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Hotline Tip: How To Perform A Copy Certification By Document Custodian

In states where Notaries are prohibited from certifying copies of documents, there is an alternative procedure called a copy certification by document custodian. This procedure allows a person in permanent possession of an original document to sign a written declaration that a copy of it is identical to the original, and take an oath or affirmation before the Notary.

The custodian’s signature is then notarized on the written declaration using jurat wording. In essence, a copy certification by document custodian is an affidavit signed and sworn to by the custodian with a jurat as the notarization. Remember, the custodian, not the Notary, guarantees that the copy is an authentic reproduction of the original.

9 Comments

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Su McMillan

21 Jan 2015

How can I get this form? I can't find it on the internet. Please advise as soon as possible. Thank you very much.

Gloria Herrera

26 Feb 2015

Can you please provide me with a copy of this form?

National Notary Association

27 Feb 2015

Hello Gloria. Not all states permit copy certification by document custodian or have statutory wording for this notarial act. What state are you commissioned in, please?

National Notary Association

04 Mar 2015

Hello. Yes, California permits copy certification by document custodian, except in the case of vital records such as birth, death and marriage certificates. Persons requesting certified copies of vital records need to contact the agency that holds the original record.

lesley.sule@meissner.com

03 Mar 2015

Does CA commission allow this?

National Notary Association

17 Apr 2015

Hello. You would need to contact the agency you are submitting the information to and ask them if they would accept copy certification by document custodian as an alternative.

PassportRenew

16 Apr 2015

Hi, I am in the process of renewing my passport in NY. I need to get the copy of my driving license, passport , marriage certificate and my permanent resident card notarized but I found out from my my bank that state of new jersey does not allow copy certification. Can I use the Copy Certification By Document Custodian instead and is it allowed in NJ Thanks

AMY DENNIS

30 Apr 2015

so is there a form that CA notaries can order to use for Document Custodian?

National Notary Association

04 May 2015

Hi Amy. We don't have a specific CA form for copy certification by document custodian, however we do have some general information in our CA Notary Law Primer, which is available here: http://www.nationalnotary.org/california-law-primer.

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