Documentation Month: Why Notaries Must Know What to Keep
Since September, we have highlighted one important theme for Maryland Notaries in Action each month, and this month’s theme couldn’t be more timely: Documentation Month.
Not because notaries love paperwork (though some of us do!).
But because how you handle documents can protect you — or expose you — professionally. Documentation Month is also the perfect opportunity to walk into the new year with clarity, cleaner systems, and a fresh start to how you manage the documents entrusted to you.
This month, we’re focusing on something many notaries overlook:
Retention, destruction, and document boundaries.
Whether you’re doing general notary work, real estate closings, apostilles, or employment verifications, the way you store (or don’t store) client documents matters more than ever.
Notaries Are Not Document Storage Companies
Retaining copies of:
IDs
Powers of attorney
Wills
Deeds
Bank forms
Immigration paperwork
Background check results
Is not permitted unless a law or service agreement specifically requires it (rare for notaries).
Notaries are responsible for their notary journal, not the client’s personal paperwork.
Keeping documents longer than necessary:
Introduces privacy risks
Exposes you to liability
Creates unnecessary storage of sensitive information
Can violate best practices for data protection
So What SHOULD You Keep?
Just two things:
1. Your Notary Journal (10 years required by Maryland law)
This protects you, establishes a record, and fulfills Maryland’s notary requirements.
2. Documents Required by Law or Contract
This applies mostly to industries/professions such as:
Title companies
Attorneys
Government agencies
Employers
But for general notary work, you should never keep copies of someone’s documents.
And What Should You Delete? Almost Everything Else.
(No legal advice — just education, clarity, and empowerment.)
Documentation Month is the perfect time to look at your:
Email inbox
Client portal uploads
Appointment forms
CRM file storage
Text message attachments
Scans you sent to clients
Ask:
“Am I holding something I no longer need?”
If the answer is yes — delete it.
Many notaries unintentionally become “accidental storage providers,” holding onto sensitive documents long after a service ends.
This creates risk and confusion.
Click the download button to receive a checklist to guide you through the process.
MDNIA Documentation Month Cleanup Checklist
A Suggested Healthy Rule: 7 Days After the Service Is Complete
A clean, notary-safe retention rule could be:
Delete all client documents within 7 days after the service is completed.
This keeps you compliant, organized, and protected.
Examples:
Completed notarizations → purge documents
Completed apostille runs → purge documents
Completed employment verifications → purge uploads
Clients should always retain their own originals and copies — you are not their archive.
Digital Boundaries Are Professional Boundaries
In Maryland Notaries in Action, we talk about protecting your value, your professionalism, and your business.
A proper documentation system supports:
✔ Your integrity
✔ Your compliance
✔ Your boundaries
✔ Your client trust
✔ Your security practices
It also teaches clients that you handle their documents responsibly and do not store their personal information unnecessarily.
If You Use a Client Portal, Here’s the Best Practice
Many notaries now use CRM portals.
Suggested guidance:
Keep the conversation history
Delete the documents, not the chat
Replace deleted files with a note:
“This file has been purged according to our 7-day document retention policy.”
This maintains transparency and compliance.
Documentation Month Challenge for MDNIA Members
If you’re reading this, here’s your assignment for the month:
1. Review your systems
Email, phone, CRM, cloud folders, portals.
2. Purge old documents
Anything not legally required to retain.
3. Tighten your website/email signature language
Add a sentence like:
“All client documents are deleted within 7 days after service completion.”
4. Update your SOPs
Even if you’re a solo notary, systems matter.
5. Respect boundaries
You are a notary public — not a filing cabinet.
Closing: Documentation Month Is About Empowerment
Maryland Notaries in Action exists to support notaries, empower them, and strengthen the profession.
Documentation Month isn’t just about decluttering — it’s about:
compliance
privacy
professionalism
confidence
and protecting both you and the client
When you operate with clear document boundaries, you operate with integrity.
And that’s exactly what MDNIA stands for.
