Notary Bulletin How To Certify A Copy Of A Document By David Thun on April 09, 2014 in Best Practices Notaries are often asked by signers to verify that a reproduction or photocopy of an original document is a true, complete and correct copy of the original. This is called "certifying a copy" or "copy certification." Whether you can do so isn’t always clear-cut. Here are some important facts about copy certification all Notaries should know. Can Notaries certify copies? Not in every state. Some states (such as Michigan and New York), do not allow Notaries to certify copies of documents as an official notarial act, and three states (California, Hawaii, Maryland) limit the types of documents or records that Notaries may certify. If I can’t certify a copy of a document, is there an alternative? An alternative procedure called “copy certification by document custodian” may be permissible. With this procedure, the document’s custodian or holder signs a statement attesting to the accuracy of the copy, and the Notary notarizes the custodian’s signature on the statement. The difference is that rather than directly certifying the copy, the Notary is notarizing the custodian’s signature on a statement vouching for the copy’s accuracy. How can I advise a signer? You have to be careful not to provide unauthorized legal advice to the signer. You can mention that you may perform a copy certification by document custodian, but should not suggest or recommend that to the signer. For example, if asked to certify a copy, you may say “State law does not authorize me to certify a copy of your document. However, in this circumstance I may be able to notarize your signature on a written statement in which you certify the copy.” You should not say something like, “I can’t do this and must perform a copy certification by document custodian instead.” The important difference here is that you may mention you can perform the procedure, and let the signer choose that option if he or she wishes, but you should not tell the signer what to do — that could constitute legal advice Notaries aren’t allowed to give. What if a signer asks me to certify a copy of a vital record, like a birth or marriage certificate? In some jurisdictions, such as Delaware, Notaries are not permitted to certify copies of vital records. However, it’s the signer’s responsibility — not the Notary’s — to check if copying a document violates a law or will be accepted by a receiving agency. David Thun is an Associate Editor at the National Notary Association. Email Share 5 Comments Add your commentverna kuykendall15 Jul 2014This is an excellent explanation - clear and concise! Thank you.lisa marie mason07 Mar 2015ok i habe my sons birth certifacate. i been to get him a state id i only have a copy of id ss card i never reseved the origanal i sent away fro it they say his birth certifacate is not enough documents to do so he needs a photo id n with out a ss card i cant get a is or the ss card im stuck and dont know how else to go about doin this please hepl any info will be greatly apprecated .National Notary Association10 Mar 2015Hello Lisa. I'm sorry, but we don't handle matters related to replacing social security cards. Your best resource would probably be to contact your local Social Security office and ask for assistance in obtaining a replacement card for your son. More information regarding replacing a lost card is also available from the Social Security Administration here: http://www.ssa.gov/ssnumber/Debbie24 Apr 2015I have a unique question involving a request to notarize a document printed from a computer. I personally know the parties involved with this request. We are located in the State of Georgia. I have been asked to notarize a copy of a Birth Certificate, along with the Social Security Card of an individual. The BC was printed from a document located on the computer of the mother of the requesting individual. The mother passed away within this past year and they are unable to find the original document, but have requested a copy of the BC from Kansas. I don't thing I can legally do this, but just wanted to confirm my instinct. Thank you for your help!National Notary Association24 Apr 2015Hello Debbie. State law does not permit you certifying a copy of a birth certificate. Georgia Notaries may not certify copies of public records or a publicly recorded document when certified copies are available from a source other than a Notary. (OCGA 45-17-8[a]). However you may certify a copy of a Social Security card provided the photocopy is made under your supervision.Leave a Comment Required * Name * Email *(for verfication purposes only) Comment * Enter the text shown in this image *(text is case sensitive)All comments are reviewed and if approved, will display.