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Quiz: Test Your Copy Certification Knowledge

 

 

ANSWERS:

1. True or False: Notaries may certify copies of documents in every state.

ANSWER: False. Whether a Notary is authorized to certify copies of documents depends on the laws of the state in which he or she is commissioned. Some states permit it while others, such as Nebraska and New York, do not allow their Notaries to certify copies at all.

2. True or False: Some states prohibit or limit Notaries from certifying copies of certain types of documents.

ANSWER: True. Several states that permit Notaries to certify copies make exceptions for specific types of documents. While both Florida and Pennsylvania authorize Notaries to certify copies of most documents, both states prohibit certifying copies of birth, death and marriage certificates. California is one state that only permits Notaries to certify copies of powers of attorney or, if requested by the Secretary of State or a court order, entries in the Notary’s journal.

3. True or False: It is illegal to make unauthorized copies of certain immigration documents.

ANSWER: True. Notaries need to be aware that making unauthorized copies of immigration documents — such as a Certificate of Naturalization, Certificate of Citizenship or Declaration of Intention to Become a Citizen — may carry criminal penalties regardless of whether they are or are not certified as copies by a Notary.

4. True or False: If a Notary cannot certify a document copy, an alternative called “Copy Certification by Document Custodian” may be acceptable.

ANSWER: True. With this procedure, the document’s holder presents a statement attesting to the accuracy of the copy to a Notary, signs the statement and swears (or affirms) the truthfulness of the statement in the Notary’s presence. You then notarize the custodian’s signature on the statement. The difference is that rather than certifying the copy, the Notary is acting on the custodian’s signature, vouching for the copy’s accuracy. However, copy certification by document custodian is not appropriate for vital records such as birth, marriage or death certificates, since originals of these documents are retained by public agencies.

5. True or False: A Notary may advise a customer seeking a copy certification about the alternative “Copy Certification by Document Custodian” in case state law prohibits the Notary from certifying a copy.

ANSWER: False. Notaries should not recommend a copy certification alternative, make claims concerning the legality of the procedure or provide a form to assist the customer unless the Notary is an attorney licensed to practice law. However, if your customer presents a document with statements concerning the accuracy of a photocopy, you may then notarize the customer’s signature.

Notary Certificate Forms

46 Comments

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Gloria Briggs

11 May 2015

I like taking the quiz as it helps me brush up on what I have learned and the laws change so often it's nice that you help us stay up on the new rules and regulations. Thanks!

Eugene

11 May 2015

Its really not important information. As 99.9% of Notaries are licensed in one state. Moot info

Roger Rill

11 May 2015

It is well-established that notaries cannot tell or advise a signer which notarial act to use for a document signature; it is always the signer's choice. So with regard to Copy Certification by Document Custodian, if the document holder presents a one-line, written statement he/she prepared, stating that the document is a true copy, it would seem that the signer should have the option to choose a simple acknowledgement for the signature on his statement. I don't see how the notary can impose a jurat notarization on the signer, and thereby remove the signer's choice, by requiring them to swear/affirm to their written statement.

Alma Reale

11 May 2015

I have never done one of these before

Helen Wardale

11 May 2015

I find it challenging as a CA notary to provide the CA legal procedure of Copy Certification by Document Custodian when I am prohibited from discussing it as an alternative option to certification...really?

deneb a cravioto

11 May 2015

good information

Sarah Myers

11 May 2015

I absolutely agree with Roger Rill's post. Very muddy waters here based on how this quiz answer reads. I'll personally refrain from steering in the direction of "advising" of copy certification of document custodian.

A. THompson

11 May 2015

I just take the NNA notary class on Friday, May 8th and the persons teaching the seminar were adamant about Copy Certifications not being allowed on anything but journal entries and POA's they were very blunt to the point of being rude. They never once mentioned Copy Certification by Document Custodian; which are they type of notarizations that I prepare. it really unnerved me and I have been worried about this all weekend. Please make sure your instructors clarify the difference.

National Notary Association

12 May 2015

Hello. In California, Notaries are only permitted to directly certify copies of journal entries and powers of attorney. For other documents in California, a Notary should not recommend a copy certification alternative or provide a form to assist the customer unless the Notary is an attorney licensed to practice law. However, if a customer presents a statement concerning the accuracy of a photocopy and asks you notarize their signature on the statement, you may then notarize the customer’s signature as requested.

Nichol Free

11 May 2015

This was very helpful information

Vance Smith

11 May 2015

These quizzes help me think "outside the box" on things I normally don't see daily. Keep up the good work.

John Clark

11 May 2015

One may not give legal advice, of course not, but it is OK to point out notary forms to the signer explaining what each one does, and then tell them it is THEIR choice which one to use. To say "go talk to a lawyer" is cruel and inhuman in some cases. If their choice is legally unacceptable under your state's rules, then it's easy to refuse the request.

John Clark

11 May 2015

Mr. Rill is wrong. His example is an affidavit of truth, and requires an oath/jurat to be taken by the notary, (if the request is legal, that is. Don't be a party to an attempt to get around the law, or your bond might get a workout.)

Issam qassim

11 May 2015

I got all questions correct

Robert A. Gingras

11 May 2015

These quizzes keep me from getting rusty. It also has me think analytically. Keep up the great work that you do.

linda jackson

11 May 2015

When I recently took the NNA Notary Exam class in Califiornia, I was told by the instructor that the Copy Certification by Document Custodian form is no longer acceptable. Please advise since I do use this form frequently.

