Chapter 3 of 518% of exam
Records and Official Stamp
Maine's recordkeeping expectations and the official stamp used under Maine's updated notary law.
Keeping a record of acts
Maine strongly recommends a journal and requires records for remote acts.
Keeping a journal of notarial acts is strongly recommended as the notary's record.
A good journal is the best defense if an act is later questioned.
Remote (online) notaries must keep records of their electronic acts.
Do not store unnecessary sensitive data such as account numbers.
The official stamp
Under Maine's updated notarial law the notary authenticates acts with a signature and an official stamp.
The stamp shows the notary's name, title as a Maine notary public, and commission expiration date.
The notary signs the certificate together with affixing the stamp.
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.