Remote Notarization (RON) is when a signer personally appears before the notary at the time of the notarization using audio-visual communication technology over the internet instead of being physically present in the same room. The entire notarial act is done online electronically without the use of paper or pen via a live secure audio/video webcam session. The notary has a RON commission assigned by the Arizona Secretary of State and uses approved technology. Our two main platforms for completing a RON are: Secured Signing and Signix.

Yes,  you may use our AZ Roving Notary Agency contracted remote online notaries from anywhere outside the state of Arizona including anywhere in the world.  State Regulation:  Notary must be physically located in Arizona.

See AZ State Senate Bill 1030 for exact requirements for an Arizona notary to perform the notarization ceremony online with an individual located remotely outside the United States.**

** Although in Arizona we can only notarize for signers with the proper US ID, we can notarize with a credible witness if the signer does not have the proper ID.  In addition, we have independently contracted notaries that are located in Montana and Florida that are able to complete ID Verification with most foreign ID's.

A Notary is not an attorney and therefore cannot give you advise or explain the meaning of documents, laws, regulations, etc. You will need to contact an attorney for additional help in this matter.

• Also known as Knowledge Based Authentication (KBA)
• Process by which a person is identified
• KBA asks the person questions only they should know
• Required by law if the person is not known to the notary
• Person must have a social security number and data with ID Verification Providers
• AZ Roving Notary, Signix, Secured Signing, Pavaso, Notary Cam are not KBA providers - we use a third party designated by the AZ Secretary of State's office.  (Third parties can include but are not limited to: Lexis/Nexis and Idology.)
• Private information is not stored either by AZRN or the platform provider. Our notaries never see your private data unless it is on the document itself.

*****If we are using Secured Signing to complete the notarization:
         Watch this video to learn about the ID Verification process:  CLICK HERE

*****If we are using Signix to complete the notarization: 
         Watch this video to learn about the ID verification here:  CLICK HERE

WATCH THE VIDEO

NOTE:  THIS VIDEO DEMONSTRATES THE ID VERIFICATION PROCESS FOR THE SECURED SIGNING PLATFORM - MOST PLATFORMS FOLLOW THESE PROCEDURES. 

Arizona requires a knowledge based authentication (KBA) of your identify performed by an approved third party vendor for each participant. Participants will be required to give the KBA vendor private data which will generate the 5 questions for authentication from a database such as Lexus/Nexus.

The notary only sees that participants have passed or failed the identification verification and does not see the data you input or the responses to the questions.

Participants have up to 2 attempts in 24 hours to pass the verification process. If any participant fails the verification, the notary process cannot continue and the remote process comes to an end. If can be started again 24 hours after the second attempt.

What information will help a participant to pre-qualify for identification verification?
You need all of these items - or you will fail the process.

• A signer needs to be a U.S. Citizen
• A valid Social Security Number
• A valid US Driver's License and/or US Passport depending on the Vendor we are using
• At least 5 years of Work, Financial and/or Residential
• Must have a US mobile phone number*

*An actual mobile number from a mobile provider (Google Voice, Cable and VOIP numbers are not acceptable).

HINT:  Some of the questions can be from 10-20-30 years ago, so its a good idea to have previous addresses and zip codes available to refer to during the KBA test.

IMPORTANT: It is very important to understand that even if all of the above is true, it still does not absolutely guarantee a signer or participant will pass no matter how many times they try. 

The following is the law and not AZ Roving Notary  rules.

• Signer must have enough data history in a public database to create 5 unique questions. (i.e. Financial, Residential and/or employment)
• If 5 questions cannot be generate from the data, the person automatically fails the process and the RON process cannot continue. (see information on credible witness information)
• Person must answer 4 out of 5 questions correctly
• Person only has 2 minutes to answer the questions
• Person is only permitted 2 attempts to get the answers correct in 24 hours. 

What is Credential Analysis?

Required by the State of Arizona, Credential Analysis is a process by which the person's driver's license or state ID is Analyzed by an authorized third party.  

How does the credential analysis get done during a remote notarization?

This process happens outside of the notarization via an email link that the system sends to the person whose ID needs verification.
The person uploads an image of the ID front and back along with a picture of their face to the link provided.

What would cause credential analysis to fail?

• The signer uploads an ID that is not a valid unexpired US driver's license or state ID.
• The signer did not follow instructions properly
• Images are too dark
• Images are out of focus or crooked
• Images were wrong file type (PNG and JPG work best when you use your smart phone to take the picture)
• Images did not meet the minimum requirements.
• Smart phone was too old or browser not current.

