Online notarization removes travel, printing, and scheduling headaches. However, it also removes the simplest security control: standing in front of a notary in person. That’s why knowledge-based authentication is widely used as a core identity step in remote online notarization.
When you notarize remotely, the notary must still confirm you are the right person. Therefore, states and industry standards rely on layered identity proofing. One of the most common layers is a short quiz based on real-world data.
This article explains what KBA is, why it exists, and how it fits into compliant remote notarization. You’ll also learn how an Online Document Service can stay secure without adding friction.
Why is knowledge-based authentication required for online notarization
Remote notarization is now mainstream across the U.S. The National Association of Secretaries of State reports that 47 states and the District of Columbia have a law allowing remote e-notarization. (NASS) Therefore, identity checks must work at scale, across many jurisdictions.
In a traditional notarization, the notary can inspect your ID and observe your behavior up close. Online, the notary still verifies identity, but the environment is different. As a result, state rules often require stronger “proofing” before the session starts.
Knowledge-based authentication helps fill that gap. It adds a second layer beyond “show your ID to the camera.” In addition, it can deter impostors who stole a document or a photo of your license.
You can think of KBA as a credibility test. It asks questions pulled from public or proprietary data sources. The goal is simple: confirm the signer knows facts that are hard for a stranger to guess.
Many states don’t rely on KBA alone. Instead, they combine KBA with credential analysis and video-based identity review. For example, Texas outlines identity proofing and credential analysis expectations for remote notarization workflows. (Texas Secretary of State) That layered approach is the real reason KBA matters.
What is knowledge-based authentication in online notarization?
If you’ve ever been asked, “Which address were you associated with?” you’ve seen KBA in action. So, what is knowledge-based authentication in the notarization context?
It is typically a dynamic quiz created from external data sources. You answer multiple-choice questions within a short time window. Therefore, the system can confirm you match the identity record it’s checking.
KBA questions often relate to information like:
- Prior addresses or counties of residence
- Vehicle or property details tied to your name
- Past phone number associations
- “Out-of-wallet” items you did not just present on your ID
Importantly, good KBA is “dynamic.” That means the questions are generated from data you did not supply during onboarding. This concept appears in notarization standards that define dynamic knowledge-based authentication as questions formulated from data sources where the signer has not provided prior answers. (NASS)
This is also why KBA supports trust in an Online Document Service. It helps prove that a remote signer is not simply holding a stolen credential.
Why KBA exists: the fraud problems of online notarization must be solved
Remote notarization is convenient, but it is also attractive to fraudsters. However, the risks are predictable, which makes them manageable with the right controls.
The most common threats include:
- Stolen IDs used to impersonate the signer
- Social engineering that pressures a vulnerable signer
- Tampered documents were swapped after signing
- Deepfake video attempts are designed to fool visual checks
KBA targets the first category directly. It makes “ID theft plus a webcam” less compelling. Therefore, it reduces the chance that a random criminal can pass as you.
KBA also complements credential analysis. Credential analysis examines the authenticity of a government-issued ID. Texas describes credential analysis outputs and the notary’s ability to compare the credential to the principal on video. (Texas Secretary of State) When you combine both steps, you significantly raise the bar.
That combined model supports compliance, too. The National Notary Association notes that remote online notarization identity screening may include KBA, credential analysis, and other methods required by statute. (National Notary Association) In other words, KBA is often needed because lawmakers want more than one proof point.
Where knowledge-based authentication fits in a modern RON workflow
A smooth RON experience should feel simple. However, behind the scenes, it needs multiple safeguards. Therefore, most compliant platforms place KBA before the live session.
A typical sequence looks like this:
- You upload your document and enter basic signer details.
- You complete knowledge-based authentication as an identity proofing step.
- You complete credential analysis by capturing your ID.
- You meet a commissioned notary on secure two-way audio-video.
- You sign electronically, and the notary completes the notarial act.
- The platform stores required records and produces a tamper-evident output.
This structure matters for trust and speed. It screens out high-risk attempts early. In addition, it protects the notary’s time and reduces failed sessions.
If you run an Online Document Service, this flow also reduces operational risk. It limits manual review to cases that actually need it. Therefore, legitimate customers move faster while suspicious attempts get blocked.
Ready to notarize your document online? Connect with a certified notary now.
KBA’s limits: when it fails honest signers
KBA is effective, but it is not perfect. Some legitimate signers struggle because data sources can be incomplete or outdated. Therefore, platforms need fallback options that still meet state rules.
