Strict Confidentiality:
- Always maintain client confidentiality and ensure that sensitive information is not shared with unauthorized individuals.
Proper Identification Verification:
- Verify the identity of all signers using valid, government-issued photo IDs to ensure the person signing is who they claim to be.
Secure Record-Keeping:
- Keep a detailed journal of all notarizations, including the signer’s information, type of document, and any other relevant details, stored securely to prevent unauthorized access.
Use of Secure Technology:
- When conducting remote notarizations, use encrypted and secure video conferencing platforms that meet state requirements to protect digital transmissions.
Physical Security of Notary Supplies:
- Secure all notary tools (stamps, journals, seals, etc.) in a safe or locked storage area when not in use to prevent unauthorized access.
No Document Retention (for most cases):
- Do not retain original documents after notarization unless required by law. For certain documents, only a journal entry may be kept, and those are securely stored.
Proper Handling of Personal Data:
- Avoid storing or transmitting clients' personal data unless absolutely necessary for the notarization process, ensuring that any data kept is encrypted and stored securely.
Compliance with Legal Requirements:
- Adhere to all applicable state laws and regulations regarding privacy and security to ensure that the notarial act is valid and information is properly protected.
Destruction of Unused Documents:
- Any documents containing personal information that were not notarized or used in the process are properly shredded or destroyed.
No Conflict of Interest:
- Ensure no personal interest in the transaction being notarized, maintaining impartiality and protecting client confidentiality.
Ongoing Training and Awareness:
- Stay up to date with industry standards, legal changes, and best practices related to information security and notarial procedures.