Zoom: Use Zoom for Remote Online Notary

Remote Online Notary (RON) requires additional steps to be valid for MN statutes. There are also MN Statutes that must be followed. Commercial RON vendors charge fees for processing third party identity verification; typically $25/transaction. Currently, the University of Minnesota does not license RON software, but this article outlines a process that has been followed within the MCRB Cancer Center. 

Using Zoom for Remote Online Notary

Complete the following steps when using Zoom to notarize documents remotely. 

Note: For clarity, it is strongly recommended that the Notary Public and the Signer verbally confirm every step of the process so that the action is clear on the recording. For example, 

  • "Would you please confirm that this is the document you emailed to be notarized?"
  • "I am holding up my state-issued driver's license to confirm my identity"
  • "I am emailing my signed documents to the notary public."

Signing a Document in Zoom

  1. Notary Public: Start Zoom meeting.
    1. Select Record​​. 
      • Note:​​​ Recording must occur continuously for the entire transaction. Make sure your recording starts by looking in the upper-left of your meeting window:
  2. Signer: Join the meeting using the Zoom app on their mobile phone (required)
  3. Signer: Hold up your ID for verification
  4. Signer: State your full name, beginning with "My name is ________."
  5. Pursuant to Minnesota Statutes 359.085 Subd.6, a notarial officer has satisfactory evidence that a person is the person whose true signature is on a document if that person (i) is personally known to the notarial officer, (ii) is identified upon the oath or affirmation of a credible witness personally known to the notarial officer, or (iii) is identified on the basis of identification documents.
    • ID verification is possible through University of Minnesota connections, M Health connections, or through trusted known colleague referrals to satisfy University departmental needs.
    • "On the basis of identification documents" can mean having the signer answer five background questions. Questions are pulled from documents such as their fellowship application (e.g., Where did you get your medical degree?).
  6. Signer: Make sure your phone camera aims at the document and captures your signature as you sign.
  7. Signer: Scan and email the signed document to the Notary Public.

Notarizing a Document in Zoom

  1. Notary Public: Once you receive the Signer's email, select Share Screen.  
    1. Select the screen with your email and click Share.
  2. Notary Public: Open the Signer's email.
  3. Notary Public: Using Adobe Reader, complete the notarial acknowledgement and apply stamp and signature to document.
    1. Click Save.
  4. Notary Public: Email the notarized document to signer.

Finalizing Document Notarization

  1. Signer: Print the notarized documents sent in your email.
  2. Signer: Confirm receipt and hold signed and notarized document up to your camera.
  3. Notary Public: Press Stop on the recording.
    • You receive a Zoom notification: The recorded file will be converted to mp4 when the meeting ends. 
  4. Notary Public: End the Zoom meeting.
  5. Notary Public: Save a PDF of the notarized document.
  6. Notary Public: Enter transaction information (including fee amount, if applicable) in the Notary Journal.

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