One of our member notaries, Carole, was disturbed by the intrusive behaviour of the notaries she met. She asked that we publish an article to help our readers understand how they should handle the review of documents before notarizing them. Carole wrote: So, is a copy of the notarized document acceptable? States generally accept original certified documents instead of a copy of a notarized document. You may have encountered certain conditions and exceptions that allow you to use a copy of a notarized document. Unlike false perception, a certified true copy is not authenticated and verified as an original document. In fact, only the actual document works as a real copy of a document. However, keep in mind that you can make a certified copy from an actual document. In practice, most state laws are strict in accepting only original notarized documents. People often misplace, lose or damage their notarized documents. In these circumstances, you can use a copy of a notarized document. However, the validation of this notarized document may encounter some obstacles.
In retrospect, the notary certifies and verifies “only” the copy of a real document. So do not assume that a notary will certify and consolidate the original document. For example, if you get a job in Europe, you`ll probably need to authenticate a copy of your diploma and ID card. Similarly, records required by government agencies can be managed in document imaging systems. Each time the government agency requests information, it creates duplicates from the document imaging system. The government agency may require that original records be retained or that your document imaging system meet certain standards. Government agencies in the United States may also use document imaging systems to manage and retrieve information. Original paper records in the short term could be destroyed after the images have been accurately stored in a document imaging system. Since records of records are not archived, long-term (10-year retention) or permanent records must usually be retained as paper microfilm or archives. State and federal archives are not supposed to allow long-term destruction of paper records after digitization in a document imaging system, even if document imaging systems are certified for archival purposes. In PandaDoc Notary, click on “New application”. Upload your file (PDF, Word, PowerPoint, JPG or PNG) or select a document in the PandaDoc workspace.
In the United States, recordings created from a document imaging system are admissible as evidence to the same extent as the original recording, provided that the documentary imagery recordings accurately reflect the original. If this standard has been met, an organization can feel safe by destroying original documents and relying on digital documents as evidence. The latter confirms that the content of a document is authentic and that the person is telling the truth about it. In this case, a copy by mail will be accepted more often. But here too, there are exceptions that must be decided on a case-by-case basis. Here you will find answers to the most frequently asked questions by people about documents that have been notarized online: It depends on the type of document. It is not necessary to notarize all copies of the original documents; However, important documents such as diplomas, IDs, and certain financial transactions may need to be notarized when you make a copy of them. In this situation, you may think about driving from one place to another to find a physical notary who can help you. Fortunately, thanks to modern technology, there are easier ways to get a copy notarized. You may even be able to do it virtually in certain situations. Companies looking to reduce their paper stack may want to migrate their files to a digital database, but are wary of the legal aspects of the process.
What are the document management rules and, most importantly, are scanned documents legally accepted? When dealing with remote authentication, follow best practices and trends. Use the new features of PandaDoc Notary to make document certification cost-effective and efficient. Today we`re going to talk about the need to make sure you have access to the entire document you`re notarizing to gather important facts without invading a signer`s privacy. And instead of looking for a black and white answer, consider situations and exceptions where you can use a copy of an actual document to initiate authentication. In general, states are cautious and thorough about the notarization process in order to avoid potential fraudulent activities. If you want to notarize a legal, business or academic document, you need to follow a few simple steps to initiate certification. Unlike personal notarization, the remote authentication process on the PandaDoc Notary platform is easier and more convenient for people. “Over the years, I have had some documents notarized by other notaries. I would like a clear explanation of how far we still have to go. My point is that some notaries go beyond accepting your credentials and confirming your identity.
They will read the entire document before completing the certification. The Hague Apostille, like legalization, is proof of the authenticity of a document. However, unlike legalization, it is issued by a designated authority of the state that issued the document. The involvement of consular officials of the country where the document is used is no longer required. The legitimacy of the signature is thus confirmed by the competent authority of the country in which it was signed. What does that mean? This means that as long as your digital copies are identical to the original (which would be the case with the right processes and procedures), you can use them in U.S. federal courts and most state courts. Both statutes stipulate that duplicate documents may be admitted into evidence if they faithfully reproduce the original. Because document imaging technology is a duplication technology similar to physical reproduction methods such as photocopies, microfilm and facsimile, digitally stored records fall under these regulations.
There is more than one situation where you risk the rejection of a notarized document. Here are some situations where a notarized copy of a document will most likely be rejected: Whether it`s a commercial lease, affidavit, passport application, mortgage document, certified copy, employment contract or articles of association, it`s important to authenticate documents for business, common, and independent purposes. It depends on the purpose for which it needs to be scanned and mailed. In some cases, the copy is quite sufficient, while for confidential matters, the original must be available. It is also necessary to determine which of these cases is present: this was not Laura`s first experience with signatories who did not want her to look at the entire document. She had created the laminated list for moments like this. This helped the signatories understand that she didn`t want to invade her privacy, she just had to comply with the laws. By citing the exact laws that defined how she was to handle the document, she had the authority of her state to support it. Notarization is usually required when an independent person needs to confirm the veracity and identification of the other person. Legal documents in particular are often affected.
However, to facilitate these situations, signatories must find a physical notary available. If you don`t want to go back and forth from different places to find a suitable notary, use a modern platform like PandaDoc Notary to certify a copy of a document.