Let’s Begin…
Picture this: you are sitting at your desk ready to notarize a Power of Attorney document. The video session is live, your client is holding up their driver’s license, the identity verification has just passed, and they are about to sign. Then your internet drops. The video freezes. The audio cuts out. Your client is still on the other end, silently waiting.
If you are a New York State notary – or even just thinking about getting your electronic commission – you know that remote online notarization (RON) depends entirely on technology working smoothly. But here is the truth no one tells you when you first sign up: things will go wrong. The internet will wobble. Cameras will quit. Platforms will time out. The question is not whether you will experience a tech glitch, but how prepared you are when it happens.
In this post, we will walk through five concrete backup plans every NYS RON notary should have, plus some of the most common questions clients ask – especially when they are notarizing Power of Attorney documents for themselves or their elderly parents.
Why Tech Glitches Matter in NYS RON
New York State passed Executive Law Section 135-c to authorize remote online notarization, and since January 2023, all electronic notaries must follow specific rules under 19 NYCRR Part 182. A RON session in New York requires:
- Live two-way audio-video communication between the notary and the signer
- Credential analysis of the signer government-issued photo ID
- Identity verification through the same technology
- An audio-video recording of the entire session retained for at least 10 years
- An electronic journal entry documenting every act
When your internet drops mid-session, you are not just losing a conversation. You are potentially interrupting a recorded notarial act, which means you may have to restart the credential analysis, re-verify identity, and begin the recording all over again. That is wasted time for you, frustration for your client, and in some cases, it can cast doubt on the continuity of the notarial act itself.
Building backup plans is not about being paranoid. It is about being professional.
Common Questions Clients Ask About Power of Attorney Notarization
Before we get to the backup plans, let us talk about what is actually happening inside those RON sessions. A huge chunk of my remote notarial work involves Power of Attorney documents, and clients – whether they are signing for themselves or for an elderly parent – tend to ask the same questions over and over. Being able to answer these quickly and confidently makes your session run smoother and leaves less room for tech problems to spiral into client anxiety.
Here are the most frequent questions I hear:
What kind of Power of Attorney do I need?
Clients often do not realize there are different types. A Durable Power of Attorney stays in effect even if the principal becomes incapacitated, which is exactly what you want for an aging parent. A Healthcare Proxy is separate and only covers medical decisions. For most elderly parents, the ideal setup is a Durable POA for finances paired with a Healthcare Proxy for medical matters. I always make sure clients understand the difference before we even start the session.
How many witnesses does New York require?
Under the NY Statutory Short Form updated in 2021, a Power of Attorney must be signed by the principal, notarized, and witnessed by two independent witnesses. The notary can serve as one of those witnesses, so you only need one additional person. This catches a lot of people off guard, and I always mention it before the session begins so the client can have that extra person present.
What if my parent already has dementia or Alzheimer’s?
This is one of the best questions clients ask, and it is more common than you might think. A Power of Attorney requires the principal to be mentally competent at the moment of signing. If your parent has already lost capacity, then the POA cannot be created – you would need to pursue guardianship through the Surrogate’s Court instead. My recommendation is always to get a brief letter from the parent’s doctor confirming mental competence at the time of signing. It is a small step that prevents headaches down the road.
Does the Power of Attorney need to be recorded?
It depends on what the POA will be used for. If it involves real estate transactions, then yes, the county clerk will need a recorded copy. For most banking and financial purposes, the original notarized document is sufficient. Some banks even have their own internal forms, so I always advise clients to check with their bank before the notarization.
Can I notarize the Power of Attorney remotely, or does it have to be in person?
New York fully authorizes RON for Power of Attorney documents. The process is the same: live video, ID verification, credential analysis, and recording. The only requirement is that I, the notary, must be physically located in New York State during the session. The client can be anywhere.
What is the maximum fee you can charge?
New York caps RON notarial fees at $25 per notarial act. That includes all costs, so I cannot pass on platform fees or third-party vendor costs to the client. For a certificate of authenticity when papering out a document, an additional $2 is allowed.
Being able to answer these questions early in the session builds trust and keeps things moving smoothly. When clients feel confident, they are less likely to panic if a minor tech hiccup occurs.
Backup Plan 1: Have a Redundant Internet Connection
Your primary internet connection is the backbone of your RON practice. Whether you are on cable, fiber, or DSL, outages do happen. The simplest and most effective backup is a second connection type.
