Do notaries keep copies of documents?
Asked by: Rod Hickle | Last update: June 16, 2025Score: 4.7/5 (41 votes)
Because the notarial register is for recording only the information required by law, most notary signing agents keep an additional, separate log of business information, including fees and expenses. Remember, notaries are not required to keep copies of their customers' identification or the documents they notarize.
Do notaries keep a copy of a document?
Some states, such as California and Massachusetts, require storing Notary journals in a secure location when not in use.
What is the most common mistake made by a notary?
One of the most common mistakes that notaries make is not printing or signing their name exactly as it appears on their notary commission.
Do notaries keep a log?
In states that do require a journal, the law varies from state to state. In California, Notaries are required to keep their journals for as long as they remain Notaries.
Are notarized documents public records?
Although the law has strict guidelines, Government Code 8206[c] permits notaries to disclose the information if a written request is presented. This request needs to include the person's name, type of transaction or document, and the time at which the notarization took place.
Should notaries keep copies of notarized documents
What happens if I don't turn in my notary journal?
Willful failure to deliver the notary journal and other notarial records to the county clerk within the appropriate time is a misdemeanor, and the notary public is personally liable for damages to any person injured by the non-delivery. (California Government Code section 8209(a).)
Does a notarized document ever expire?
In summary, notarized documents do not expire and remain valid indefinitely unless there are specific laws or regulations that require them to be updated or renewed. It is important to understand your local laws in order to ensure that all documents remain up-to-date and legally binding.
Why do notaries keep journals?
A well-maintained journal is invaluable if your notarizations are ever questioned. It serves as evidence that you followed proper procedures and complied with state laws, providing a defense against legal challenges.
Who maintains notary public records?
If state notary laws require notaries public to maintain a notary record book for the execution of every notarial act, each notary public is responsible for maintaining his or her own notary record book. The notary record book is the exclusive property of the notary public.
What makes a notary invalid?
Missing or Incorrect Notary Seal
States like California and Texas have specific requirements for the placement and design of the seal. Without a proper seal, legal and financial institutions may reject the document.
What are the downsides of being a notary?
- Steady income can be difficult.
- You could be sued for a lot of money.
- Upstart and upkeep costs can add up.
What is a notary liable for?
A notary public is liable for all damages caused by his or her errors, omissions, improper notarizations, or negligence in the performance of a notarial act even if such actions were made inadvertently.
What is the point of notarizing a document?
Notarization is the official fraud-deterrent process that assures the parties of a transaction that a document is authentic, and can be trusted. It is a three-part process, performed by a Notary Public, that includes of vetting, certifying and record-keeping.
Can you notarize the same document twice?
Yes, it is OK.
What is the difference between a notarized copy and a certified copy?
A notarized copy of a document and a certified true copy is the same. Although certified copies often refer to the copies of vital records and documents, such as birth certificates, which you can obtain only from the county clerk, the terms notarized and certified copies of documents are used interchangeably.
When can I destroy my notary journal?
In the absence of official state rules for the disposal of a journal, The Notary Public Code of Professional Responsibility recommends safeguarding and storing each journal for at least 10 years from the date of the last entry in the journal.
Does a notary have to keep a log?
States That Require Notary Publics To Keep a Record Book:
California. Colorado. Delaware. District of Columbia.
Who is allowed to view a notary journal?
California — Government Code 8206[d] states that the journal is the exclusive property of the Notary and prohibits a Notary from surrendering the journal to any person.
What happens if a notary makes a mistake?
What happens if a notary makes a mistake? The National Notary Association suggests that even the smallest mistake could have dire consequences. The notarized document could get rejected. A mistake that results in a rejection can result in late fees and penalties on the part of the client.
Is a photocopy of a notarized document valid?
A notarized copy must be made per the notarization laws of the state in which it is copied. In order to be considered a certified copy, the notarized copy must contain a notary seal verifying the original notarization is valid. In some situations, you have to get a copy of a notarized document or a notarized photocopy.
Can I notarize a document dated in the past?
Remember that under no circumstances are you permitted to backdate or otherwise falsify the date a signature is notarized, regardless of whether the document has a separate date on it or not.
Do notary publics keep records?
18 states specifically require notary journals record of all transactions: Arizona. California. Colorado.
Can you refuse to do a notary?
In order to properly refuse a notarization, you should have one or more reasons to do so that can be objectively articulated in your journal. In other words, you should be able to explain why you are refusing to notarize. If you can't explain it, then you don't have a sufficient basis to do it.
How to dispose of a notary book?
To resign your commission, you will need to complete and mail the Notary Resignation form to the Secretary of State and deliver all of your notarial records and papers to the county in which your current oath of office is on file within 30 days and destroy your seal. (California Government Code section 8209.)