Remote Online Notarization (RON) In Maryland: Rules And Setup Guide

Remote Online Notarization (RON) is now a permanent part of Maryland notarial law, enabling notaries to conduct secure electronic notarizations via audio-video communication. Although the process involves adding technology and identity verification steps, the state provides clear rules for becoming authorized, selecting compliant platforms, and managing long-term records. 

This guide explains the eligibility requirements, registration process, identity proofing standards, audio-video obligations, retention rules, and the support Notary Public Association provides to Maryland notaries.

Eligibility To Become A Remote Online Notary

To become a Remote Online Notary in Maryland, you must already hold an active Maryland notary commission. The state requires all notaries to complete mandatory education, pass the notary exam, and remain in good standing before applying for remote authorization. Once you meet these baseline requirements, you can submit the form that notifies the Secretary of State of your intention to perform remote notarization.

Before proceeding, verify that your commission will not expire soon and confirm that your email address on file with the Secretary of State is correct, as your remote authorization is delivered electronically.

Source: Maryland Secretary of State – Notary Division
https://sos.maryland.gov/Notary/Pages/default.aspx

Basic Maryland Notary Requirements

Notaries must be 18 or older, live or work in Maryland, successfully complete the required state course and exam, and hold an active notary commission.

Additional Requirement For RON Authorization

Remote notarization requires submitting Maryland’s Remote Notary Notification Form. Remote authorization ends when your commission expires and must be refiled at the time of renewal.

Registration Process For Remote Online Notarization

Maryland has streamlined the RON registration process through its online filing system. Notaries must specify the technology they plan to use and confirm that it meets state standards. Once submitted, the Secretary of State reviews the notification and confirms authorization via email.

Before completing this filing, review the state-approved platform list to choose a compliant RON provider.

Source: Remote Notary Authorization – Maryland Secretary of State https://sos.maryland.gov/Notary/Pages/remote-notary.aspx

Step 1: Verify Your Commission Status

Ensure your notary commission is active. Remote authority cannot exceed the term of your commission.

Step 2: Choose The Type Of Remote Notarization

Maryland allows either full RON (electronic documents with an approved vendor) or remote communication technology based on personal knowledge or a credible witness.

Step 3: Select A State-Approved RON Vendor

Pick a technology provider from the Maryland-approved list, such as DocuSign, NotaryCam, Proof, Pavaso, or others.

Step 4: Submit The Remote Notary Notification Form

Use the online portal to submit your notification. The state no longer accepts paper filings.

Step 5: Receive Your Authorization Email

Do not perform any remote notarizations until you receive your confirmation email from the Secretary of State.

Required Technology And Digital Certificate Standards

Maryland requires notaries to use secure, functional, and compliant technology for remote notarizations. This includes having stable audio-video communication, a compliant digital certificate, and secure data storage. Most approved RON platforms supply these tools, but notaries are still responsible for understanding the standards and meeting them.

Before starting remote notarization, test your equipment and workspace to ensure you can clearly see the signer and record the full session.

Audio-Video Capability

The technology must support real-time two-way communication and clearly display both the signer and their environment.

Digital Certificate Requirements

Notaries must use a valid digital certificate capable of authentication and tamper-evidence. RON platforms typically issue these automatically within their systems.

Recommended Equipment Setup

A high-quality webcam, a strong internet connection, a good microphone, and up-to-date computer security all increase the reliability and safety of RON sessions.

Credential Analysis And Identity Proofing

Identity verification is one of the most regulated aspects of RON in Maryland. Notaries may use personal knowledge, a credible witness, or technology-driven verification systems such as credential analysis and dynamic KBA. When relying on technology, the identity proofing must be performed by a reputable third-party provider integrated into the RON platform.

Notaries should ensure they understand when technology is required and how to handle failed verification attempts to remain compliant.

Credential Analysis

This process verifies a government-issued ID by analyzing its security features and comparing the extracted data to authoritative sources.

Knowledge-Based Authentication

Signers must answer questions derived from public and private data sources to confirm identity.

When To Use Personal Knowledge Or A Credible Witness

If you choose not to use credential analysis, you must file the appropriate form indicating that identification will be based on personal knowledge or a credible witness.

Audio-Video Recording And Record Retention

Maryland enforces strict recording and recordkeeping requirements for RON to ensure transparency and auditability. Each session must be recorded in full, and notaries must maintain long-term storage of both the recording and a detailed journal entry. These obligations protect both the notary and the signer, especially in contested transactions.

Notaries may store records themselves or use a third-party repository, provided they meet all retention and security standards.

Recording Requirements

Audio-video recordings must capture the signer, their location, and all individuals present. These recordings must be retained for a minimum of ten years.

Journal Requirements

Journal entries must include the date, time, type of act, identification method, signer details, and whether the notarization was in person or via communication technology.

Storage And Backup

All records must be stored securely using passwords or encryption. If using a RON vendor, you must have guaranteed access to recordings even if the vendor relationship ends.