1. Don't leave your Notary journal and seal in the open:
Whether working from home, the office, or as a mobile Notary, it is essential never to leave your seal and journal unattended where they could be vulnerable to theft or unauthorized use.
2. Store your Notary journal and seal in a secure, locked area:
When not actively in use, store your Notary tools, including the seal, in a secure, locked area such as a safe or a locked drawer. Compliance with state laws, like those in California and Illinois, is crucial, emphasizing the importance of secure storage.
3. Don't lend your Notary seal and journal to other people:
Your Notary seal and journal are your exclusive responsibility. Avoid lending or entrusting them to others, including family or co-workers. Only the commissioned Notary is authorized to use the Notary's seal of office, as stipulated by laws in Florida and similar regulations in other states.
4. Follow state rules for disposal of old Notary seals and journals:
Different states have varying rules for the storage and disposal of old Notary seals and completed journals. Always adhere to your state's regulations concerning old seals and journals. For instance, California mandates the destruction or rendering unusable of seals when a commission ends permanently (GC 8207), while Maryland requires Notaries to retain journal records for a specified period, such as 10 years after the last notarization (ACM St. Gov’t 18-219[a][2]).
Ensuring compliance with these best practices will not only safeguard your Notary tools but also contribute to maintaining the integrity of the notarization process and upholding legal standards.
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