Taking the proper precautions to secure your notary stamp and record book (journal) will shield you and your clients from fraud and privacy invasion. We put together a few tips to keep your notary supplies safe.
Taking the proper precautions to secure your notary stamp and record book (journal) will shield you and your clients from fraud and privacy invasion. Here are some tips to help keep your notary supplies safe:
- Never leave your supplies unattended in the open where they can be stolen or misused.
- Never allow anyone to use your notary stamp or record book. This applies to coworkers, friends, and family.
- Store your supplies in a locked drawer, cabinet, or safe when not in use, and keep them in a secure location when traveling.
- Limit access to your record book to only those who have a legitimate need, such as yourself or other entities authorized under state law.
- When disposing of your notary stamp and journal, always follow state laws. If your state does not provide guidance for disposal, we recommend destroying an old notary stamp so it is no longer usable to prevent unauthorized access to the information it contains. Completed or old record books should be kept by the Notary for a minimum of 10 years after the date of the last notarization recorded, or indefinitely, if possible, since there is no time limit on questions or challenges to a document involving a notarial act.
By following these steps, you can help protect your notary stamp and record book and the confidential information they contain.
Related Article(s)
Can a Notary Also Serve as a Witness to a Document They’re Notarizing?
What Do I Do With My Record Book (Journal) Entry When a Notarization Is Cancelled (Not Completed)?