WATCH THE VIDEO: CLICK HERE

NOTE: THIS IS THE PROCESS FOR CREDENTIAL ANALYSIS FROM THE SECURED SIGNING PLATFORM.  MOST OTHER PLATFORMS USE THE SAME PROCESS FOR CREDENTIAL ANALYSIS AND KNOWLEDGE BASED AUTHENTICATION.

If the notary's system fails, the session must begin again from scratch. There is no charge to you for this - although it could be inconvenient.

If the signer's system fails, the signer can log back in and pick up where the failure happened. The signer has 5 minutes to fix the issue and rejoin the session.

Here are the factors that might affect the RON session:

• Unstable connection from device to get minimum 300mbs 
• Not enough bandwidth
• Internet congestion
• Incompatible camera, microphone - improper setup or missing
• Firewalls either not configured properly or too restrictive
• Device has insufficient CPU 
• Device has insufficient and/or not enough memory
• Incompatible browser or operating system
• Signer or notary Internet provider connections drops packets
• Device may have apps that conflict with the web app
• Signer or Notary device or firewall may block Platform
• Inconsistent connections or dropped connections.  These may be unnoticeable, but do affect the sessions as a consistent connection is a requirement.
• Wi-Fi hotspot strength is insufficient – you may be near the edge of the WiFi network.
• Defective cable from your modem/router to your computer that can cause issues
• Wi-Fi network is overloaded – happens in crowded areas – on the street, stadiums, concerts, etc.
• Wireless interference with other Wi-Fi hotspots or devices nearby.
• Network adapter outdated drivers or modem/router outdated firmware

These are some of the problems that cause failure most often for the signer.

The AZ Roving Notary Agency and Notary can only provide a minimum amount of technical support.  If you need technical assistance, please ask a friend or relative to help you out.

What are your system requirements to participate in a Remote Notarization?

Basically, if you can use Zoom or other teleconferencing audio/visual platform on your device, you should be able to successfully implement a remote online notarization.

To participate successfully you will need one of the following devices:
     We recommend a desktop, laptop, tablet or ipad with the latest version of the operating system.

The latest version of Google Chrome is recommended as a browser so that we can share screens as well as provide limited technical support through the remote notarization process. Mac based system can work with Safari (Not guaranteed 100% compatibiity) but Chrome is recommended. Latest versions.

Your device will need a functional camera and microphone that is accessible by your browser.  If your browser can't access the camera/and/or the microphone, then your device will not work for the remote notarization.

Your internet connection must be consistent, reliable and fast enough (high speed) for the remote notarization to work properly.  A minimum of 100mbs is required but it is recommended to use a connection with a faster speed. We recommend no less than 300MB/sec.

Although our software will work on a smart phone, AZ Roving Notary will not participate if the client uses a smartphone as the main device for the signing.

We do not support IE or Edge at this time.

What size and type of files are supported for the Remote Notary system?

A good rule of thumb is the files should be no larger than 8MB.  If they are larger, let us know so we can choose the correct platform to accept the documents.

PDF files are recommended for the best results.

Several of our systems require the PDF to be Acrobat 10 or higher and may or may not have to be flattened.  

Your document cannot be locked or password protected.

Your document must have all blanks filled in except for dates, names of signers/witnesses, signatures of signers/witnesses or initials of signers/witnesses.

Several of our systems have the ability to use Form Filler or Smart Tags.  Let us know if you need this for your documents.

If you have a Word Document, let us know and we will use the platform that can accept this format.

Both Electronic (EON) and Remote (RON) notarizations are regulated by the state of Arizona.  The AZ Roving Notary Agency contracted independent notaries are paid the $10 fee per notarial act by the agency.   .  CLICK HERE FOR OUR FEE SCHEDULE

You will be invoiced by the agency for your Document Package which is a minimum of $75.00. This includes the notarial fee of $10/notarial act.  

However, this is only the fee for the notarial act.  There are other factors for pricing your Remote Online Notarization that include:

• Are there any witnesses?
• Will it take place during normal business hours?
• How many signers are involved?
• Do we need to split the session into two parts due to the size of the documents?
• Do you want to do the notarization on the same day you contact us?
• Is the signer located out of the country?

See our pricing page for more information:  CLICK HERE FOR PRICING

Your documents contain valuable and confidential information and it is imperative that you use our secure encrypted and password protected SYNC SERVER for uploading your documents.  Once we receive your payment, we will create a link for you to upload your documents directly (In a PDF file format).  At AZ Roving Notary, we use best practices to secure your data and prevent breaches but we cannot make guarantees for the third party vendors that we use. We digitally destroy your document after 72 hours and our platform vendor may or may not store the documents for 7, 10 or 90 days.