Common reasons honest users fail include:
- Limited public record footprint (new adults, recent immigrants)
- Recent moves that data sources haven’t updated
- Name changes are not fully reflected across databases
- Shared identities in families with similar names
- Credit file freezes or thin credit history
This is why KBA should be one layer, not the only layer. The NNA notes that identity screening can include multiple methods depending on state law. (National Notary Association) That flexibility is essential for access and fairness.
A strong Online Document Service should set expectations upfront. It should also offer clear next steps when KBA fails. Otherwise, users abandon the process and lose trust.
Better security without more friction: the “layered identity” approach
Online notarization works best when it balances user experience and defensibility. Therefore, the most reliable approach is layered identity proofing.
A practical layered model includes:
- Something you have: a government-issued ID validated by credential analysis
- Something you know: knowledge-based authentication questions
- Something you are: live video presence and visual comparison by the notary
- Something you do: behavioral signals, like consistent session patterns
Texas’s guidance emphasizes that third-party identity proofing outputs support the notary’s verification process. (Texas Secretary of State) That’s the concept: tools support the notary’s legal judgment.
This layered design also strengthens the audit trail. If a transaction is questioned later, you can show multiple checkpoints that were satisfied. In addition, that evidence can help a receiving party accept the notarization with confidence.
What RemoteNotary.com does differently for security and compliance
RemoteNotary.com is built for speed, without compromising trust. You can notarize 24/7 with licensed U.S. notaries. In addition, the platform is designed around legal compliance and encrypted data handling.
Because remote notarization is authorized broadly nationwide, RemoteNotary.com supports availability across 47 states where remote e-notarization is allowed by law. (NASS) That reach matters if you’re signing from a different time zone or traveling.
You can start with our online notary service for standard documents. If your notarization supports long-term planning, our estate planning notarization guidance can help you stay organized.
For businesses, RemoteNotary.com also complements an Online Document Service workflow. It reduces printing, rescans, and shipping while maintaining strong identity proofing. Therefore, you can scale document execution without scaling risk.
How to pass knowledge-based authentication on the first try
Most KBA failures are preventable. However, people often rush because the questions feel unfamiliar. Therefore, treat KBA like a security step, not a trivia game.
Use these practical tips:
- Use your full legal name exactly as it appears on your ID.
- Avoid autofill errors in address and date fields.
- Take the quiz in a quiet place with a stable internet connection.
- Read every option thoroughly before selecting.
- If you recently moved, be ready for older address choices.
Also, don’t guess wildly. Many systems limit the number of attempts, and repeated failures can lock the session. If you’re unsure, slow down and choose the best match.
Finally, keep expectations realistic. KBA is designed to be “hard” for strangers. Therefore, it can feel awkward even when you are the actual signer.
The bottom line: KBA is about defensibility, not inconvenience
Online notarization must prove identity under higher-risk conditions. That is the real reason knowledge-based authentication exists. It helps block impersonation, supports compliance, and strengthens the record if a transaction is challenged.
At RemoteNotary.com, you get 24/7 access to licensed U.S. notaries with a security-first process. Additionally, encryption and compliance controls help protect sensitive data while maintaining a fast experience. Notarize your documents in minutes with RemoteNotary.com — fast, legal, and secure.
Frequently Ask Questions
What is knowledge-based authentication in remote online notarization?
It is an identity proofing quiz based on external data sources. You answer multiple-choice questions to confirm your identity. Therefore, it helps reduce the risk of impersonation.
Why is knowledge-based authentication required for many online notarizations?
Remote notarization removes the need for an in-person inspection, so lawmakers and standards rely on layered proofing. KBA adds a “something you know” factor. In addition, it works well alongside credential analysis.
Is knowledge-based authentication the same as a password or OTP?
No. You create the password, and OTPs are delivered to your device. Knowledge-based authentication uses “out-of-wallet” questions generated from data sources. Therefore, it is harder for a thief to fake.
What happens if I fail knowledge-based authentication?
Most platforms offer limited retries, then require an alternate compliant method. The exact options depend on your state’s rules. Therefore, contact support quickly if you fail twice.
Does KBA make online notarization legally valid?
KBA supports identity proofing, but a commissioned notary performs the notarization. Legal validity depends on your state’s RON law and proper procedures. In addition, the notary must complete the act correctly.
Can a business use KBA inside an Online Document Service workflow?
Yes, and it often improves fraud resistance for remote signings. However, you should align proofing steps with applicable state notarization rules. Therefore, choose providers that clearly document their compliance.