With the rise of digital technology, becoming a Remote Online Notary (RON) in Illinois can open new opportunities for notary professionals.
This guide will walk you through the steps to become a remote online notary, highlighting the requirements, processes, and best practices.
Understanding Remote Online Notarization (RON)
Remote Online Notarization (RON) allows notaries to perform notarizations remotely using digital tools. Unlike traditional notarization, RON utilizes audio-visual technology to complete the notarization process online, making it convenient for both notaries and clients.
Steps to Become a Remote Online Notary in Illinois
1. Meet the Basic Requirements
To become a remote online notary in Illinois, you must first meet the following basic requirements:
- Be at least 18 years old.
- Be a legal resident of Illinois or have a place of business in Illinois.
- Be able to read and write English.
- Have a clean criminal record.
2. Apply to Become a Traditional Notary
If you’re not already a traditional notary public in Illinois, you need to become one before you can become a remote online notary. Here’s how:
- Complete a notary public application form available from the Illinois Secretary of State’s office.
- Obtain a notary bond of $5,000, which can be purchased through a surety company or insurance provider.
- Submit your application along with the bond and a $10 fee to the Secretary of State.
- Take the official oath of office and receive your notary commission.
3. Complete RON Training and Certification
Illinois requires remote online notaries to complete specific training and certification. Follow these steps:
- Enroll in a state-required RON training course, which typically lasts three hours.
- Pass the Notary Exam with at least 85%. You are allowed three attempts to pass this 50-question exam.
- Receive a course completion certificate, which you’ll need for your application.
4. Increase Your Surety Bond
Notaries performing remote notarizations must have a surety bond of $30,000. This bond covers both traditional and remote notarizations, providing added financial security. If you already have a $5,000 bond for traditional notarial acts, you need an additional $25,000 bond.
5. Choose and Contract with a RON Platform
Select a RON platform that complies with Illinois state laws and regulations. The platform should provide secure audio-visual communication and e-signature capabilities. Some popular RON platforms include:
The Illinois Secretary of State maintains a list of approved technology providers, which you should consult when choosing your platform.
6. Register with the Illinois Secretary of State
After completing your RON training and choosing a platform, you must register as a remote online notary with the Illinois Secretary of State. Here’s how:
- Complete the RON application form from the Illinois Secretary of State’s website.
- Submit proof of your RON certification, a copy of your electronic signature, and the details of the RON platform you intend to use.
- Include a legible photocopy of your driver’s license or state ID card, your oath of office, and pay the required application fee.
7. Prepare Your RON Setup
Ensure you have a proper setup for conducting remote notarizations:
- A computer with a webcam and microphone.
- A stable and high-speed internet connection.
- An electronic seal, electronic journal, and digital certificate that conforms to X.509 standards and is compatible with your chosen RON platform.
Requirements to Be an Electronic Notary in Illinois
Before applying to perform electronic notarizations for remotely located signers, you must meet Illinois’ requirements:
- Be a traditional Notary Public or apply to become one simultaneously with your RON application.
- Be a U.S. citizen or lawful permanent resident.
- Reside in Illinois or be employed in Illinois while residing in a qualifying border state for at least 30 days.
- Provide your date of birth and be proficient in English.
- Have no felony convictions or previous Notary commission revocations or suspensions in the last 10 years.
Best Practices for Remote Online Notarization
To ensure successful remote notarizations, follow these best practices:
- Verify Identity: Use a reliable identity verification process to confirm the signer’s identity.
- Maintain Records: Keep accurate records of each notarization, including audio-visual recordings and electronic journals.
- Secure Transactions: Ensure all transactions are secure and confidential, protecting signers’ personal information.
- Stay Updated: Regularly update your knowledge of Illinois RON laws and regulations to remain compliant.
Legalization of Remote Online Notarization in Illinois
The legalization of Remote Online Notarization (RON) in Illinois is a recent development influenced by the global shift towards digital services and the impact of the COVID-19 pandemic. Here’s a brief overview of its legalization:
- COVID-19 Pandemic (2020): The pandemic increased the demand for remote services, including notarization. In March 2020, the Governor of Illinois issued an executive order temporarily allowing remote notarization to address public health concerns.
- Executive Order (2020): This order enabled notaries to perform remote notarizations using audio-visual technology, ensuring the continuity of notarial services during the pandemic.
- Formal Legislation (2021): Following the executive order, Illinois passed the Electronic Wills and Remote Notarization Act (SB 2664) in June 2021. This act formally established the legal framework for RON in Illinois.
- Implementation (2022): The act went into effect in January 2022, with the Illinois Secretary of State overseeing the implementation and regulation of RON practices.
- State-wide Adoption (2024): As of January 1, 2024, Illinois expanded the ability for notaries to perform electronic notarizations for remotely located signers, requiring new certifications and technologies.
These steps have made RON a legally accepted practice in Illinois, providing a secure and efficient method for performing notarizations remotely.
Frequently Asked Questions
1. How much does it cost to become a remote online notary in Illinois?
The cost includes the application fee for the traditional notary, RON training fees, and registration fees with the Illinois Secretary of State. Costs can vary depending on the training provider and RON platform.
2. How long does it take to become a remote online notary?
The timeline depends on how quickly you complete the training and certification. Generally, it can take a few weeks to a couple of months to become fully registered as a RON.
3. Can I perform notarizations for clients outside of Illinois?
No, you can only perform notarizations for clients who are physically located within Illinois at the time of the notarization.
4. Do I need a second surety bond for remote notarizations?
Yes, notaries need a $25,000 bond for remote notarizations in addition to the $5,000 bond for traditional notarizations. A single bond totaling $30,000 covers both types of notarizations.
5. Is an errors and omissions (E&O) insurance policy required?
While not required, an E&O insurance policy is strongly recommended to protect against unintentional mistakes during notarizations, which can help mitigate potential legal fees.
Conclusion
Becoming a remote online notary in Illinois is a rewarding way to expand your notary practice in the digital age. By following these steps and adhering to best practices, you can efficiently perform remote notarizations and provide valuable services to your clients.
For more information and to get started, visit the Illinois Secretary of State’s website.