Should notaries keep copies of documents?
Asked by: Mr. Pierce Volkman MD | Last update: October 7, 2025Score: 4.3/5 (11 votes)
Our answer has always been just one word: “Don't.” Notaries are not required to keep copies of their customers' identification or the documents they notarize. The Notary Public Law [57 P.S. §149 et seq.]
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 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 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.
How long do you keep notary records?
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.
Should notaries keep copies of notarized documents
Are notaries required to keep a log?
In California, Notaries are required to keep their journals for as long as they remain Notaries.
When can I destroy my notary journal?
Under no circumstances should you throw an old notary journal away. Some states consider it a felony to do so. These journals serve to protect you against potential lawsuits, but they also contain highly sensitive information about your clients.
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.
Can you edit a document after it's been notarized?
In fact, the signer has the sole right to make changes to the document. Remember, if the notarization period is complete, then the public notary cannot modify a notarial certificate. In order to make changes, however, the signer has to appear in person in the presence of a notary public to initiate new notarization.
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.
Can you fold a notarized document?
You can do this by folding or flipping the pages, without removing the staple. When a certified document has been tampered with, the only remedy is to start the entire notarization, county and/or state certification process all over again.
Can you notarize a signature without the person present?
To notarize a document, the signers must be present at the time of notarization. While you can notarize an acknowledgment document that has been previously signed in some cases, the signer must still be present at the time of notarization to confirm the validity of their signature.
Which of the following offenses cancels a notary application?
The examples include but are not limited to: assault, arson, auto theft, burglary, possession or sale of illegal drugs, embezzlement, forgery, fraud, failure to pay child support or failure to comply with a court order.
Are copies of legal documents valid?
What you really want to know if whether something other than an original, inked, document will be admitted into evidence in a court of law or other legal proceeding. The general answer is YES. Most jurisdictions will permit photo copies, whether they be from a copy machine or fax.
Do notaries have to keep a journal?
States That Require Notary Publics To Keep a Record Book:
California. Colorado. Delaware. District of Columbia.
Do notarized copies expire?
Notarized documents don't expire, but their validity can be affected by outdated information or an expired notary commission. Keep details current and ensure the notary's seal is clear to avoid issues.
Can you use a copy of a notarized document?
Is a copy of the notarized document acceptable? Copies of notarized documents can be accepted. However, if there is a hint that the copy of a notarized document is tempered with – it won't be accepted.
Is a document legally binding if notarized?
To conclude, because notaries public notarize signatures, not the content of a document, notarization does not make a document "legal" or "official" in any way. It is important to note that a document that is illegal or false prior to notarization is still illegal or false even after being notarized.
What happens when a notary makes a mistake?
If a notary public makes a mistake (it's bound to happen at some point), he or she should use a blank document in its place. Alternatively, a single-line strike can be made through the error with the notary's initials signed next to it.
What is a notary prohibited from?
Notaries cannot authenticate or validate objects. Notaries cannot give advice or opinions that should be given by an attorney—this is unlicensed practice of law.
Is a notary a signature guarantee?
The notary public verifies the signer's identify – usually done by checking his or her driver's license of state-issued ID card – and stamps the document to finalize its execution. While a signature guarantee shares some similarities to a notary stamp, they are two unique processes, each with its own purpose.
Does a notary have to witness a signature in California?
In the process of completing a certificate of acknowledgment or a jurat, a notary public in California is obligated to verify the identity of the document signer, as outlined in Civil Code sections 1185(a), 1189, and Government Code section 8202.
Do notaries have to keep records?
California: Upon resignation or non-renewals, notaries are required to deliver notary journals within 30 days to the county clerk's office where their oaths are on file.
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).)
What to do with old notary stamps?
One or the other. While most states either require you to turn in your seal or destroy it yourself, others may require both under certain circumstances. In California, Notaries must destroy or deface their seals upon resignation, termination or revocation of their commissions.