Official Seal and Equipment Flashcards

According to the District of Columbia Notary Public Handbook, which of the following is a mandatory requirement for a notary's official physical seal?

Answer: The seal must be a raised embosser, and the impression must be made photographically reproducible.

District of Columbia law requires notaries to use a seal that creates a raised impression, also known as an embosser. Furthermore, the law specifies that this impression must be made photographically reproducible, which is typically accomplished by using a seal impression inker.

A DC notary's official seal embosser is stolen from their office. What is the FIRST action the notary must take upon discovering the theft?

Answer: Notify the Office of Notary Commissions and Authentications (ONCA) and file a police report.

DC regulations require a notary to immediately notify the Office of Notary Commissions and Authentications (ONCA) if their seal is lost or stolen. In the case of theft, filing a police report is also a required step. This ensures an official record is created and helps prevent fraudulent use of the seal.

Which of the following pieces of information MUST be included on a DC notary public's official seal?

Answer: The notary's name exactly as it appears on their commission.

The DC Notary Public Handbook and regulations specify that the official seal must contain the notary's name exactly as it is stated on their commission, the words 'District of Columbia', and the commission expiration date.

A DC notary is approved to perform in-person electronic notarizations (IPEN). Which of the following is true regarding their electronic seal?

Answer: The electronic seal must be unique, secure, and attached to the document in a tamper-evident manner.

For electronic notarizations, the notary must use an electronic seal that is part of a secure, tamper-evident technology. This ensures the integrity of the document after notarization. It is a unique electronic image or information that is securely affixed to the electronic record.

When a DC notary replaces a lost or stolen physical seal, what specific action must be taken with the new seal to distinguish it from the old one?

Answer: The new seal must include a distinctive mark, such as an asterisk.

To prevent fraudulent use of the lost or stolen seal, the Office of Notary Commissions and Authentications requires that the replacement seal contain a distinctive mark (the example often given is an asterisk) to differentiate it from the previous one.

A notary's employer paid for their official seal and journal. If the notary leaves that employment, who has the legal right to possess the seal and journal?

Answer: The notary, as the commission and tools are their sole property and responsibility.

A notary's commission, seal, and journal are the property and responsibility of the individual notary, regardless of who paid for them. The notary must maintain sole control over their equipment to prevent unauthorized use. If a notary with a 'Business' commission leaves their job, they must follow specific procedures to transfer the commission's basis to a new employer or a residential status, but the equipment remains with them.