HI Notary Copy Certifications 2 — Questions and Answers
Question 1: Where must a Hawaii notary record a copy certification act?
- In the notary's record book (journal) (Correct answer)
- In the Hawaii Secretary of State database
- In the county clerk's office
- No recording is required for copy certifications
Correct answer: In the notary's record book (journal)
Hawaii law requires notaries to record all notarial acts, including copy certifications, in their official notary record book.
Question 2: A person brings a notary the original of a court judgment and asks for a certified copy. What should the notary do?
- Certify the copy since the person obtained the document lawfully
- Refuse, because court records must be certified by the court clerk (Correct answer)
- Certify the copy only if the person was a party to the case
- Certify the copy and send notice to the court
Correct answer: Refuse, because court records must be certified by the court clerk
Court judgments are judicial records; certified copies must be obtained from the court clerk, not from a notary.
Question 3: After completing a copy certification, where does the notary place or attach the certificate?
- To the copy itself or written directly on it (Correct answer)
- Filed separately in the county records
- Mailed to the Secretary of State
- Retained only in the notary's journal
Correct answer: To the copy itself or written directly on it
The notary affixes the copy certification certificate to the copy (or writes it on the document) so it accompanies the certified copy given to the requestor.
Question 4: A notary is asked to certify a copy of a U.S. military discharge record (DD-214). What is the correct action?
- Certify the copy as it is a personal record belonging to the veteran
- Refuse, as a DD-214 is a federal government-issued document (Correct answer)
- Certify only the first page of the DD-214
- Certify the copy if the veteran is present and signs the journal
Correct answer: Refuse, as a DD-214 is a federal government-issued document
A DD-214 is issued by the U.S. Department of Defense, a federal government agency; notaries are not authorized to certify copies of government-issued documents.
Question 5: Which statement about copy certifications in Hawaii is TRUE?
- Notaries may certify copies of any document the signer requests
- Notaries may certify copies of private documents but not government-issued records (Correct answer)
- Notaries may only certify copies of documents they personally prepared
- Copy certifications are not an authorized notarial act in Hawaii
Correct answer: Notaries may certify copies of private documents but not government-issued records
Hawaii notaries are authorized to certify copies of private documents but are prohibited from certifying copies of government-issued or government-held records.
Question 6: A person brings an original lease agreement and asks the notary to certify a copy. The notary makes the copy on the office copier. What is the next required step?
- Immediately sign and seal the copy without further review
- Compare the copy to the original, then complete and sign the certificate (Correct answer)
- Have the person sign the copy to confirm accuracy
- Mail the copy to the county for authentication
Correct answer: Compare the copy to the original, then complete and sign the certificate
The notary must personally compare the copy to the original before completing and signing the copy certification certificate.
Question 7: A Hawaii notary is asked to certify a copy of a Social Security card. How should the notary respond?
- Certify the copy since the card is the individual's personal property
- Refuse, as Social Security cards are federal government-issued documents (Correct answer)
- Certify only the front of the card
- Certify with a disclaimer limiting the copy's use
Correct answer: Refuse, as Social Security cards are federal government-issued documents
Social Security cards are issued by the federal Social Security Administration and fall under the prohibition on notarizing copies of government-issued documents.
HI Notary Copy Certifications 2
Where must a Hawaii notary record a copy certification act?