Official Seal & Security Flashcards

A Pennsylvania notary's official rubber stamp is accidentally destroyed in a fire. The notary also uses a personal embosser, which was not damaged. According to PA law, what is the notary's primary obligation in this situation?

Answer: Immediately cease all notarial acts until a replacement rubber stamp is acquired and the Department of State is notified.

Pennsylvania law requires notaries to use a rubber stamp seal for all paper notarizations. An embosser may be used in addition to, but not in place of, the official stamp. If the official stamping device is lost or destroyed, the notary must notify the Department of State within 15 days of discovering the loss and must stop performing notarizations until a new, compliant stamp is obtained.

A notary resigns their commission mid-term to take a job in another state. Which of the following actions is required regarding their official seal and journal?

Answer: The notary must destroy the seal and deliver their journal to the recorder of deeds in their county of residence within 30 days.

Upon resignation, a Pennsylvania notary is required to deliver their journal to the office of the recorder of deeds in the county where they last maintained an office within 30 days. The official stamping device is the property of the notary and should be destroyed or disabled to prevent fraudulent use.

A notary's employer keeps the official seal in a locked central desk drawer, to which both the notary and a manager have a key for 'convenience.' This practice is:

Answer: Impermissible, because the notary must maintain exclusive custody and control of their official seal at all times.

The Pennsylvania Notary Public Law states that the official stamping device is the exclusive property of the notary public, who is responsible for its custody and control at all times. Allowing an employer or any other individual to have access, even shared access, violates this principle of exclusive control and can lead to disciplinary action.

When performing an electronic notarization in Pennsylvania, the notary's official seal must be:

Answer: Logically associated with the electronic record in a tamper-evident format.

For electronic notarizations, the notary digitally places their seal information into a document that exists as electronic data. The seal and the notarial certificate must be attached to or logically associated with the electronic record in a way that is tamper-evident, ensuring the integrity of the document.

A client presents a document with a pre-printed notarial certificate from another state. The certificate is for an acknowledgment but omits the county where the notarization is taking place. What should the Pennsylvania notary do?

Answer: Correct the certificate by crossing through the incorrect venue (if any) and writing in the correct Pennsylvania county.

A Pennsylvania notary may use a pre-printed out-of-state certificate as long as it substantially complies with PA law and allows the notary to perform all required steps. However, the venue must always reflect the actual location (state and county) where the notarization takes place. The notary should correct the venue on the certificate by lining through any incorrect information and inserting the correct location.

A notary discovers their journal is missing from their desk. They are unsure if it was stolen or simply misplaced. Under RULONA, what is the maximum time allowed for the notary to report this to the Department of State?

Answer: Within 15 days of discovery.

If a notary's stamping device or journal is lost or stolen, the notary is required to notify the Department of State within 15 days of discovering the loss or theft. The term 'loss' includes items that are misplaced, destroyed, or otherwise made unavailable.