OR Notary flashcards

32 cards. Read the term and the definition here. The deck at the top of this page is optional.

Acknowledgment

A notarial act in which the notary certifies that a signer personally appeared, was identified, and acknowledged voluntarily executing the record for its stated purpose.

Jurat

A notarial act in which the notary certifies that the signer personally appeared, signed the record in the notary's presence, and took an oath or affirmation.

Personal appearance rule

A notary may notarize only when the signer is physically present before the notary, except for a remote online notarization conducted with approved audio-video technology.

Notarizing own signature

A notary is prohibited from notarizing the notary's own signature, or any record in which the notary is a party or holds a direct beneficial interest.

Notary screening duty

Before acting, the notary must confirm that the signer appears willing, aware, and free of coercion; if not, the notary must decline to perform the notarial act.

No legal advice rule

A notary may not explain legal effects, select a certificate to achieve a legal outcome, or draft documents for others, because those activities constitute the unauthorized practice of law.

Copy certification limits

A notary may certify a copy only when the law authorizes that act; records held by a public office must be copied by the office that holds them.

Oregon notary commission term

An Oregon notary public commission lasts four years and expires on the date printed on the commission certificate and on the notary's official stamp.

Commissioning authority

In Oregon the Secretary of State commissions, renews, suspends, and revokes notaries public and assigns each commissioned notary a commission number.

Notary minimum age

An applicant for an Oregon notary commission must be at least 18 years old and must be able to read and write the English language.

Residency qualification

An Oregon notary must reside in Oregon or in an adjacent state while maintaining a place of employment or practice within Oregon.

Effect of expired commission

A notarial act performed after the commission expires is invalid, and the person must be recommissioned before performing any further notarial acts.

Change of address duty

A notary must notify the Secretary of State of a change of legal name or address within the period set by rule so the commission record stays accurate.

Notarial certificate

The written statement, signed and stamped by the notary, documenting the notarial act performed, including venue, date, signer name, and the act certified.

Venue statement

The certificate's venue names the state and county where the notarial act was performed, for example State of Oregon, County of Multnomah.

Acknowledgment short form

The short-form acknowledgment states that the named person personally appeared on a given date and acknowledged executing the record before the notary.

Jurat certificate wording

The jurat certificate states that the record was subscribed and sworn to or affirmed before the notary on the stated date by the named signer.

Loose certificate

When a record has no certificate or an incorrect one, the notary attaches a separate certificate that correctly describes the act actually performed.

Signature name match

The notary must sign the exact name shown on the commission, and the official stamp must bear that same commissioned name.

Refusal to notarize

A notary may decline any notarial act, including when the signer cannot be identified, appears coerced, or cannot satisfy the personal appearance requirement.

Journal entry contents

Each journal entry records the date and time, act type, record description, signer's name and address, identity verification method, fee, and the signer's signature.

Journal retention period

Oregon requires the notary journal to be kept for ten years after the last entry, secured against unauthorized access, and available for inspection by the Secretary of State.

Oregon stamp contents

The rectangular ink stamp shows the notary's name, the words Notary Public - State of Oregon, the commission number, and the commission expiration date.

Lost stamp reporting

A notary must report a lost, stolen, or misused official stamp to the Secretary of State and must not notarize again until a proper stamp is obtained.

Journal ownership

The journal belongs to the notary but is subject to subpoena and inspection; on death or resignation it is delivered as the Secretary of State directs.

Signer journal signature

The signer ordinarily signs the notary journal at the time of the act, creating a signature sample that can later be compared with the notarized record.

Remote online notarization

A notarial act performed for a signer who is not physically present, using real-time audio-video communication that satisfies the state's technology and identity-proofing requirements.

RON identity proofing

Remote identity verification typically combines credential analysis of a government-issued identification document with knowledge-based authentication or a live remote presentation of that document.

RON recording retention

The audio-video recording of each remote notarization must be retained for at least ten years and made available to the Secretary of State on request.

Electronic journal

A tamper-evident electronic record of notarial acts, regularly backed up, containing the same information as a paper journal and able to be produced for inspection.

Electronic certificate

The certificate for an electronic or remote act states that it was performed using communication technology and carries the notary's electronic signature and electronic stamp.

Notary location in RON

The notary must be physically located in Oregon while performing a remote notarization, although the signer may be located in another jurisdiction.