Making the Right Choice: A Comprehensive Guide to Choosing an Online Notary Technology Provider

If You Aspire to be an Online Notary, You Will Need to Partner with a RON Technology Provider

As the world advances deeper into the digital age, traditional services are swiftly adapting to meet changing expectations. Notary services, a cornerstone of legal and business transactions, are no exception. The emergence of Remote Online Notarization (RON) has made it possible for notaries to perform their services remotely, and the key enablers of this transformation are online notary technology providers.

The choice of such a provider is particularly crucial in Florida, where individuals applying to become certified online notaries are required to select and list their RON technology provider on the application form. This prerequisite underscores the importance of making an informed decision on your technology provider right from the onset. This comprehensive guide is designed to highlight critical factors to consider when choosing an online notary technology provider, laying the foundation for a seamless transition into the digital notary sphere.

Compliance - Legal and MISMO

Adherence to all legal requirements and regulations governing notary services in your jurisdiction is a must. Compliance with the Mortgage Industry Standards Maintenance Organization (MISMO) standards is equally crucial. MISMO provides a data exchange framework for the residential mortgage industry. Ensuring your provider is MISMO compliant signifies that they follow industry best practices, which contributes to overall trust and reliability.

The Florida Department of State maintains a listing of all remote online notary technology providers that have been approved for use by Florida online notaries.

Robust Security

Given the sensitive nature of documents in notary services, robust security measures are non-negotiable. Ensure your provider employs top-tier encryption, two-factor authentication, and stringent data handling and privacy policies.

Technological Capabilities

Evaluate the provider’s technological capabilities. Key features include support for real-time video conferencing, an intuitive interface, and secure document management capabilities. 

User Experience

The platform should require minimal training for both your team and clients. Key elements for a positive user experience include an uncomplicated sign-up process, easy navigation, and prompt customer support.  The service provider should offer personalized training in use of the platform.


The chosen platform should be capable of meeting your growing needs. Look for platforms that handle increasing volumes of notarizations and are committed to continuous updates and improvements.

Reviews and Reputation

Consider the provider’s reputation within the industry. Online reviews can offer valuable insights into other users’ experiences, highlighting the provider’s strengths and weaknesses.

Multi-participant Support

Your chosen platform should support multiple signers, witnesses, and observers simultaneously. This feature closely mimics the dynamics of an in-person notarization process.

Flexible Editing

This is where most platforms fall short.  The ability to modify signers or documents during the notarization process, without needing a complete session redo, is a key feature.

Real-time Document Addition and Editing

A competent platform should allow for on-the-fly addition and modification of documents during a live video session.

Competitive and Transparent Pricing

Finally, the provider should offer competitive and transparent pricing. Ideally, a platform should charge a flat rate per notary per month, avoiding extra charges for additional documents or notary stamps.

Customer Support

In addition to the previously mentioned factors, one crucial aspect that deserves special attention is the importance of fast and reliable customer support with real people. Notarization processes, especially in the digital realm, can encounter unexpected challenges. When you find yourself deep into a notarization, facing a technical issue or needing immediate assistance, having responsive customer support becomes paramount.

A technology provider with a dedicated support team that can promptly address your concerns and provide real-time assistance can make all the difference. Look for a provider that offers multiple channels of communication, such as phone, email, or live chat, to ensure you can easily reach out for help when needed. The availability of knowledgeable support professionals who can guide you through any hurdles ensures a smoother notarization experience and minimizes potential disruptions.

Remember, the ability to quickly resolve issues with reliable customer support can save valuable time and help maintain the integrity of the notarization process. Prioritize providers that prioritize your needs and provide a reliable support system to assist you whenever challenges arise.

In Conclusion

It’s important to note that the market is flooded with a myriad of options, some of which may not meet your needs or standards. As such, insist on a free trial before making a commitment. This allows you to assess the platform’s capabilities firsthand without any financial obligation. Be wary of services that require upfront payment to demo their technology. Remember, a reliable provider will be confident in their product’s ability to meet your needs and will not hesitate to offer a free trial.

Choosing an online notary technology provider is a significant decision that can greatly influence the success of your notary service. By carefully considering these factors, you can make an informed choice that ensures your service is efficient, user-friendly, secure, flexible, and cost-effective. This puts your notary service on a solid path towards growth and success in the digital era.

Which online notary technology provider is the best?  Florida Document Specialists stands as Florida’s pioneering online notary service, having weathered the trials and tribulations of the entire Covid pandemic. Throughout the years, we have worked with multiple online notary service providers, seeking the one that truly outshines the rest. Today, we proudly employ a provider that we consider superior to all others in terms of performance and reliability. If you are intrigued and wish to delve into our extensive experiences, please do not hesitate to reach out to us. We will gladly share our insights and knowledge with you.

If you need a domestic or international online notarization for your important documents, you can order our services from our website.