Server's Corner

How Remote Notarization is Saving Your Court Deadlines

We are witnessing the death of the paper trail. In the world of courtrooms and deadlines, "time is of the essence" isn’t just a phrase—it’s a lifestyle. We’ve all been there: a critical filing is due by 5:00 PM, but the key witness is across the state, and the local notary just went on lunch break. Traditionally, this meant frantic couriers, overnight envelopes, and a lot of prayer.

At Roland Process Service and Investigations (RPS&I), we’ve seen the industry shift. The era of the "wet ink" signature is being replaced by the speed of Remote Online Notarization (RON) and Digital Affidavits. Here is what you need to know about this digital transformation and how it’s keeping legal teams on track in 2026.

What is Remote Online Notarization (RON)?

Unlike a "mobile notary" who drives to your office, a Remote Online Notary meets with the signer via a secure, recorded video session. In Colorado and over 40 other states, this is now a permanent, legally binding way to authenticate documents.

The process is simple but high-tech:

1. Identity Proofing: The signer undergoes "Knowledge-Based Authentication" (KBA)—those "Which of these addresses have you lived at?" questions—and a live scan of their government ID.
2. The Video Session: The notary and signer meet on a secure platform to review the document together.
3. Digital Signing: Both parties apply encrypted, tamper-evident digital signatures.
4. The Digital Seal: A unique digital notary seal is applied, and an audit trail is generated.

Why Digital Affidavits are a Game-Changer

When we serve papers at RPS&I, the final step is the Affidavit of Service. In the old days, our servers had to find a notary, get a physical stamp, and mail that paper to the attorney. Digital Affidavits change the math:

• Instant Turnaround: As soon as a serve is completed, the affidavit can be drafted, remotely notarized, and emailed to the firm within minutes.
• Tamper-Proof Security: Digital documents use "hash" technology. If a single pixel of the document is changed after it’s signed, the digital seal "breaks," alerting everyone to the alteration.
• Court-Ready: Most courts now prefer digital filings. A digital affidavit can be uploaded directly into the court's e-filing system without ever touching a scanner.

Beating the Clock: Impact on Deadlines

The biggest benefit of going paperless is velocity.

Feature	Traditional Paper	Digital/RON
Preparation	Printing, collating, physical travel.	Uploading templates in seconds.
Signing	Requires everyone in one room.	Signers can be anywhere in the world.
Filing	Dependent on mail or courier speeds.	Instant e-filing once notarized.
Verification	Visual check of a physical stamp.	Instant digital audit trail.

For law firms, this means you can finalize an affidavit at 4:30 PM and still make a 5:00 PM filing deadline—even if your process server is in the field and you’re at your desk.

The RPS&I Commitment to Tech

At Roland Process Service and Investigations, we stay ahead of the curve so you don't have to worry about the clock. By utilizing digital tools and remote capabilities, we ensure that "Proof of Service" isn't just a piece of paper—it's a secure, verified, and lightning-fast digital asset.

By Roland Process Service & Investigations Staff 1-1-2026