Set up a cellular hotspot using your smartphone or a dedicated 4G/5G hotspot device. Even a basic prepaid phone plan with unlimited data will give you a fallback. When your home Wi-Fi drops, you can switch your computer to the hotspot in under a minute. I keep my phone plugged in next to my notary station specifically for this purpose.
If your home internet tends to be unreliable at certain times of day, consider upgrading to a wired ethernet connection for your primary setup. Wi-Fi is convenient, but a direct ethernet cable to your router gives you a more stable and faster connection. Combine wired ethernet for daily sessions with a cellular hotspot as your emergency backup, and you have covered virtually every internet scenario.
Some notaries also keep a second internet plan through a different provider. For example, if your home internet is from Spectrum, get a cellular plan from Verizon or T-Mobile. The redundancy costs maybe twenty or thirty dollars a month, but it has saved more than one client appointment.
Backup Plan 2: Keep Spare Hardware Within Reach
Hardware failures are frustrating, but they are not dramatic. Your webcam works fine for six months and then suddenly decides to stop transmitting. Your microphone picks up static one day with no warning. Your screen goes blank in the middle of credential analysis.
Every RON notary should have a hardware backup kit. This does not need to be expensive, but it should include:
- A spare webcam (or know that your laptop has a built-in camera you can plug in as a backup)
- A USB microphone or a headset with a built-in mic
- An extra USB cable and HDMI cable
- A backup computer or tablet that you have already configured with your RON platform
- A good lighting setup (a simple desk lamp works fine – poor lighting causes clients to squint and creates unprofessional recordings)
- A backup power strip in case your primary one fails
The key word here is pre-configured. Do not wait until the middle of a session to figure out whether your tablet can run the notary platform or whether the app works on your phone. Test every piece of backup hardware before you ever need it. Schedule a monthly hardware check where you plug in your spare webcam, test your backup mic, and confirm your tablet logs into the platform without issues.
I also recommend keeping all backup cables and devices in one dedicated drawer or bag near your notary station. When the internet drops, you do not have time to search for a USB cable across your house.
Backup Plan 3: Know a Second RON Platform
New York State requires electronic notaries to use qualified third-party vendors that provide identity verification and credential analysis meeting at least the Identity Assurance Level 2 standard from NIST. Most of us settle on one platform and stick with it – and that is fine for everyday use. But what happens when that platform goes down?
Choose a second RON platform as your backup. Several platforms serve New York State notaries, including Notary Edge, SureOne, and the Doc Writer platform. Sign up for accounts on at least two platforms and complete their onboarding requirements. This means uploading your commission, submitting exemplars for Department of State approval, and testing the video session workflow.
When your primary platform experiences an outage, you can switch to your backup platform and continue sessions with minimal interruption. Make sure your electronic journal setup works on both platforms and that you know how to record and store the audio-video on each one.
I also keep a written list of platform support phone numbers and email addresses at my desk. Do not rely on memory for this. When you are troubleshooting under pressure, having that information in front of you saves precious minutes.
Backup Plan 4: Set Up a Power Backup System
Power outages are less common than internet issues, but they still happen in New York – especially during storms, which tend to take down both electricity and internet at the same time. If your power goes out mid-session, your computer, router, and modem all shut down simultaneously.
The most affordable solution is an uninterruptible power supply (UPS). This is a battery backup device that sits between your wall outlet and your computer setup. When power cuts out, the UPS kicks in instantly and gives you anywhere from fifteen minutes to two hours of backup power, depending on the model and what is plugged in. That is more than enough time to finish a notarial act and wrap up the recording cleanly.
For home-based notaries, a mid-range UPS costs between eighty and two hundred dollars and protects not just your computer but your router and modem as well. Plug all three devices into the UPS, and you maintain both electricity and internet during short outages.
For longer outages, many notaries simply move sessions to a different location – a local library, a co-working space, or even a coffee shop with reliable power. The only requirement is that you remain physically in New York State. I always tell my clients beforehand that I have a mobile backup location just in case.
Backup Plan 5: Practice a Clear Session Resumption Protocol
Sometimes the glitch happens while the client is on the other end. You lose connection partway through the session, and your client is left staring at a frozen screen. Without a clear plan for how to resume, you risk starting the notarial act over from scratch, which means a new recording and a fresh journal entry.
Here is the protocol I use and recommend to every fellow NYS notary:
Before the session starts, tell your client: If we lose connection, please wait thirty seconds, then try to rejoin using the same link. If that does not work, I will call you at the phone number you provided.
