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4/18/19
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Today’s Agenda
Overview
• TheLaw• WhatisaNotary?
Core
• TheNotarialActs• SatisfactoryEvidenceofIDandOtherJuicyTopics
IssuesAreas
• DisqualifyingInterest• ElectronicNotarizations• UnlawfulPracticeofLaw,Etc.
NextSteps
• Testing• Application• Supplies
V.10.7
Sources For This Presentation
NotaryHandbook
ColoradoAdminLaw
RULONAComments
RULONA
• RevisedUniformLawonNotarialActs• ModelLawForStatestoFollow• PromotesHarmonization
RULONA
• Unlocksthemeaningoflaws• Givesinsightintodrafter’sviews
Comments
• CarbonCopy• SomeModificationsThatWeHighlight
ColoradoLaw
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What Is A Notary?
• “Officer”• OfficeoftheNotaryPublic
AQuasiPublicOfficial
• Deputized• ResponsibletothepeopleoftheStateofColorado• Notacustomeroremployer
WorksForTheSecretaryofState
• OnlywithinthefourcornersofColorado–Noreciprocalagreements• Notarizeforanyonewithinthestate,whereverinthestate• 4Years
JurisdictionalBoundaries&Term
Core Functions
• Thirdpartydisinterestedwitnessineverytransaction
ActAsAnUnbiasedWitness
• Isthepersoninfrontofyouiswhoshesayssheis?• Satisfactoryevidenceofidentification
VerifySigner’sIdentification
• Isthesignerbeingcoercedorpressuredintoparticipating?• Isthesignerlucid?
AssesWillingnessofSignertoParticipate
• 15.4millionpeopleexperiencedidentitytheftin(2016)• Quitclaimdeeds,wills,powerofattorney,releaseofdeedoftrust
FirstLineofDefenseAgainstFraud
NotresponsibleforContentsofdocument
Qualifications Atleast18yearsofage
CitizenorpermanentresidentoftheUSAorlawfullypresentintheUS
BearesidentorhaveaplaceofemploymentinColorado– OneoftheaddressesneedstobeinColorado
BeabletoreadandwritetheEnglishlanguage
Notdisqualifiedtoreceiveacommission– Notconvictedofafelony,misdemeanorinvolvingdishonestyinpastof5years,neverhadanotarycommissionrevokedinanystate
NoFindingofAdmissionofLiabilityinacivillawsuitbasedonnotary’sfraud,deceitordishonesty
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The Major Notarial Acts
• UnswornToStatementsAcknowledgments
• SwornToStatementsOaths&Affirmations
• NoSwearing.BasicDocumentComparison.CopyCertifications
The Not So Major Notarial Acts
• Merelyconfirmingasignature
• Similartoanacknowledgment
SignatureWitnessing
• NegotiableInstruments
• EmployeeoffinancialinstitutionsProtests
• LegalProceedings
• Verbaloathsstillmustberecordedinjournal
SwornTestimony&Depositions
Physical Presence
Always Required
No Exceptions
Remote Notarization
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“Satisfactory Evidence”
Satisfactory Evidence of
Identity
Personally Known to
You
Gov’t Issued ID
Credible Witness
Personally Known
• Mustknowfirstandlastname
Knowtheclient
SeenIdentificationspreviously
“SufficientDealings”
Gov’t Issued Identification
• Passport, driver’s license or gov’t issued non-driver ID only.
• May not be expired more than one year from date of notarization.
• Foreign identification accepted.
