Certification by Document Custodian Form - Free Fillable PDF

Certification by Document Custodian Form PDF Details

A copy certification by a document custodian allows a person in possession of an original record to attest that a reproduced copy is true, correct, and complete. This process is separate from a notarized copy. The notary does not certify the content of the document itself. Instead, the notary only verifies the identity of the custodian and witnesses the custodian's signature on the certificate.

Who Can Serve as a Document Custodian

Any individual who has control over the original record may act as the custodian. This includes employers holding personnel files, school registrars with academic transcripts, medical offices with patient records, and individuals with personal documents such as birth certificates or passports. The custodian must have direct access to the original and be able to confirm the copy is faithful to it.

When This Form Is Required

Courts, government agencies, banks, and insurance companies often require certified copies of records. In states where a notary public cannot directly certify a copy of a document, the copy certification by document custodian serves as the accepted alternative. California, Florida, and several other states use this method to authenticate reproduced records without requiring the original to leave the custodian's possession.

Key Fields on the Certificate

The form typically includes the custodian's printed name, a description of the original document, the date of the copy, and a sworn statement that the copy is accurate. The custodian signs the certificate, and a notary public then notarizes the signature. The notary applies a seal and records the transaction in a notary journal, creating an official record of the act.