RON can help mitigate fraud and support regulatory compliance, which is especially valuable in high-stakes financial transactions. In wealth management, eNotary software allows documents to be executed quickly and securely, even when clients are located across different regions or countries.
Corporate and Business Transactions
Companies of all sizes are adopting eNotary software for internal operations and external agreements. This includes contracts, vendor agreements, HR onboarding forms, and board resolutions. By moving to RON, businesses may improve turnaround times for approvals and reduce the need for printing and mailing. NotaryCam’s team collaboration tools and API integration options also make it easier to fit into existing business workflows.
Government and Public Sector
Public agencies are beginning to explore remote notarization to enhance service delivery. eNotary software may be used for notarizing official forms, licensing applications, or public records. The ability to complete these processes online can increase transparency, reduce processing times, and expand access for residents who may not be able to visit government offices in person.
Legal Considerations: Know Your State’s RON Laws
Before using eNotary software, notaries must ensure that Remote Online Notarization (RON) is legally allowed in their commissioning state, and follow all applicable laws and requirements. RON regulations vary widely across the U.S., and what’s permitted in one state may not be allowed in another.
Notaries should:
- Confirm that their state authorizes RON
- Complete any required training or certification
- Follow rules around identity verification, video recording, and record retention
- Use an eNotary platform, like NotaryCam, that supports state-specific compliance
Businesses relying on online notarizations should also check whether documents will be accepted across state lines, especially for legal or high-value transactions. When in doubt, it’s wise to consult with legal counsel or your state’s notary authority before moving forward.
Conclusion
eNotary software is reshaping how notarizations get done, helping to make the process more flexible, secure, and accessible than ever before. Whether you’re an individual notary, part of a growing team, or running a business that depends on time-sensitive documents, platforms like NotaryCam offer tools that may help simplify and modernize your workflow.
From real estate closings and legal filings to financial documents and corporate agreements, remote online notarization continues to expand into new industries and use cases. But as with any notarial act, it’s essential to follow your state’s RON laws and ensure your platform supports the necessary compliance standards.
As technology continues to evolve, eNotary software is well positioned to meet the changing needs of professionals and clients alike, offering a digital solution for a more connected, document-driven world.
Frequently Asked Questions About eNotary Software
What is eNotary software?
eNotary software is a digital platform that allows commissioned notaries to perform remote online notarizations (RON). It combines tools like secure video conferencing, electronic signatures, and identity verification to help notaries and signers complete the entire notarization process online, without needing to meet in person.
Is eNotary software legal in every state?
Not all states have authorized Remote Online Notarization. Each state has its own laws and requirements, so notaries must ensure that RON is permitted where they’re commissioned.
How does identity verification work with eNotary software?
Most eNotary platforms include multiple layers of identity verification. This may involve credential analysis (scanning a government-issued ID), knowledge-based authentication (KBA), and sometimes biometric checks. These tools help verify that the signer is who they claim to be and may enhance the security of the notarization.
What types of documents can be notarized using eNotary software?
A wide range of documents can be notarized using eNotary software, including real estate forms, legal affidavits, powers of attorney, loan documents, and more. However, not all documents are eligible for RON in every state, so it’s a good idea to check with your notary or legal advisor if you’re unsure.
What are the benefits of using eNotary software?
eNotary software offers several advantages, including increased convenience, faster turnaround times, reduced travel, enhanced security, and improved access, especially for people in remote locations or with mobility challenges. It can also help businesses streamline document workflows and reduce paper-based costs.
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