Your Cookies are Disabled! NationalNotary.org sets cookies on your computer to help improve performance and provide a more engaging user experience. By using this site, you accept the terms of our cookie policy. Learn more.

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.

11 Comments

Add your comment

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.

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.

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

lesley.sule@meissner.com

03 Mar 2015

Does CA commission allow this?

Jaime

15 Jun 2015

The National Notary Association used to have CA Copy Certification By Document Custodian forms. I just found out last Friday that we are no longer supposed to use them. Why did you stop producing them? The form made my job much easier since I have quite a few people who need copies of passports, documents and other items copy certified by the document custodian.

AMY DENNIS

30 Apr 2015

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

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

17 Jun 2015

Hello. We previously offered the certificate because it was a common practice for Notaries in states that do not allow Notaries copy certifications (as is the case in CA with some exceptions) to suggest a copy certification by document custodian as an alternative. We discontinued the form because it we feel it's best for the Notary not to make this suggestion to the client, as doing so could easily broach providing improper advice.

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

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.

Leave a Comment

Required *

All comments are reviewed and if approved, will display.