Staying Compliant: Florida Notary Education Shifts and Updated Journal Rules
If you live or work in Orlando—from Lake Nona to Winter Park—or you rely on notarizations for real estate, estates, or business filings, Chapter 117’s training and recordkeeping rules directly affect you. Under the current 2026 regulations, Florida distinguishes between traditional (in-person) notary duties and Remote Online Notarization (RON) duties, with specific education and retention requirements you should know before signing or commissioning a document.
Key Takeaways
First-time Florida notary applicants must complete a 3-hour approved education course within one year before applying (covers electronic notarization).
To register as a Florida online (RON) notary, an additional 2-hour course on RON duties and technology is required.
For RON acts, a secure electronic journal and audio‑video recording are mandatory; both must be retained for at least 10 years.
Florida does not universally require paper journals for traditional in-person notarizations, but keeping one is a strong risk-management practice.
Local note: Orange County Courthouse Self Help Center (425 N. Orange Ave.) offers notary service Mon–Fri 7:30 a.m.–4:00 p.m.; sign in by 3:00 p.m. for filings.
What Orlando residents need
Traditional (in-person) notarizations
Who it affects: notaries doing standard, face-to-face notarizations.
Training: If you're a first-time notary applicant (a new commission), Florida requires at least a 3-hour interactive or classroom course within one year before applying. That course covers notary duties and includes electronic notarization topics.
Recordkeeping: Florida law does not universally require a paper journal for every traditional notarization. In plain terms: a physical journal is optional under Chapter 117, but many experienced notaries keep one to reduce risk if a signature is later contested.
Local tip: if you prefer an in-person public option, the Orange County Clerk’s Self Help Center at the Orange County Courthouse (425 N. Orange Ave., Suite 340) offers notary service Monday–Friday, 7:30 a.m.–4:00 p.m.; sign in by 3:00 p.m. to allow time for notarization and filing.
Part II — Remote Online Notarization (RON) (what's different)
Who it affects: commissioned Florida notaries who want to perform notarizations over audio-video (online notarizations).
Extra training: to register as an online notary you must complete a 2-hour course that explains duties, obligations, and technology requirements for RON. The course can be in-person or online and must be approved under the statute’s list of providers.
Required electronic recordkeeping:
A secure electronic journal is mandatory for online notarizations. Each RON entry must include specific data elements required by statute.
An audio‑video recording of the online notarization session is also mandatory.
Retention: both the electronic journal and recordings must be kept for at least 10 years after the notarial act.
Special case — electronic wills: RON sessions involving an electronic will have additional custodial handling rules and may require a qualified custodian under probate provisions.
Training & Approved Providers — fast checklist for notary applicants
First-time commission applicants: complete the 3‑hour notary education program (approved by the Department of State / Executive Office of the Governor).
Want to offer RON? Complete the 2‑hour RON training from an approved provider (examples include FL Land Title Association, RPPTL Section of The Florida Bar, Florida Legal Education Association, DOS, or a DOS-approved vendor).
Keep proof of course completion in your records — it may be requested during a Department of State review.
Practical recordkeeping recommendations for Orlando notaries
If you perform RON: follow the statute exactly — maintain a secure electronic journal and keep the audio-video recordings for at least 10 years. Treat those files as sensitive records and ensure secure backups.
If you perform in-person notarizations: even though a paper journal is optional, consider keeping one. It helps resolve disputes, supports lending/title workflows in Lake Nona or Winter Park closings, and demonstrates best practices if investigated.
Create a retention plan: for RON records, plan for secure storage (encrypted cloud or approved vendor) and a documented deletion/archival schedule at 10+ years.
How this affects Orlando businesses and residents
Real estate closings: title companies and signers in neighborhoods from Lake Nona to Winter Park will increasingly rely on RON. Make sure your notary or signing agent completed the 2‑hour RON course and maintains required recordings.
Estate and probate filings: electronic wills notarized online have extra custody steps. If you’re an executor or trustee in Orange County, ask whether the online notary followed the electronic will carve-out rules.
Filings at the Orange County Courthouse: plan your timing — the Clerk’s Self Help Center suggests signing in by 3:00 p.m. to allow review and filing the same day.
Quick compliance checklist for Orlando notaries
New commission? Register for and finish the 3-hour approved course within one year before applying.
Planning to offer RON? Complete the 2-hour RON course from an approved provider and register as an online notary with the Department of State.
If doing RON: implement secure electronic journaling and audio-video recording with a 10-year retention policy.
Keep course certificates, journal policies, and RON system contracts handy in case of a Department of State inquiry.
Clarifying legal terms
"Commission" — your official appointment as a Florida notary.
"RON" — Remote Online Notarization: notarizing over a secure audio-video connection instead of in person.
"Electronic journal" — a digital log of RON acts that the statute requires you to keep.
"Retention" — how long you must keep records (statute: at least 10 years for RON records under current 2026 regulations).
Staying up to date with Chapter 117 keeps your transactions moving and your commission safe. Under current 2026 regulations: complete the 3-hour course if you're a first-time notary, take the 2-hour RON course to register as an online notary, and—if you perform RON—keep secure electronic journals and audio-video recordings for at least 10 years. For Orlando clients: whether you need an in-person signing near the Orange County Courthouse or a secure RON session serving Lake Nona or Winter Park, don't risk commission violations or rejected filings. Contact us today for Orlando Mobile or Remote Online Notary services — we guarantee 100% statutory compliance every time.
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