Notary Public Technology & Tools 3 — Questions and Answers
Question 1: When a notary embosses a document with a dry seal, what is the recommended best practice to make it reproducible on photocopies?
- Use a colored ink over the embossed area
- Apply a colored ink stamp over or near the embossed seal (Correct answer)
- Re-emboss the photocopy directly
- Attach a sticker seal to the photocopy
Correct answer: Apply a colored ink stamp over or near the embossed seal
Applying a colored ink stamp over or adjacent to the embossed seal ensures the seal's presence is visible on photocopies, which may not capture the raised impression.
Question 2: Which of the following is NOT typically a required element in a notary's journal entry?
- Date and time of the notarial act
- The signer's physical description (Correct answer)
- Type of notarial act performed
- Fee charged for the service
Correct answer: The signer's physical description
Most state laws require the date, type of act, and fee in journal entries, but a physical description of the signer is not a standard required element.
Question 3: What is the function of a digital certificate in electronic notarization?
- It certifies that the notary passed a training course
- It cryptographically links the notary's identity to the electronic signature (Correct answer)
- It stores the document in a government database
- It converts a paper document to an electronic format
Correct answer: It cryptographically links the notary's identity to the electronic signature
A digital certificate is a cryptographic credential that verifies the electronic signature belongs to a specific, authenticated notary.
Question 4: A notary is asked to notarize a document via email by simply printing, signing, scanning, and returning it. This practice is:
- Acceptable as long as the notary uses a color scanner
- Improper because it does not establish in-person or authorized remote presence (Correct answer)
- Acceptable if the signer is a trusted client
- Required by federal law for interstate documents
Correct answer: Improper because it does not establish in-person or authorized remote presence
A notary must either be physically present with the signer or use a legally authorized RON platform; sign-scan-email workflows do not satisfy presence requirements.
Question 5: Which tool allows a notary to protect their embosser seal from unauthorized use when not in use?
- Keeping it in a shared office drawer
- Storing it in a locked container accessible only to the notary (Correct answer)
- Leaving it with a supervisor for safekeeping
- Registering it with the county recorder's office daily
Correct answer: Storing it in a locked container accessible only to the notary
Notaries are responsible for safeguarding their seal; storing it in a locked container that only they can access prevents misuse or fraud.
Question 6: What does PKI stand for in the context of electronic notarization security?
- Public Knowledge Infrastructure
- Public Key Infrastructure (Correct answer)
- Private Keystone Integration
- Protected Keyfile Index
Correct answer: Public Key Infrastructure
PKI (Public Key Infrastructure) is the system of cryptographic keys and digital certificates that secures electronic signatures and notarial seals.
Question 7: If a notary's official rubber stamp is lost or stolen, what is the appropriate immediate action?
- Continue using a photocopy of the old stamp until a replacement arrives
- Report the loss to the appropriate state authority and order a replacement (Correct answer)
- Ask a fellow notary to lend their stamp temporarily
- Stop performing all notarial acts permanently
Correct answer: Report the loss to the appropriate state authority and order a replacement
A lost or stolen stamp should be reported to the commissioning state authority immediately to prevent fraudulent use, and a replacement stamp ordered.
Notary Public Technology & Tools 3
When a notary embosses a document with a dry seal, what is the recommended best practice to make it reproducible on photocopies?