Type 1
• Gov’t issued. • Contains only the individual’s signature or picture. • Same expiration rule. • Must be satisfactory to the Notary. • Military ID
Type 2
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Secure & Verifiable Identification
• PreferredformofID
Picture&Signature
• Coloradodriver’slicense• USPassport• MilitaryID• Driver’slicensefromotherstates
CommonFormsofID
• Birthcertificate• Rentorutilityreceipts
NotID
• Notarymayrequestadditionalidentificationtoverifycustomersidentity
AdditionalID
Credible Witness
• Personallyknownto(sufficientdealings)• IdentifiedthroughType1ID(notType2)
IdentifytheCredibleWitness
• CredibleWitnesspersonallyknowstheclient• Clientisthesamepersonwhosenameappearsinthedocument
WrittenStatement–VerificationonOathorAffirmation
• Twojournalentries–oneforthecrediblewitness,oneforthesigner
NotaryJournalEntryRequired
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Right To Refuse
• Doubts whether the signer is competent or has the capacity to understand the significance of signing the document
Reason1
• Signer is not acting voluntarily
Reason2
• Bad ID or no ID • Document Is illegal • Record in journal
Other Reasons to Refuse
Acknowledgments
• The individual is signing the [document] for the purposes stated in the [document] • Signer not saying contents of documents are truthful or accurate
Defined
• The signer has the identity claimed • The signature on the document is the signature of the individual appearing before the notary
What the notary is certifying
• Doyouacknowledgeanddeclarethatyouunderstandthisdocumentandhavesigneditvoluntarilyforthepurposesstatedinit?
• Was this document signed by you?
Declaration of the Signer
• Examples: contracts, deeds, agreements, powers of attorney, etc. • The notary does not need to witness the signature. May be pre-signed
Unique Qualities
Acknowledgment Certificate
State of Colorado ) ) ss.
County Of Denver ) This record was acknowledged before me on May 1, 2019 by Kristin Davis. Andrew Whitfield Notary Public [Stamp] My Commission Expires: ______________________
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Oaths & Affirmations
• Signer swears to or affirms that the statements in the document are true and accurate.
• Examples: affidavits, applications, etc.
Defined
• The signer signed the document in the physical presence of the notary • The signer appeared before notary on the date stated in the notary
certificate • The notary verbally administered and oath or affirmation • The signer swore to of affirmed the contents of the document
What the Notary is “Certifying”
• “Sworn to” “Affirmed by” “Affiant” “Under penalty of perjury” • Witness signature of client
How to Identify & Unique Qualities
Oaths - Trigger Language
“Do you solemnly swear that the contents of this document are true and accurate, so help me God?”
Oath
“Do you affirm under penalty of perjury that the contents of the foregoing document are true and accurate?”
Affirmation
Deity
Perjury
Oath/Affirmation Certificate
State of Colorado ) ) ss.
County Of Denver ) Signed and sworn to (or affirmed) before me on January 31st by Kim Cattrall. Andrew Whitfield Notary Public [Stamp] My Commission Expires: __________________
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Signature Witnessing
• Witnessingthesignatureofanidentifiedindividual• Nodeclarationthatitissignedforthepurposesstatedinthedocument
• Nostatementthatthecontentsofdocumentaretrue
SignatureWitnessing
• Personsigningtherecordhastheidentityclaimed• Signatureonthedocumentisthesignatureofthesigner
WhattheNotaryisCertifying
Signature Witnessing Certificate
State of Colorado ) ) ss.
County Of Denver ) Signed before me on January 31st by Cynthia Nixon. Andrew Whitfield Notary Public [Stamp] My Commission Expires: __________________
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Copy Certifications
• The notary has compared the copy with the original document, and• The notary has determined that the copy is a full, true, and accurate
reproduction of the original document (or item).
WhattheNotaryisCertifying
• Notary may not certify documents that can be obtained in Colorado from:• County clerk and recorder• Secretary of State• State archives• State office of vital records• Clerk of the court
WhatYouCan’tDo
• If can be obtained outside of Colorado, then may certify • Some federal documents say you can’t reproduce
UniqueQualities
Colorado Birth Record
Colorado Marriage Certificate
Colorado Divorce Decree
Secretary of State Records
Some federal documents
Nebraska Birth Record
Ohio Marriage Certificate
Michigan Divorce Decree
Utah State Records
Document Types
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Copy Certification Certificate
State of Colorado ) ) ss.
