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. Being an independent notary means wearing many hats — you’re managing appointments, traveling to clients, handling documents, and keeping meticulous records. It’s a lot to balance on your own. That’s where notary software comes in. The right notary software can help you streamline your workflow, saving you time and reducing stress. You likely chose this path to serve your community and help people through important moments. But, administrative tasks can quickly pile up. With notary software designed for independent notaries, you can simplify your operations, stay organized, and focus more on what matters — helping you provide professional, reliable notarial services via remote online notarization.* *Note: While 46 states currently permit their notaries to perform Remote Online Notarizations (RON), some states—such as California—do not. 

What Is Third-Party Notary Software for RON (Like NotaryCam)?

Third-party notary software for Remote Online Notarization (RON) — such as NotaryCam — is a comprehensive digital platform that enables notaries to perform legally binding notarizations over the internet. Instead of meeting clients in person, you connect with them through a secure video session, verify their identity remotely, guide them through the signing process, and apply your digital seal and signature; all within a compliant, encrypted environment. These platforms are designed with notaries, like you, in mind and help take care of everything from identity verification and credential analysis to secure audio-video storage and digital journal logging. Rather than building your own complex RON set-up and navigating the legal and tech hurdles alone, third-party platforms can offer an all-in-one solution that’s already built to meet legal requirements in states that allow RON.

Why Independent Notaries Should Invest in RON Platforms Like NotaryCam

For independent notaries, time is money — and growth comes from finding efficient ways to serve more clients, more flexibly. Investing in a third-party RON platform like NotaryCam can completely transform how you work and expand what’s possible for your business. Here’s why it matters:

1. Reach More Clients, Anywhere

With RON, you’re no longer limited by geography. Instead of traveling to meet clients in person, you can notarize documents for individuals across your entire state — or even handle documents intended for use in other states or countries (depending on the laws and regulations of that state). That can mean more flexibility, more appointments, and the ability to serve clients in any time zone.

2. Cut Down on Costs and Time

No more printing dozens of pages, driving to appointments, or worrying about lost time due to cancellations. RON platforms can reduce overhead by digitizing every part of the process — from ID checks to journal entries. You can complete more appointments in less time and with far less hassle.

3. Offer a Modern Client Experience

Clients appreciate convenience, speed, and professionalism. With a third-party platform, you can provide a seamless, secure, and fully remote notarization experience that fits into your clients’ busy lives. This not only helps build trust but sets you apart from notaries who only offer in-person services.

4. Stay Legally Compliant Without the Tech Overhead

Building your own RON system would require managing encryption, video storage, compliance, security protocols, and more — not to mention ongoing legal updates. A platform like NotaryCam can help handle all of that for you.

5. Position Yourself for Long-Term Growth

The notary landscape is evolving, and more people are turning to online services for everything from real estate closings to international document authentication. By integrating a third-party RON solution now, you can future-proof your business, stay ahead of the curve, and open up steady new revenue streams. Third-party notary software for RON isn’t just a digital upgrade — it’s a business growth tool. It can give you the flexibility, reach, and professionalism that today’s clients expect, while helping to simplify your workflow and maximize your earning potential. If you’re an independent notary looking to scale, compete, or simply work smarter, investing in a RON platform can be one of the smartest moves you can make.

Key Features to Look for in Notary Software

Choosing a platform means knowing what features truly matter for your work. Not all software is created equal, so understanding the core functionalities is important. Look for tools that genuinely help solve your day-to-day problems as a notary public or signing agent.

Remote Online Notarization (RON) Capabilities

Remote Online Notarization (RON) is one of the main reasons independent notaries turn to specialized software. RON helps you to complete notarizations entirely online using secure, real-time audio-visual technology. These platforms can create a virtual signing environment where you and your client can connect face-to-face, no matter where you’re located. However, RON laws vary widely from state to state. What’s permitted in North Dakota may not be allowed in North Carolina, and requirements in states like Rhode Island or West Virginia may differ from those in South Carolina or South Dakota. That’s why it’s essential to choose a RON platform that aligns with your specific state’s regulations. Some states, like California, do not permit their notaries to become licensed RON notaries for that state. A fully compliant RON platform can help handle the entire process — identity verification, secure video conferencing, digital journaling, long-term video retention, and the use of your digital certificate and electronic notary seal. This technology can reshape how documents are notarized across distance, making it easy to serve clients from Vermont to Utah without ever leaving your home office.

