Oregon Secretary of State

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Remote and Electronic Notarization FAQs

​​​​​​​​​​​​​​Remote Online Notarization​

Remote online notarization is t​he ability to perform notarial acts using audio/video technology for remotely located individuals under certain circumstances using vendors meeting specific requirements.​

​The maximum fee for remote notarizations is $25.​

​​Electronic notarization involves documents that are notarized and signed in person in electronic form. 

Remote notarization allows for the entire notarization process to be done using specific audio/video technology.


​Vendor requirements for Oregon remote notarization can be found at OAR 160-100-0800 and OAR 160-100-0850​.​

​​The great thing about performing a notarial act by remote notarization is that the notary must be in Oregon and the signer can be anywhere.​

​​​An electronic journal is required for remote notarizations. The electronic journal will include the signature of the individual. You may also keep a paper journal. The paper journal must list “remote notarization” in the signature portion of the journal.​ Using a paper journal for remote online notarization is not required, but is considered a best practice.

​​​​Visit our website for the laws and rules pertaining to remote notarization.​ The remote notarization changes to statute are part of HB 4212A​ and the process for notifying the Secretary of State as well as system requirements can be found in OAR chapter 160​.

​The Oregon Secretary of State offers a training video to clarify the remote notarization process.

To learn how to use remote notarization technology, each online notarization company will provide training for their respective systems.


​​Yes, remote notarizations performed by a notary in another state that is authorized to perform remote notarizations are valid in Oregon.​

​At this time, Oregon is unable to authenticate notarial acts performed by remote notarization. The document will need to be notarized traditionally before it can be authenticated.​

​GoToMeeting or Zoom will not meet technology requirements for remote online notarizations.​

​You will need to be able to scan or download documents, the remote online notary platform will have training to help you understand their process.​

​The signer’s identification will be verified by the remote online notary platform. Most commonly this will mean the signer shows identification that meets the requirements under ORS 194.240 and answers knowledge based questions.​

​​​Yes, contact the Secretary of State Corporation Division at 503-986-2200 or by email corporationdivision.sos@sos.oregon.gov​.

E​lectronic Notarization

​​​Electronic notarization is notari​zing an electronic document while it's in electronic format. 

​It varies depending on the sophistication and security of the chosen electronic notarization method. Strong security generally costs more than weak security.
​No. The maximum fee for any notarization is $10, plus a pre-negotiated travel fee if applicable.
​No. Electronic notarization is optional and at the discretion of the notary. Some industries and offices may insist on it, so you may find it a requirement of your job.
​The major difference is that you use electronic means to affix your notarial stamp and signature to an electronic document. No paper is involved unless the document is later printed. Physical presence of the signer, identification and journal entries are required for both paper and electronic notarization.
  1. ​Shop for a reputable vendor whose technology meets the National Electronic Notarization Standards.
  2. Once you’ve chosen a vendor, contact the Secretary of State to get an Electronic Notarization Notice form, fill it out and send it in. It's free to file.
  3. Decide if you're going to have an electronic journal in addition to your paper journal.
  4. Perform electronic notarizations.
​Under OAR 160-100-0140, the notary may rely on a vendor’s declaration that the vendor’s technology meets the National Electronic Notarization Standards. Keep documentation of their declaration in case an issue arises.​
​Yes. All the standard rules apply, including physical presence. Some vendors will try to tell you it’s OK to notarize remotely, but it's illegal in Oregon for Oregon notaries public.
​The journaling requirements are the same for paper and electronic. The Secretary of State recommends you record all your notarizations. Although you may use an electronic journal (which some vendors make it easy to do), you don't have to use one even if you notarize electronically.​
​The signer signs the same way they sign the document. For instance, if the signature is handwritten on the document – paper or electronic – then the signature in the journal must be handwritten even if using a digital pad. If the signer uses a digital signature on the electronic document, then a digital signature should be made in the electronic journal. The underlying principle is to compare the signature on the journal with the one in the document (and the one on the ID).
​The notarial certificate is the same for paper and electronic. However, it’s not unusual for electronic notarization technology to include additional information to make verification easier and the electronic nature of the original document more evident.
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Resources​

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Understand the process of Remote Online Notarization

Understand the process of Electronic Notarization​