County Of Denver ) I certify that this is a true and correct copy of a record in the possession of Cynthia Nixon. Dated July 1, 2019. Andrew Whitfield Notary Public [Stamp] My commission expires: ______________
Copy Certificate Process
Client gives you original document
Step 1 Record in Journal
Step 2 Compare copy with original
document
Step 3 Add notary certificate
Step 4 Complete notarial
certificate
You make copy You are provided with copies
BestPractice-Notarymakesthecopyherself
What's Next
• Requiredforeverynotarization
NotaryCertificates(24-21-515,C.R.S.)
• Therequiredfields
Journaling(24-21-519,C.R.S.)
• Requiredelements
Stamps(24-21-517,C.RS.&24-21-518,C.R.S.)
ElectronicNotarization(24-21-520,C.RS.)
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Notary Certificates24-21-515, C.R.S.
• Executedcontemporaneouslywiththenotarization• Ifnotpresent,mustbeadded• Notariesdonotchoosecertificates–practicinglaw
Required–NoException
• Titleofthedocument,towhomwasissues,whoissigning,onwhatdate,etc.
AdditionalInfo–Recommended
• Mustbesecurelyattached
ShortFormCertificates
Notary Certificates24-21-515, C.R.S.
RequiredElements:• CountyandState• TypeofNotarialAct• DateofAct• OfficialSignatureoftheNotary
• TitleofOffice• CommissionExpiration• Stamp
Notary Journal24-21-509, C.R.S.
• Paper• Electronic
Type
• Date&timeofnotarialact• DescriptionofRecord• TypeofNotarialAct• FullName&Addressofclients• Signature• TypeofSatisfactoryEvidenceofID–Personallyknown,crediblewitness,oridentification.• FeeCharged
RequiredFields
• Getthesignaturefirst• TypeofIDbutnotthenumber• Recordcancellednotarizations
BestPractice
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Notary Journal Rules24-21-519, C.R.S.
• Writtenandverbal• Requiredforactsthatarenotperformed
RequiredforEveryNotarialAct
• Responsibleforsecurityofjournal• Onejournalpernotary–nocommunityjournals
JournalOwnedbytheNotary
• NotifySecretaryofStateinwritingwithin30daysofdiscoveringthatitismissing
LostorStolen
Duty to Disclose24-21-519, C.R.S.
• Anymemberofthepublicuponwrittenrequest• Secretaryofstatewithoutrestriction• Peaceofficerswithoutrestriction
WhoCanSeeTheJournal
• Mustbeinspectedwithinyourphysicalpresence• Redactpersonallyidentifiableinformation
WhenDisclosing...
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Step 1 Step 2 Step 3
Request
Submitted in
Writing
Record Request in
Notary JournalCharge Fee
Written request must include Noticing a trend here? $5
Name of parties to the document
Type of document
Month and year of notarization
For every certified entry
Disclosure Process for Public24-21-519, C.R.S.
Notary Journal - Resignation24-21-519, C.R.S.
• Mustkeep10yearsfromdateoflastnotarization• Uponresignation,musttellSOSwhereitis
10YearRetentionRule-Resignation
TransmittoStateArchives
• Inherentrisks–Lost,stolen,misfiled
LeaveifwithFirmorEmployer
TellSOSWhereItIsLocated
Notary Journal Exception24-21-519, C.R.S.
• Thenotary’sfirmoremployerretainstheoriginalorcopyintheregularcourseofbusiness
• Thenotarizeddocumentmustcontainalltheinformationotherwiserequiredtoenteredintothejournal
RegularCourseofBusinessException
• Liabilityexposure• Responsibleforlost,misfiled,destroyedorunrecoverablejournalentries.
BadforTheNotary
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Notary Stamp Rules24-21-517, C.R.S. & 24-21-518, C.R.S.