Secure Identity Verification

Verifying a signer’s identity is fundamental to your role as a notary. Robust online notary software always uses multi-layered methods for this critical step. This often goes beyond just looking at an ID photo during the online notary session. Common methods often include Knowledge-Based Authentication (KBA), where signers answer personal questions derived from public and private data sources only they should know. Another layer is credential analysis, where the software analyzes the security features of a government-issued photo ID, like a driver’s license or passport using sophisticated checks. These digital checks can provide strong identity proofing necessary to perform remote online notarization confidently. Some platforms may also incorporate biometric verification or require validation by multiple sources to further strengthen identity confirmation. This security can be vital whether dealing with clients locally or those needing services across state lines, for example, from Mississippi to Missouri or Montana.

Digital Document Management

Dealing with endless paper documents can be cumbersome. Software can allow you to securely upload, electronically sign using a digital signature, and apply your digital notary seal or electronic seal to documents. Everything happens within the secure platform, simplifying the notary signing process. Look for features like secure cloud storage for completed notarizations and easy retrieval options. This can make managing your records much simpler than filing cabinets full of paper and facilitates the digital delivery of finalized documents. It also helps reduce the risk of losing important documents, offering peace of mind for both the notary and the client. You should also consider the types of documents you typically handle. Make sure the platform can support common formats, like PDF, and can provide tools for annotation or marking specific signature areas. Efficient document handling can be crucial, especially for a notary signing agent managing extensive loan packages.

Audit Trails and Record Keeping

Your notary journal is a critical record of your official acts. Digital platforms can automate this with detailed audit trails. Every step of the notarization process, including the secured signing, can be logged electronically, timestamped, and stored securely within the online notary platform. This electronic journal often includes more details than a traditional paper journal can easily capture. It typically includes information about the identity verification process (KBA results, credential analysis outcomes), video recordings of RON sessions, and document interaction logs that show who accessed what and when. State regulations dictate how long these records must be kept, often 5-10 years or more. So, you should verify that the software provider offers compliant storage duration and easy export options, in case you need to provide records for review or switch platforms later.

Scheduling and Workflow Tools

Good software doesn’t just handle the notarization itself; it helps manage your workflow. Look for integrated scheduling tools that let clients book appointments easily through your website or a dedicated link. Automated reminders sent via email or SMS can also significantly reduce no-shows, saving you valuable time. Some platforms guide you through the required steps for each type of notarization (acknowledgment, jurat, etc.). This can be particularly helpful when navigating different state requirements or handling complex signings. Additionally, efficiency tools, such as template creation for common documents or session types, can help save you administrative time and streamline your notary service. Payment processing integration can also be a major benefit. Allowing clients to pay securely online, either upon booking or completion, simplifies billing and collection. You should look for platforms that offer clear reporting on appointments, earnings, and client activity.

User-Friendly Interface

Technology is only helpful if you and your clients can actually use it. A confusing or clunky interface can create frustration and waste time for both the notary public and the signer. You should look for software that is intuitive and straightforward. Remember, your clients might not be tech-savvy. So, the platform should offer a smooth experience for the signer too, from identity verification through applying their digital signature to the document. You should also consider the experience from the signer’s perspective: Is it easy to upload documents? Are the identity verification steps clear? Does the audio-visual connection work reliably? A positive client experience can reflect well on your notary service.

Integration Options

Think about the other tools you use for your business. Does the notary software integrate with your calendar (Google Calendar, Outlook Calendar), Customer Relationship Management (CRM) system, or cloud storage services (Dropbox, Google Drive)? Seamless connections between your tools can save time and prevent duplicate data entry. For notary signing agents, integration with title and lender platforms can be particularly valuable. This can allow for easier receipt of signing orders and return of completed, notarized packages. You should check if the platform offers an Application Programming Interface (API) for custom integrations if needed. While not always essential, integrations can significantly boost your efficiency, especially as your business grows and handles more complex transactions. You should consider your existing tech stack and whether specific integrations offered by a notary platform would streamline your operations.