CONTACT US FOR THE LINK AND PASSWORD TO UPLOAD YOUR SECURE DOCUMENTS.

The two platforms that the AZ Roving Notary agency uses for Remote Online Notarizations use Public Key Infrastructure (PKI) technology for securing digitally signed documents. PKI provides two keys for encrypting and decrypting information, digitally signing the document and verifying the authenticity of the owner.  

At the AZ Roving Notary agency we strive to offer the most secure technology and as such meet the standards of the EU Directive 1999/93/#C for Digital Signatures known as Advanced Electronic Signature and only PKI digital signatures can meet the requirements for such signatures.

It's pretty complex technology so if you want a more detailed description contact us and we will put you in touch with the platform provider.

How secure is the online notarization process?
Security and privacy are major concerns, especially for sensitive documents. At AZ Roving Notary we choose notary platforms using advanced encryption, identity verification tools, and secure video conferencing to protect against fraud. We maintain a notary journal, detailed electronic audit trail and video recording of the session for additional safety. Much of the online process is dictated by state law.

At AZ Roving Notary our remote online platforms use digital signatures sometimes known as an electronic signature.  US Statutes and Regulations as well as Arizona Statutes allow for Electronic/Digital Signatures.

Note:  Electronic and digital signatures have different meanings.  The digital signature is more secure.  In this case we are using the terms interchangeably to describe a digital signature.

Our our RON and iPEN notarial solutions give you 3 and 4 choices to create your signature on your document at the time of signing depending on the platform.

1.  Type in your signature.  Using a creative script font, the platforms create your digital signature and place it on the document where you need to sign.  (Both Secured Signing and Pactima give you this choice).

2.  Use a mouse to "handwrite" your signature.  This can be a messy solution, but it is also considered a handwritten signature when called for by the document creator.  If you are located in Pennsylvania, you need to choose this option from Pactima.  If we are using the Secured Signing Platform, you have a choice of using the mouse or option #4 - transfer the signature to your smart phone.

3.  Upload an existing signature.  This option is available by both the Secure Signing and Pactima platforms.  At AZ Roving Notary we use this option, so that our notary signatures are consistent between platforms and on every document we notarize. We don't recommend it for clients.  

4.  Send the signature to the smart phone.  This is available for the Secured Signing platform.  If you are on a desktop and you prefer to sign with your finger or stylus on your smart phone - you can choose this option and a link will be sent to your smart phone.  Open the link on your smart phone and write in your signature.  When you approve and confirm the signature, it automatically sends the signature to the document on your desktop.  This is a great option for Pennsylvania documents that require online notarizations - but be sure to specify that your notarized document will be used in Pennsylvania.  Our notaries will also have to hand write the signatures for Pennsylvania.  

Do you need to do the signature one time only for all the documents in the transactions, or do you need to click on each signature individually? At AZ Roving Notary we want our signers to understand what they are signing and where they are signing it on the document, so this is not an option if you do remote online notarization with our Agency.  

Of course if you are on a smart phone doing the notarization these choices are irrelevant because you will always get the option to sign on the phone with your finger or stylus if you use one.

Another question we get asked often is can "I sign once and then click click click as the notary moves me through the different documents in the transactions."  Interestingly enough, we at AZ Roving Notary feel that if you save the first signature you do, and then use it for all signatures required during the transaction, your signature will be consistent throughout your documents.  As an example, if you choose a typed font for one signature, you might forget which font you used and choose a different font for a second signature in the document.  According to some of the recipients of notarized documents, although this is a legal signature, they want to see a consistent signature in order to accept the document. 

Note:  Electronic and digital signatures have different meanings.  The digital signature is more secure.  In this case we are using the terms interchangeably to describe a digital signature.

THE AZ ROVING NOTARY AGENCY
REMOTE ONLINE NOTARIZATION POLICIES, TERMS OF SERVICE,
AND CONDITIONS

(Version 2022.2)

You are contracting with and making payment to: PowerVision360 Productions, LLC d/b/a AZ Roving Notary for this transaction.  Included in your payment to our company is our payment to the notary their state regulated fee for each notarial act performed.   

By paying your invoice you agree that you have read and accepted all of the terms and conditions of this transaction included on this document. 