• Responsibleforsecurityofstamp• Stampbelongstonotaryregardlesswhopaidforit• NotifySecretaryofStateinwritingwithin30daysofdiscoveringthatitismissing
StampOwnedbytheNotary
• Renewing–Needanewstampbecausethedateofexpirationchanges
• ResignationorExpiration-Notarymustdisablestampingdevice• “Destroying,defacing,damaging,erasingorsecuringitagainstuseinamannerthatrendersitunusable.”
Renewing,ResignationorExpiration
Notary Stamp24-21-517, C.R.S. & 24-21-518, C.R.S
JAMESTIBERIUSKIRKNOTARYPUBLIC
STATEOFCOLORADONOTARYID2008401XXXX
MYCOMMISSIONEXPIRESAPRIL7,2022
Namesubmittedonapplication
EmbossersnotpermittedRoundstampsnotpermitted
MustbeRubber
Ifyouorderedastampfromus,itlooks
exactlylikethis
Electronic Notarization24-21-520, C.R.S.
• Allowsyoutonotarizeanelectronicdocument(i.e.,adocumentonthecomputer)
WhatItIs
• PhysicalPresencemustbemet• Musthaveanotarycertificate• Mustwitnesstheelectronicsignature• Record“ElectronicNotarization”inyourjournal
LikeANormalNotarization
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How It Works
• Electronicequivalentofyournotarystampandelectronicsignature
• DAN’sprovidedbytheSecretaryofState• RecordDANusedinnotaryjournal
DocumentAuthenticationNumbers(“DANs”)
20091234567-XXXX
YourcommissionIDnumber DANassignedbytheSOS
ENotaryCertificateExample
Edgar Smithson 422 Rocking Horse Drive Evergreen, CO 80439
07/19/2016
To Whom It May Concern:
I am the parent of Sam Smithson and I do hereby give my permission to and appoint Pamela Gaulstein as temporary guardian(s) of my minor child(ren) during the time period August 1, 2016 through August 18, 2016 only to make any and all necessary decisions about my child(ren)’s health care. Said temporary guardian(s) shall have all of the rights to choosing and authorizing medical treatment for my child(ren) during this time period as I have as a parent.
Sincerely,
Edgar Smithson
STATE OF COLORADO
COUNTY OF JEFFERSON
In Evergreen, on the 19th day of July, 2016, before me, a Notary Public in and for the above state and county, personally appeared Edgar Smithson, known to me or proved to be the person named in and who executed the foregoing instrument, and being first duly sworn, such person acknowledged that he or she executed said instrument for the purposes therein contained as his or her free and voluntary act and deed.
Lando Mulrooney NOTARY PUBLIC STATE OF COLORADO Document Authentication Number My Commission Expires 02/03/2020 20161987305 – 5863 My Notary ID: 20161987305
More Requirements
• Mustbeacurrentlycommissioned“wet”notary• E-notarycommissionexpiresatthesametimeasyournormalcommission
• Mustapplyseparatelybutit’sfree• Mustusea“tamper-evidenttechnology”andlettheSOSknowwhichyouselect
• YourelectronicsignaturemusthaveyourofficialnameandnotaryIDnumber
TheList
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Issue Areas
Liability–Remedies&Insurance(24-21-523,C.R.S.)&(24-21-531,C.R.S.)
DisqualifyingInterest–Whenyoucan’tdothenotarization(24-21-504,C.R.S.)
NoBlanksrequirement– UniquetoColorado(24-21525(7),C.R.S.)
ForeignLanguageDocuments– Contentsofthedocumentdon’tmatter
PersonsAtRisk– Elderly
PetitionCirculatorDocuments–WeirdIDrequirements
UnauthorizedPracticeofLaw– Notpermitted(24-21-525,C.R.S.)
Liability
• Administrativecompliancefailure
Administrative
• Damages• Occurbecauseofnotarymisconduct
Civil • Fraud• Forgery
Criminal
Remedies24-21-523, C.R.S.
