How to Properly Store Notarized Documents

alissacpthenotary
Aug 10
2 min read

Notarized documents are often tied to important legal, financial, and personal events—such as wills, powers of attorney, loan agreements, or contracts. Improper storage of these documents can lead to lost paperwork, identity theft, or disputes over authenticity. Whether you’re a notary public or the recipient of a notarized form, knowing how to properly store these documents is essential for protecting their validity and accessibility.

Why Proper Storage Matters

✅ Legal Proof: A notarized document may be needed to settle legal disputes, prove ownership, or enforce a contract.
✅ Original Format: Many institutions require the original notarized copy, not a digital scan.
✅ Prevention of Fraud: Secure storage helps prevent document tampering or misuse.

For Document Holders (Clients/Signers)

📁 1. Use a Fireproof and Waterproof Safe

Storing original notarized documents in a fireproof and waterproof safe protects them from unexpected disasters like fires, floods, or theft.

🗂 2. Label Clearly and Organize by Type

Label folders by category (e.g., "Legal Documents," "Medical Directives," "Property Records") and include dates or names for easy reference.

🧾 3. Make Certified Copies (If Applicable)

Some notarized documents can be legally copied and certified. Check with your notary or local laws to see if certified copies are valid for your needs.

☁️ 4. Store Digital Backups Securely

Scan and store encrypted copies in a secure, cloud-based location like Google Drive, Dropbox (with 2FA), or a password-protected USB. While digital copies often aren’t legally sufficient, they’re helpful for quick access or replacement.

For Notaries Public

📒 1. Maintain a Secure Notary Journal

Your notary journal should be kept in a locked drawer or cabinet. It must be protected from unauthorized access at all times.

🧷 2. Retain Copies Only When Legally Allowed

In most cases, notaries should not retain copies of notarized documents, unless required by your state or employer. Instead, maintain accurate journal entries.

🔐 3. Use Password Protection for Digital Records

If you’re authorized to perform electronic notarizations or maintain digital records, use encrypted, password-protected platforms and comply with your state’s retention laws (which may require 5–10 years of storage).

When to Discard or Destroy Notarized Documents

Never discard a notarized document unless:

It has been legally replaced or revoked.
You’ve confirmed it’s no longer needed.
You destroy it securely (via cross-cut shredder or professional shredding service).

For notaries, follow your state’s guidelines for disposing of journals and sensitive information after the required retention period.

Final Thoughts

Notarized documents can carry legal weight for years, or even decades. Storing them properly ensures they remain safe, valid, and accessible when needed most. Whether you’re a notary or a signer, investing in secure storage—both physical and digital—can save you time, money, and legal headaches down the line.