Posted by Michelle/AL on 8/29/08 4:38pm
Msg #262627
PA Notaries & Copies of ID
I saw this news article about a PA notary getting in hot water.
http://www.dailyamerican.com/articles/2008/08/29/news/news/news745.txt
I'm mostly interested in the requirement of notaries to keep copies of ID on file. Those of you in PA, are you able to scan copies of ID (to save filing space), or do you have to keep hard copies? In light of this PA law, do some of you chose not to notarize transfer titles?
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Reply by HARRY_PA on 8/29/08 5:28pm
Msg #262634
Notaries who do vehicle title work must also be contracted agents of The Pa Dept of Transportation. This can be an excellent profit center and I, among many others, choose to perform this function as agents of PennDot. There are shady notaries in all states and careless ones in many. The contract calls for copies of id and insurance cards and I interpret that as photocopies. We are required to keep all supporting paperwork for five years. I do.
Harry
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Reply by Michelle/AL on 8/29/08 6:23pm
Msg #262644
Thank you for elaborating, Harry_PA. n/m
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Reply by DianeCipa on 8/29/08 7:33pm
Msg #262654
Wow, that's my neck of the woods....
Harry's right. Vehicular notary work is different than regular notary work. That said, when performing notary work for closings, we're required by our title underwriter to get photo id and we keep copies. If there isn't a copier available, our closers take a picture with their cell phone and e-mail it back to the office. All hard copy files are scanned for permanent storage.
I've had one case of suspected fraud in which a borrower plead that they had NOT signed a mortgage. We produced evidence - including a copy of the photo ID and the borrower backed down.
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Reply by Barbara A Sonafelt on 8/29/08 11:40pm
Msg #262682
Actually I think you are discussing two different, maybe three different scenarios. Notaries are not required to keep copies of IDS. As a matter of privacy it is suggested you do not. Your journal contains all the info you must have on file. However that is for general Notary work.
DMV agents are required to keep copies of all documentation including ID photocopies for five years. Signing Agents again do not have and should not keep copies of ID'S.
I hope this helps.
Barbara A. Sonafelt
Certified Notary Instructor
The Notary Academy
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Reply by DianeCipa on 8/30/08 9:52am
Msg #262713
notaries employed by a title agent
Employee closers should obtain and retain - for the benefit of their employer - legible copies of photo ID which would reside in the title file and separately from the personal notary log.
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Reply by Michelle/AL on 8/30/08 7:01am
Msg #262690
This is my last question on this subject. I promise!
So....what is it about PA residents/title holders that makes the DMV require this extra step that other states do not require? Is fraud of this sort more rampant? What gives?
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Reply by BrendaTx on 8/30/08 7:31am
Msg #262694
By comparison to PA, Texas doesn't require
a notary any longer to transfer a title from one to another.
Or, at least they didn't last year when I bought my dad's little truck from my stepmother. She signed it over, I took it to the tax-accessor's office, I signed and a new title was issued. I had to pay the sales tax of around $xxx. That was it.
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Reply by HARRY_PA on 8/30/08 8:41am
Msg #262702
Re: This is my last question on this subject. I promise!
Michelle:
There is no extra step, just a different direction. Our department of transportation does not operate offices to transfer titles and registration of vehicles. Instead they have a network of "agents" who complete all the paperwork and collect sales tax, title and registration fees. If you come to my location I calculate the tax and fees and have you make a check out to the state for the totals which I submit directly. If needed I issue a license plate. I then charge a fee for my services. Agents are businesses and auto clubs (AAA) that employ a notary. If you need any more information send me a pm or give me a call. Enjoy this holiday weekend and celebrate you labor.
Harry
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