• Deny• Refusetorenew• Imposeconditionsonreceivingacommission• Suspend–Conditionscanbeattached• Revoke–Hearingrequired–ResignationProcedures
SecretaryofState’sPowers–DisciplinaryHearings
• Mereclericalerrors• Nodisciplinaryactionrequired–Letterplacedinfile
LetterofAdmonishment
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OFFICIAL MISCONDUCT24-21-531, C.R.S.
• NotaryknowinglyandwillfullyviolatesRULONA• Guiltyofclass2misdemeanor• Civilremediesexpresslypermittedbythestatute
WhenitOccurs
• Signerisnotphysicallypresent• Notarizationsarepredatedorpostdated• Notarycertificateprefilled• Robo-signing–assemblylinenotarizations
Examples
• Notaryandthesuretycompanyresponsibleforalldamagescausedbytheofficialmisconduct
Remedy
Insurance
• Somecompanypolicieswillcovernotariespublicfornotarizationscoveredattheworkplace
• RULONAexpresslypermitsit
NotRequired
• Protectsthepublicagainstfaultynotarizations
Bonding
• Protectsthenotary• Inexpensive.$52for$10,000policyforfouryears(sorryaboutthat–saidthewrongnumber!).
• Nodeductible.
Errors&OmissionsInsurance
Notary Investigations
• Submittedbymemberofthepublic• Physicalpresence,blanks,incorrectnotarialcertificate,etc.
UponSignedComplaint
• AnotarizeddocumentreceivedbytheSecretaryofState• Authenticationsandnotaryapplicationnotarizations
UponInitiativeoftheSecretaryofState
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Disqualifying Interest24-21-504, C.R.S.
• Spouse• Partner• Ancestor(likegrandparents)• Descendent(likechildren)• Sibling• In-laws• Friendsandcolleaguepermitted
NoFamilyMembers
• Can’tbenefit(beyondthefeeforperformingtheservice)• Can’tbenamedinthedocument• SecretaryofStatesays:“[W]econsidernotariestohaveadisqualifyinginterestunderthestatutewhentheystandtoreceiveanybenefitoradvantageintheirownperson,andasanaturalandforeseeableresultofthenotarizeddocumentitselfortherelieforactionsoughtbyit.”
NoNotaryBenefit
No Disqualifying Interest 24-21-504, C.R.S.
• Eventhoughsalaryisgivenforperformingnotarizations,nobeneficialinterest.
NotarizationsAtWork
• Ifnodirectbeneficialinterest,mayperformnotarizationsforclients.• Feesderivedfordraftingadocumentorrepresentingaclientarenotdirect.
AttorneysandClients
• Notarizationsdoneonbehalfofthebusinessarepermitted.• Thebusiness“benefits”
FamilyBusinessesNewInterpretation
No Blanks Requirement24-21-525(7), C.R.S.
• NotpartoforiginalRULONA• NoComments
UniquetoColorado
• “Anydocumentwithablankinitthatmightbefilledinafterthetimeoftheclient’soathto,oracknowledgmentof,thatdocument”
Defined–SecretaryofState
• Sectionsthataremeanttobecompletedbyotherparties• Deeds,parentingplans,etc.• Clientshouldinitialanddatethoseareas
LargeUnfinishedAreas
• Doesnotaffectthecontentsofthedocument• Detailednotarycertificateandjournalentry
SignatureBanks
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Foreign Language Documents
NotaryCertificatemustbeinEnglish
Thenotarymustunderstandthenotarialcertificate
SpeakTheLanguageoftheSigner
Thenotarymustbeabletocommunicatewiththesigner
ContentsofDocumentAreNotImportantNo3rdPartyTranslators
Notarycannotnotarizeherowntranslationofadocument
and
Persons At Risk
• Suchalossofmemory,judgment,language,complexmotorskills,andotherintellectualfunction-causedbythepermanentdamageordeathofthebraincells.
Dementia
• Wills• PowersofAttorney• RealPropertyInstruments• QuitClaimDeeds
PowerfulDocuments–HighPotentialforFraud
Rememberrightofrefusal!
