Understanding Remote Online Notarization (RON) in Florida

Remote Online Notarization (RON) has transformed how Florida notaries serve clients, allowing legal notarizations through secure audio-video communication. Established under Chapter 117, Florida Statutes, and administered by the Florida Department of State (DOS), this system ensures both convenience and integrity in a digital age.

Who Qualifies for RON in Florida

To qualify as an online notary, you must already hold one of the following Florida appointments:

• A commissioned Notary Public
  
• A Civil-Law Notary (Chapter 118)
  
• A Commissioner of Deeds (Part IV, Chapter 721)

Applicants must complete a state-approved RON training course, maintain a $25,000 notary bond, and obtain $25,000 in errors and omissions insurance. Once eligible, you’ll register through the Florida Department of State’s Notary Section.
Learn more from the official Florida Department of State website.

Registering With the Florida Department of State

Registration is a simple but structured process:

1. Confirm your active notary commission or civil-law notary appointment.
   
2. Complete a RON education course from an approved provider.
   
3. Secure your bond and insurance documentation.
   
4. Select one or more RON technology providers (details below).
   
5. Submit the RON application to the Department of State with the required documents and a small registration fee.

If your provider changes later, or if you delegate your record retention to another repository, you must notify the Department of State within 30 days. Details are outlined under Section 117.225, Florida Statutes.

Selecting an Approved Technology Vendor

Selecting the right RON technology provider is crucial for ensuring compliance and data protection. Florida maintains an official list of RON service providers who self-certify compliance. When evaluating vendors, ensure the platform offers:

• Credential analysis and knowledge-based authentication (KBA) for ID verification
  
• Secure, tamper-evident technology that applies and protects your electronic seal and signature
  
• Real-time, uninterrupted audio-video connection that prevents unauthorized interception
  
• Ten-year secure storage for all recordings and journal data, or an option to delegate retention under a secure repository agreement

You can explore approved providers through the State’s RON Service Provider Directory.

Security and Compliance Standards

Florida’s RON framework prioritizes security and accountability. Your electronic signature must be:

• Unique to you and under your sole control
  
• Independently verifiable and attached in a way that any tampering is visible
  
• Protected by passwords or multi-factor authentication

All sessions must use technology that allows two-way, real-time communication, ensuring you can see and hear the signer clearly. You must also be physically located in Florida during each notarization, though signers and witnesses may appear remotely. For detailed compliance rules, see Section 117.021, Florida Statutes.

Identity Verification Standards

If you don’t personally know the signer, you must verify identity using three distinct components:

• Remote presentation of a valid, government-issued ID
  
• Credential analysis of that ID using approved software
  
• Identity proofing through KBA or a comparable, compliant method

If the database used for identity proofing lacks sufficient information, the notarization cannot proceed. These standards ensure every RON session upholds the same trust as an in-person notarization. Read more at Section 117.265, Florida Statutes.

Digital Seals and Certificates

Your electronic notarial certificate must clearly state that it is an “online notarization.” Including the words “Online Notary Public State of Florida” in or near your electronic seal satisfies this requirement.

The seal must include:

• Your name as it appears on your commission
  
• The words “Notary Public State of Florida”
  
• Your commission expiration date
  
• Your commission number

These details, when digitally applied, must render any alteration tamper-evident to preserve document integrity.

Audio-Video Recording and Record Retention

RON notaries must record every session in full from the introduction to the signature without interruption or editing. The recording must capture:

• The signer’s appearance
  
• Identity verification steps
  
• A general description of the documents
  
• All spoken words and actions during notarization

All recordings and electronic journals must be retained for at least ten years. You may delegate storage to a secure third-party repository, but you’re required to notify the DOS within 30 days of doing so. For the full requirements, consult Section 117.245, Florida Statutes.

How Notary Public Association Supports RON Notaries

The Notary Public Association is dedicated to equipping Florida notaries with the skills and knowledge needed for modern notarization. Our initiatives include:

• Certified RON Training Courses that fulfill Florida’s education requirement and include practical demonstrations of credential analysis and KBA verification
  
• Technology Selection Guidance, helping notaries compare approved platforms and understand security protocols
  
• Compliance Checklists and Templates that align with Chapter 117 and DOS rules, including scripts for identity proofing, repository notifications, and record retention
  
• Ongoing Mentorship and Continuing Education, ensuring members remain compliant as RON standards evolve

For course enrollment and resource access, visit Notary Public Association’s RON Learning Portal.

Best Practices for Performing Online Notarizations Safely

• Confirm your physical presence in Florida before each session
  
• Use secure, encrypted video platforms to prevent unauthorized viewing
  
• Follow a standard identity verification script, recording each step
  
• Keep your electronic seal and signature credentials private and never share access
  
• Record the entire notarization, ensuring good audio and video clarity
  
• Double-check that the certificate includes the “online notarization” notation
  
• Maintain an accurate electronic journal with detailed notes and backups
  
• Notify the DOS promptly when changing technology providers or repositories
  
• Decline any session if identity verification fails or if the signer appears coerced
  

Building Trust Through Modern Notarization

Remote Online Notarization empowers Florida notaries to operate securely in a digital-first world. By following state regulations, selecting trusted technology partners, and staying informed through the Notary Public Association, notaries can confidently deliver compliant, professional online services anywhere and at any time.