Copy Certifications Flashcards

Can a Hawaii notary certify a copy of a U.S. passport photo page?

Answer: No, passports are federal government documents and cannot be copy-certified by notaries

U.S. passports are issued by the federal government; certified copies must come from the appropriate government authority, not from a notary.

What distinguishes a notary's copy certification from a certified copy issued by a government agency?

Answer: A government agency's certified copy is issued by the official custodian of the record

A government agency issues certified copies as the official custodian of the original record, giving those copies an authority a notary's certification cannot replicate for those records.

A notary is asked to certify a copy of a deed that was recorded at the Hawaii Bureau of Conveyances. What should the notary do?

Answer: Refuse, as recorded deeds are public records and certified copies must come from the bureau

Once recorded, a deed becomes a public government record; certified copies must be obtained from the Bureau of Conveyances, not from a notary.

What information must a Hawaii notary include when recording a copy certification in the journal?

Answer: Date, type of notarial act, description of the document, and the requestor's signature

Journal entries for copy certifications must include the date, type of act, description of the document, and the signature of the person requesting the certification.

What are the potential consequences for a Hawaii notary who incorrectly certifies a copy of a vital record?

Answer: The notary may face disciplinary action including suspension or revocation of their commission

Performing unauthorized notarial acts in Hawaii can result in disciplinary action against the notary, up to and including suspension or revocation of their commission.

Which of the following is a permissible copy certification scenario under Hawaii law?

Answer: Certifying a copy of a personal resume

A personal resume is a privately created document with no government record counterpart, making it eligible for copy certification by a Hawaii notary.

A Hawaii notary certifies a copy of a document and later discovers the document presented was itself a copy, not the original. What is the significance of this?

Answer: The certification is improper because the notary did not compare to the original as required

Hawaii law requires the notary to compare the certified copy against the original document; comparing against another copy does not satisfy this requirement, making the certification improper.