National Notary Association

12 May 2015

Hello. As described in the answer to question #5, a Notary should not recommend a copy certification alternative, make claims concerning the legality of the procedure or provide a form to assist the customer unless the Notary is an attorney licensed to practice law. However, if your customer presents a statement concerning the accuracy of a photocopy and requests you notarize their signature on the statement, you may then notarize the customer’s signature as requested.

Gloria

11 May 2015

In California, the NNA Hotline has informed me that we can no longer use the CA Copy Certification by document custodian form because it has a jurat and we cannot choose between jurat and acknowledgment. It is still vague as to when the signer presents a written statement about the copy if we automatically attach a jurat certificate to it or will they have to know its a jurat or acknowledgment that is needed. Please be more definite in explaining this procedure.

National Notary Association

12 May 2015

Hello. As described in the answer to question #5, a Notary should not recommend a copy certification alternative, make claims concerning the legality of the procedure or provide a form to assist the customer unless the Notary is an attorney licensed to practice law. However, if your customer presents a statement concerning the accuracy of a photocopy and requests you notarize their signature on the statement, you may then notarize the customer’s signature as requested.

Iris Scammell

11 May 2015

I found this very helpful and it gave me confidence.

very interresting to get quiz some time

11 May 2015

interesting to take quizzes some time

Roger Rill

11 May 2015

Mr. Clark, The answer to question # 4 states: "With this procedure, the document’s holder presents a statement attesting to the accuracy of the copy to a Notary, signs the statement and SWEARS (or affirms) the truthfulness of the statement in the Notary’s presence." So this answer says a SWORN statement is necessary, which would obviously then require a jurat notary certificate, showing the oath was administered. But where does it say that the signer must be SWORN? My contention is that the signer should be permitted to choose the notary act they wish for their signature on the statement THEY wrote, and not be required by the notary to be sworn. Just like any other document that is presented without a notary certificate. If they want to be simply acknowledged, that should be their choice.

Carolyn Kelly

12 May 2015

Thanks for the quiz, it was very helpful information.

Dana Bonenfant

12 May 2015

I like the quiz as it helped me brush up on my knowledge. I had to dig deep on a couple of the questions.

Victor

12 May 2015

I am a new Notary and this quiz was helpful. I look for to others.

Beverly

12 May 2015

I think it is a very good idea to quiz us every now and then, it refreshes the mind.

Carole Libeskind

12 May 2015

I thought it was a "Jurat With Affiant Statement" that is used to Notarize the statement of the signer that the document was a true copy.

National Notary Association

13 May 2015

Hello. The "Jurat With Affiant Statement" provides an section above the notarial wording where a signer may write out a statement he or she wishes to sign and notarize if needed. If the signer presents the Notary with a pre-prepared written statement, the Notary simply needs to complete standard notarial certificate wording as directed by the signer.

Pat Fry

09 Jun 2015

love these

Diana-Lynn McCollam

12 Jun 2015

Thank you for giving me a chance to know what I do and do not know.

Lea-Ann

08 Jun 2016

I like taking the quizzes. I wish there were 10 questions. Thanks for the quiz, they really help me to keep on top of the notary laws.

Jerry Selby

08 Jun 2016

I enjoy these quiz refreshers. They keep me up to date on notary issues & procedures.

Rick de la Torre

08 Jun 2016

Keep them coming!

Nicki

17 Aug 2016

I am a new notary and in California. I am being asked to notarize a Texas "Affidavit for Medical Records and Medical.Billing Records. The documents have the Texas notarization verbiage and verbiage starts with "Sworn to and Subscribed". I know I have to put a line thru this verbiage and initial, date, and say see Attached Certificate. Do I use the CA Copy Certification by document custodian

National Notary Association

18 Aug 2016

Hello Nicki. The Notary should never select the certificate on behalf of the signer. You should ask the signer to confirm what type of notarial act they need (acknowledgment, jurat, etc.). Once you have confirmed what act is needed, you may attach the appropriate CA wording and use that for the notarization.

Mary

21 Sep 2016

This is a great way for me to see how much I know or have learned. This is my first year as a notary, I want to make sure I am following rules and being carful with papers that I place my seal on.

Suzanne

05 May 2017

Instrutor was great

Donna Bakaitis

06 Jun 2017

I need to brush up for sures

Fannie Peoples

18 Oct 2017

The quiz was great it helped

Dennis McNeill

13 Mar 2018

The certification exam has to many objective questions. The law yes,but when u call the next appointment ?

Luz Rivera

25 Mar 2018

I would like to take the training for Notary Republic. Yes the quiz was great. I am willing to take the training.

National Notary Association

27 Mar 2018

Hello Luz. We'll be happy to help you get started with training. You can call our Customer Care team at 1-800-876-6827 or visit here for more information: www.nationalnotary.org/become-a-notary

Derya M

16 Sep 2018

WOW...dont even license yet and thought to try this little quick and passed 4/5 (-:

florence cook

25 Oct 2018

Thank you for this quiz very helful.

Maria Perez

19 Nov 2018

I love that NNA provides quizzes!. Keeps me up to updated and aware of Notary laws and what to do in certain situations.

CARLA JOHNSON

24 May 2019

I AM INTRESTED IN BECOMING A SIGNING AGENT---I ANSWERED THESE QUESTIONS AND GOT 4 OUT OF 5 RIGHT--------WITH OUT TAKING ANY CLASSES---I WAS MADE TO DO THIS--IM EXCITED TO BE GETTING STARTED

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