Can I copy documents I notarize for my personal records?

Am I allowed to make a copy of the documents that I notarize for my own records? — H.S., Montana

No, you should never make copies of documents for your own records. Those documents may contain personally identifiable or other private information. In addition, Notaries are not required to read the documents they notarize, so it follows that they never should make and keep copies of these documents.

The proper way in Montana to keep a record of the notarization is by completing a thorough journal entry for the notarization.

Hotline answers are based on the laws in the state where the question originated and may not reflect the laws of other states. If in doubt, always refer to your own state statutes. – The Editors

Confronted with a tricky notarization? Unsure how to proceed? NNA members have unlimited access to our expertly trained NNA Hotline counselors to help you with all of your notarial questions. Call 1-888-876-0827, Monday through Friday, 6 a.m. to 6:30 p.m. PST; Saturday, 5 a.m. to 5 p.m. PST.

10 Comments

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Kathleen Beaver

10 Oct 2024

I just had a notary ( state of Virginia) make copies of the legal document that she notarized for me. She said she keeps it in her book for six months, then shreds it. Is this necessary or even legal?

National Notary Association

No, a Notary keeping copies of a signer's documents is not necessary or required in Virginia. In fact, making copies of a signer's documents may be a potential breach of the signer's privacy. Please see the section "Don't make or keep copies of signer documents and information" in this article for more details: https://www.nationalnotary.org/notary-bulletin/blog/2019/07/avoiding-privacy-breaches-during-and-after-a-notarization

Sue

11 Nov 2023

Hello from Illinois. Am I allowed to provide my client with a copy of their notarized document? Not for me. Only for them if they request a copy after the notarization.

14 Nov 2023

Based on what you’ve described, we think it would be best if you contacted our Hotline team by phone and provided them with a more detailed description of the situation. The NNA Hotline: 1-888-876-0827 Mon – Fri: 5:00 a.m. – 7:00 p.m. (PT) Saturday: 5:00 a.m. – 5:00 p.m. (PT) If you’re not an NNA Member or Hotline Subscriber, they will provide you with a one-time courtesy call.

sergio garcia

01 Nov 2021

i believe the copies are basically for liability protection purposes and nothing else

Larry Tooson

31 Oct 2021

I’m Notary commissioned from state of CA. It is illegal to photo copy any L.S.A documents & retain on file personally or professionally.

Hello. Notaries should not keep a photocopy of a signer's document. Photocopying a signer's document simply for your personal records could potentially violate a signer's privacy, as it gives you access to sensitive information on their documents that may not directly relate to the notarization. Please see this article for more information: https://www.nationalnotary.org/notary-bulletin/blog/2019/07/avoiding-privacy-breaches-during-and-after-a-notarization

Angela M Gaviria

25 Oct 2021

Hello, I just have a question and a concern, I am a Notary Public and I am also a translator. I notarize Certification of translations and I recently visited a notary and she not only charged me ten dollars per one acknowledgment ( it should be $5.00) here in PA, and she also made copies of all the documents I gave her. Is this legal?

29 Oct 2021

Hello. Notaries in Pennsylvania are not required to retain copies of a customer's documents, and should not do so as this could be a potential breach of privacy.

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