Note: Our employees, contractors and notaries are not attorneys and as such under Arizona law cannot provide you with legal advice. All questions pertaining to Notary law should be address to the Secretary of State Notary Division for the venue of the notarization or your legal advisor.

COMPANY CONTACT:

Suzanne Feinberg, General Manager
PowerVision360 Productions, LLC d/b/a AZ Roving Notary
Tel: (602) 770-7149
EMAIL CLICK HERE

DOCUMENT SUBMISSION POLICY:

• Final Document(s) must be submitted in the final file format no later than one (1) US Business day in advance of the session according to the technical and document requirements supplied to you at the time of payment.  If your signing is on a day following a weekend or federal holiday, your final document(s) must be submitted no later than 12:00pm Arizona time the previous business day.
  
  
• Required information for the signing - email address, telephone number, type of ID (US Passport, US state issued driver’s license, US state issued ID) must be submitted along with the final document(s). This includes all principal signers, witnesses, credible witnesses and guests (observers).

PAYMENT POLICY:

Pre-payment is required to schedule a session. Payment must be made at least one (1) US Business day in advance to avoid rush charges. If your payment is due on a day following a weekend or federal holiday, your payment must be submitted no later than 12:00pm Arizona time the previous business day. Payment for all services and other charges are in US dollars only.

1. Quotes:  Prices quotes are valid for 5 business days.  New quotes must be obtained after the quote has expired.
    
2. Electronic Invoice:  Sent via an email with a payment button.  Payment can be made with a credit card directly from the invoice.  No additional charge will be assessed for payment with a credit card.  Alternative payment is by Zelle or PayPal through special arrangements. All monies paid are in US dollars only.
   
   
3. Rush Charges: Same Day remote online notarizations require a 50% rush charge. Same day service depends on full payment of the invoice and the availability of a notary to both prepare the signing and complete an online session. No session will be scheduled with less than 4 hours notice.( Note: Apostilles and Authentications have their own terms and conditions including a rush charge policy.  See the Terms and Conditions for Apostilles and Authentications.)
   
   
4. Regular Business Hours:  Sessions must start during our regularly scheduled business hours of Monday through Friday, 8:30am - 5:00pm, excluding federal holidays.  All other start times are considered Premium Hours. Sessions during Premium hours are available for an additional charge assessed between $50-$100. Once payment is received, the final version of your document(s) can be uploaded and are and can no longer be revised without an additional pre-paid document update charge.
   
   
5. Payment on your invoice is final and is non-refundable except for the reasons noted in our Refund Policy.

RESCHEDULE POLICY: 

Sessions may be rescheduled for any reason.  Sessions may be rescheduled with any amount of notice.  Sessions may be rescheduled during the session. Rescheduling time and date is based upon notary availability.

Rescheduling Session: Assessed a fee between 0-50% of the invoice paid. Minimum reschedule fee is $25.00. 

If you reschedule, documents may require updating based on the date and time of the rescheduled session and you may be assessed a fee to accommodate the updates over and above the reschedule fee.

No reschedule fees or document update charges will be assessed should the session fail due to the following issues: 

• Failure of the notary’s computer; 
  
• Failure of the notary’s internet; 
  
• Failure of the RON platform.

No reschedule fees charged if the session needs to be rescheduled no earlier than 3 business days from the start of the session and no changes need to be made to the document(s) to accommodate the rescheduling.  If changes need to be made to the document(s) to accommodate the rescheduling an additional charge may be assessed.

A reschedule fee of 25% of the total invoice plus any document updating charges will be assessed should the session fail due to the following issues:

• Failure of any participant’s computer, internet, or other technical requirements of the session;
• Failure of any participant’s Knowledge Based Authentication Quiz after 2 attempts
• Failure of any participant’s Credential Analysis

A reschedule fee of 50% of the total invoice will be assessed if the session fails to start within 10 minutes of the session start time.

A reschedule fee of 50% will be charged if the session needs to be rescheduled with less than 3 business days.  Should changes need to be made to the documents to accommodate the rescheduling an additional charge may be assessed.

Our notaries strive to be accurate and follow all of the laws, statutes and regulations of the state where they are commissioned.  Should the notary make an error on the notarial certificate that you provided (or on the notarial certificate you requested from the notary), AZ Roving Notary will  reschedule a session to correct the error at no charge to you. Should the error be the fault of the signer — i.e. you requested an acknowledgement and really required a jurat — this will be considered a new transaction and will require a new invoice and a new session to be scheduled. 

If you do not reschedule within 15 days of your notification to reschedule, you will not receive a refund and if you reschedule you will be invoiced for a new transaction.