Write this into your scheduling confirmation email or message. Make it standard practice so clients know what to expect.
When a connection drops, follow these steps:
Step one: Check your own internet first. Switch to your backup connection if needed.
Step two: If the session was interrupted before the signer completed their signature, restart the credential analysis and begin a new recording. Note the interruption in your journal entry.
Step three: If the signer already signed but the recording cut off before you completed your notarization, check your platform for a saved or cached recording. Most RON platforms auto-save at regular intervals.
Step four: If no recording exists for the full session, treat the act as incomplete and restart. Yes, this is annoying, but a clean recording is worth more than a rushed session.
Step five: Log the interruption and resumption details in your electronic journal. Include timestamps, the platform used, and a brief note about what happened.
Having a script for these moments makes you look professional even when things go wrong, and it reassures your clients that you are in control.
Document Everything in Your Electronic Journal
One of the most important parts of being an NYS electronic notary is keeping accurate records. Under 19 NYCRR Section 182.9, all notaries – both traditional and electronic – must maintain a log, journal, or ledger that includes the date, time, verification process, and type of notarial act performed. For electronic notaries, you must also record the identity of the third-party platform provider used for each session.
When a tech glitch interrupts your session, add a note to the journal entry. Write down which connection failed, what backup you used, and whether you had to restart the credential analysis. This creates a clear audit trail and protects you if the notarial act is ever questioned later. New York does not specify a required format for the journal – it can be paper or electronic – but keeping it digital makes searching and cross-referencing much easier, especially when you are managing multiple RON sessions per day.
Think of your journal as your first line of defense. A detailed journal entry costs nothing but takes three seconds to write, and it can save you from having to prove your compliance if the Department of State ever requests records.
Putting Your Backup Plans Into Practice
The goal is not to stress yourself out about every possible failure. It is to build a routine where you check your systems before each session and have clear next steps if something goes wrong.
Here is a quick pre-session checklist that I use every single time:
Check the internet connection speed and stability (aim for at least 5 Mbps download and 3 Mbps upload for smooth video) Confirm the webcam and microphone are working by doing a quick test recording Open the RON platform and verify your commission is active and current Have your backup hotspot phone charged and ready (keep it plugged into a dedicated charger at your desk) Keep the backup platform login information visible on a sticky note or printed card Ensure the UPS battery is charged and the indicator light is green Review the client document and note the type of notarial act needed (acknowledgment, jurat, or certificate of acknowledgment) Confirm the client knows the resumption protocol Make sure your work area is well-lit and free of distractions Close unnecessary browser tabs and applications that might slow down your computer
Run through this checklist in under two minutes, and you will feel confident heading into every session. Most glitches never happen if your systems are healthy, and when they do, you will already know exactly what to do.
Final Thoughts
Remote online notarization is here to stay in New York State, and the growth trend shows no signs of slowing. The American Land Title Association reported that a majority of RON providers expected increased usage even as recently as 2022, and we have seen that acceleration continue through 2025 and into 2026. The SECURE Notarization Act has also been moving through Congress, which would expand remote notarization capabilities nationwide and make cross-state RON transactions seamless.
As NYS notaries, our job is to deliver reliable, compliant, and professional notarial acts. Technology is the tool that makes it possible, but it is also the variable we need to manage most carefully. By investing a little time upfront into backup internet, backup hardware, a second platform, power protection, and a resumption protocol, you protect yourself, your clients, and your professional reputation.
The total cost of setting up these backup systems is modest. A cellular hotspot plan runs about $20 to $30 per month. A spare webcam costs under $40. A mid-range UPS is around $100 to $150. Two RON platform memberships might add another $20 to $40 per month. All told, you are looking at maybe $200 to $300 in initial setup costs and $40 to $70 per month in ongoing expenses. Compare that to the $25 fee you charge per RON notarial act, and the math is clear: being prepared is an investment that pays for itself many times over.
Tech glitches will happen. What matters is that you are ready when they do. Your clients will never know how close it was – they will only see a professional notary who handled everything smoothly. And that is exactly the reputation that builds a thriving RON practice in New York State.
Disclaimer: This blog post is written from the perspective of a practicing New York State Remote Online Notary Public based on current regulations as of 2026 and is intended for informational purposes. It does not constitute legal advice. Always refer to the latest New York State Department of State guidelines and applicable statutes for official requirements.