Chapter 3 of 518% of exam
Records and Official Stamp
Indiana's recordkeeping duties, including the 10-year retention rule for remote notarizations, and the required official stamp.
Records and remote notarizations
Indiana ties strict recordkeeping to remote acts while recommending a journal for all notarizations.
A remote online notary must record each remote act in an electronic recordbook.
The electronic recordbook and audio-video recording must be retained for at least 10 years.
Keeping a journal for standard in-person acts is strongly recommended good practice.
Do not store unnecessary sensitive data such as account numbers.
The official stamp
Indiana requires a stamp with specific elements that authenticate each act.
The stamp shows the notary's name and the words 'Notary Public' and 'State of Indiana.'
It shows the county of residence, the commission number, and the 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 and records can be misused, so they must be protected.
Keep the stamp and records 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.