Support and Training

Check what kind of customer support the software provider offers. Is it responsive via phone, email, or chat, and are the support agents knowledgeable about both the technology and notary regulations? Good support can make a huge difference, especially when you’re first starting with a new platform or navigating the specifics of remote online notarization. It builds confidence in using the technology effectively for your notary sign tasks.

State-Specific RON Considerations

The landscape of Remote Online Notarization (RON) is shaped by individual state regulations. While many states have authorized RON, the specific requirements —including approved technology, identity verification standards, and record-keeping protocols — can vary significantly. It’s critical that any notary software you use is fully compliant with the rules of your commissioning state. Some states require notaries to register or receive approval before performing RON, while others may impose detailed standards for credential analysis, knowledge-based authentication (KBA), or the use of electronic seals and digital certificates. Additionally, rules around video recording retention and journal storage differ from one jurisdiction to another. Geographic limitations may also apply. Certain states allow notarizations for signers located anywhere, while others restrict notarial acts to in-state signers or impose stricter boundaries. Some states have reciprocity agreements, while others do not. To ensure legal compliance and protect your notary commission, always verify your state’s current requirements through your commissioning authority—typically the Secretary of State’s office. Using a platform that fails to meet those standards can result in invalid notarizations and potential disciplinary action. Here are a few key areas that often vary by state:

Feature/Requirement	Common Variations by State
Approved Technology Providers	Some states maintain a list of approved RON platform vendors. Others set standards that providers must meet.
Identity Proofing Methods	States specify acceptable methods (KBA, credential analysis, biometric data) and sometimes the number required. Requirements might differ for signers inside vs. outside the US.
Journal Requirements	Details required in the electronic journal entry can vary. Some mandate specific data points beyond traditional journal entries.
Audio-Visual Recording	Most states require recording the RON session. Retention periods (e.g., 5, 7, 10 years) vary significantly. Secure storage is essential.
Electronic Seal/Stamp	Specifications for the digital representation of the notary’s seal may differ. Must be tamper-evident.
Location of Signer	Laws determine if the signer can be located outside the notary’s state or even outside the US during the notarization.

Why Now Is the Time to Embrace Notary Software and RON Platforms

Being an independent notary is about more than just stamping documents —it’s often about offering trusted, professional service while managing the demands of a growing business. Notary software, especially third-party RON platforms like NotaryCam, gives you the tools to operate more efficiently, serve clients more flexibly, and stay ahead of industry changes. By investing in a modern, compliant platform, you can not just digitize your workflow—you can open the door to more opportunities, stronger client relationships, and long-term growth. With features that support identity verification, document management, audit trails, scheduling, and seamless remote notarizations, the right software empowers you to do more with less effort. Remote Online Notarization is no longer a trend—it’s becoming a standard. And notaries who embrace it now can position themselves to thrive in a digital-first world. Whether you’re looking to streamline your operations, reach clients across the state, or elevate your services, third-party notary software can be one of the smartest investments you can make in your notary business today. Ready to simplify your process and scale your impact? Start with the right RON platform—and let the technology work for you. Learn more about NotaryCam.

FAQs About Online Notary Software

What is online notary software?

Online notary software is a digital platform that helps notaries perform and manage notarizations electronically. It often includes features like scheduling tools, secure identity verification, e-signatures, digital journaling, and Remote Online Notarization (RON) capabilities.

What is Remote Online Notarization (RON)?

Remote Online Notarization (RON) can allow a notary to notarize documents entirely online using secure audio-video technology. Both the notary and the signer connect in real-time through the platform to verify identity, review documents, and complete the notarial act. RON is not accepted in all states, so always verify your local and state regulations.

Do I need special approval to use RON software?

Yes, in many states, notaries must register or get authorized by their commissioning authority (usually the Secretary of State) before performing RON. Requirements vary, so it’s important to check your state’s guidelines before offering remote services.

What features should I look for in notary software?

Key features can include:

• RON capabilities (secure video sessions, ID verification, digital seals)
• Digital journal and audit trail
• E-signature and document management
• State-compliant video storage and encryption
• Appointment scheduling and client management

Is online notarization secure?

Yes, when using a trusted platform like NotaryCam. Online notary software often uses encryption, multi-factor authentication, and secure storage to protect sensitive data. Identity verification methods like KBA and credential analysis also help reduce fraud.