As a mobile notary serving clients throughout Massachusetts, it is essential that I maintain organized, secure storage of all my notary records and documents. Proper record keeping is vital both for serving customers according to legal guidelines and protecting myself over the long term.
I keep detailed, bound notary journals listing every notarization I perform. These are stored along with copies of the signed documents in a locked fireproof safe at my home office. Maintaining physical records ensures I have documentation of any notarial act available for reference, even years later if needed.
In addition to hard copies, I digitally scan all notarized documents and journal entries onto a password-protected external hard drive stored separately from the physical records. This creates an additional backup layer in case of an unforeseen emergency like fire or water damage at my office.
As the years of my notary service accumulate, I periodically review records and organize older documents into dated storage boxes or binders. This keeps my active record area tidy and makes it easy to locate any signing details from my full notary history if questions arise.
Proper care is taken to avoid exposing sensitive personal information like social security or driver's license numbers. All records will be securely retained for at least 10 years following the end of my commission, in accordance with Massachusetts notary guidelines.
Organized, secure document storage and record keeping are cornerstones of my practice that help ensure the protection and validity of notarizations I perform across greater Boston.





















 


























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