Chapter 3 of 518% of exam
Records and Official Stamp
Colorado's recordkeeping guidance and the required official stamp, including what a stamp must contain and how to safeguard it.
Keeping a record of acts
Colorado strongly encourages a record of notarial acts and sets rules for what any journal must contain.
The Secretary of State strongly encourages keeping a record of all official acts.
Any journal kept must include the signature of each individual served and any fee charged.
A good record helps reconstruct and defend an act if it is later questioned.
Do not store unnecessary sensitive data such as account numbers.
The official stamp
Colorado requires a stamp with specific elements that authenticate each act.
The stamp shows the notary's name and the words 'Notary Public, State of Colorado.'
It shows the notary's commission identification number and expiration date.
The impression must be legible and reproducible on the document.
The stamp never contains the signer's information.
Safeguarding and loss
The stamp is a tool that can be misused, so it must be protected.
Keep the stamp secure and under the notary's control.
Report a lost or stolen stamp promptly and obtain a replacement.
When the commission ends, dispose of the stamp so it cannot be misused.