Persons At Risk Process
IfBasicAwarenessandWillingnessisNotPresent,Refuse
EngageinConversation
AskClientifTheyUnderstandtheDocumentThatTheyAreSigning
AskFamilyMemberstoLeavetheRoom
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Petition Circulator Rules
• CirculatorMustCompleteAffidavitinfull
• ColoradoDL,USPassport,Utilitybill,
bankstatement,etc.• IDmustcontainaColoradoaddress• PersonallyKnownisnotacceptableID• NotaryPetitionstrainingcourse
• Detailednotaryjournalentry
TypeofIDPresented
Circulator’sSignatureanddate(inyourpresence!)
Unauthorized Practice of Law24-21-525, C.R.S.
• Unlessyou’reanattorney,youmaynotadviseclientsinanywayshapeorform
BigTestingArea
• Don’tadviseclientswhattypeofnotarialcertificatetouse• Don’t“draw”legalopinions• Don’tadvertisethatyou’reanexpertonimmigrationmatterswithoutadisclaimerthatyou’renotanattorney
• Don’tassistpeopleindraftinglegalmemoranda• Don’tgivelegaladvice
TheDoNotList
Winding Up
EthicalResponsibility
ResignationProcedures
ClericalDuties
State’sTest
NotaryApplicationProcess
HowToGetYourTrainingCertificate
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Ethical Responsibility
• SOSencouragesnotariestoprovidethenotarization• Checkwithyouremployeraboutpublic&privatenotarization• Developacompanypolicy–askusforemployerhandbookrecommendations
Lawful&ReasonableRequest
• ReferredtoCivilRightsCommissionbySOS
Discrimination
• Ifyourefuse–record
RecorditInYourJournal
Resignation Procedure
Choose, Lapse or Die
Step1Disposeofyournotarystamp
Step2Sendjournaltostatearchives
Step3TellSOSwhereyourjournal
canbefound
LogintoSOSwebsiteandcompleteform Sendaletterofresignation
Recommended
Clerical Duties
• Namechanges• Residenceaddresschanges• Businessaddresschanges• Losejournal• Losestamp
InformtheSecretaryofStatein30days
• Commissionrunswiththenotary• Suppliesbelongtothenotary
LeavingPlaceofEmployment
Renew90DaysBeforeCommissionExpires
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Get Your Testing Certificate
PrinterCertificateofCompletion
CompletetheExam
Select“ColoradoNotaryPublicExaminationand“EnrollNow”
Click“Catalog”
Gotohttp://cosos.learnercommunity.com
New Notary Application Process
Iwanttobecomeanotarypublic
Step1CompleteOnlineApplication
Step2Waitforemailwithnotarycommissioninformation
Step3LogintoCNSaccountandprovide
uswithstampinformation
CompleteNotaryTraining.Gettrainingcertificate
TakenotaryexamonSOSwebsite.Gettestingcertificate
Getaffirmationformnotarized MakephotocopyofID–frontandback
Tip:Useapersonalemailaddress
Renewing Notary Application Process
IWanttoRenewmyNotaryCommission
Step1LogintoSOSSite
Step2Waitforemailwithnotarycommissioninformation
Step3LogintoCNSaccountandprovide
uswithstampinformation
CompleteNotaryTraining.Gettrainingcertificate
TakenotaryexamonSOSwebsite.Gettestingcertificate
Getaffirmationformnotarized MakephotocopyofID–frontandback
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Get Your Training Certificate
CompleteTheQuiz
90Days
MockTest
One-Sheets
RULONAandtheState’snotaryexamareconstantlyevolving.ThefollowingOne-sheetswillgiveyoutheinformationyouneedtoknowtopasstheState’sexam.Onceyou’vepassedtheexam,subscribetoournewsletter(undertheResourcestab)tostayuptodateonthelatestchanges.CurrentOne-Sheets• ElectronicNotarizations• DisqualifyingInterest
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