REFUND AND CANCELLATION POLICY:

All refunds take between 1-10 days based on the method used to pay the invoice. Depending on the length of time between payment and refund, we may have to issue a check rather than refund with the original payment method. 

1. We reserve the right to cancel any transaction for any reason at any time during the process.  Upon notification of our exercising our right to cancellation you will receive a full refund.
   
   
2. Failure to pass the Knowledge Based Authentication Quiz or the Credential Analysis process is not a valid reason for a refund under our refund policy and you will not receive a refund. You will always have the option to add a credible witness and reschedule the session for an additional fee.
   
   
3. It is the responsibility of the signer to determine in advance of booking a session that a remote online notarization will be accepted by a receiving agency. A refund will not be issued should your receiving agent refuse to accept the remote online notarized document(s).
   
   
4. Please note some email services put the invitations from the platform into your junk, spam or promotions folder. Refer to your email provider  for instructions for adding senders to your Safe or Approved List. The claim to have not received the email invitation is not a valid reason for a refund under our refund policy.  If you need us to resend emails or have other concerns or questions, please contact us by phone or email.
   
   
5. If you make payment on an invoice and do not schedule your session within 15 days, your order will be considered abandoned as a such not subject to any refunds. 

Cancelling without rescheduling within 15 business days will be considered abandoning the transaction and is not eligible for a refund in part or in full.

LIABILITY:

AZ Roving Notary is an agency responsible for contracting independent notaries who pass our very high standards of work and ethics to perform notarizations for our clients.  

All of our independent notaries are paid their respective state regulated notary fees from the proceeds of your contracted transaction with  the agency.

We guarantee that the notaries we contract have current commissions, meet state bond requirements, carry a minimal Errors and Omissions insurance policy, have annual background checks and are in good standing with the Notary Department for their respective states. 

AZ Roving Notary and its owners/members/managers are only liable for the amount of the transaction invoice and any additional charges that may have been incurred for the session.

AZ Roving Notary takes no responsibility for the work performed or errors committed by our independently contracted notaries. The maximum liability to AZ Roving Notary or any of its Owners/Members/Managers is the amount of the invoice and any additional assessed charges by AZRN for the transaction.

DISPUTES:

Since the notary is legally tied to the document, any disputes arising from documents that might be improperly notarized will be resolved between the client and the notary as follows:

The claim must be made in writing to the company contact person via email address provided in the company contact section.

The first course of action to help remedy the situation, will be for AZ Roving Notary to provide a signing session at no charge to the client if the notary is found to have improperly notarized a document(s). The signer may choose to have the original notary, or AZ Roving Notary will provide another notary to perform the signing ceremony.  

If the disputes cannot be resolved by fixing the notarization, a licensed, approved mediator will be hired and the dispute will be mediated within the venue of the notarization.  

     a.  If the dispute is found in favor or the notary, the client will pay all mediation charges for mediation services and expenses incurred by the notary and AZ Roving Notary (The Corporation, the Owners/Members and Managers) and any involved third party such as the platform provider.

     b.  If the dispute is found in favor of the client, the notary will pay all mediation charges for mediation services and expenses incurred by the the client and AZ Roving Notary (The Corporation, the Owners/Members and Managers) and any involved third party such as the platform provider.  

AZ Roving Notary is responsible for providing the services listed on the invoice and contracted by the client via payment of that invoice.  AZ Roving Notary is only liable for the amount of the invoice and proving to the client that the service was provided by AZ Roving Notary, the Remote Online Notary Platform, the Notary and any other 3rd Party companies involved in providing the service to the client.  

Watch this helpful video from Secured Signing to understand the difference between an electronic signature and a digital signature.  

Here at AZ Roving Notary we have vetted over 25 Remote Online (Virtual) Notarization platforms. Price to the company or individual notary was not a consideration - we wanted to choose the platforms that we felt were best suited for our client base.

In choosing a platform, it was important to have a primary platform and a backup platform.  In addition, it was important to have a platform that included anything and everything our client's might require now and in the future.  Support, sustainability and flexibility helped us to narrow our choices in this wide field of platforms available to notaries in Arizona and around the country.

Secured Signings® and Pactima® are the two official platforms that we use to execute signing and notarization of documents for our clients. Based on client technological expertise and document requirements we choose the one that best fits the transaction. 

Note:  The links for the above platforms are my referral link and I receive a small commission if you purchase the platform via my link. You will never be charged more by using the link and sometimes you might be charged less.  I use the small commissions I receive to create free content for my website.