Procedure for making and destroying the notary's seal

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The notary self inking stamp is the main instrument of an authorized person certifying the validity of certain documents. The notary has at his disposal a personal seal bearing an image of the State Emblem, special stamps for certifying inscriptions as well as a qualified electronic signature.

On the legislative level there are special rules relating to the making of notary stamp order, using and destroying of notary's seal, which allows avoiding negative consequences of negligence, including stealing of seals or making exact copies of them for criminal intents.

Procedure and peculiarities of making the notary's seal

The production of the coat-of-arms seal is performed exclusively in a centralized manner by a single notary stamp office depot determined in advance by the Chamber of Notaries. In addition to the image of the coat of arms, the seal must contain data about the owner, including initials, surname and position as well as the name of the office or the place of private practice.

Such a notary stamp and seal package is created only in a single copy. Copying is strictly prohibited, which is enshrined at the legislative level. Violation of this rule may lead to litigation, as a result of which fines and other penalties may be applied.

In order to make or replace notary stamp it is necessary to comply with all the requirements of GOST. The seal must contain protective elements, excluding the possibility of creating an exact copy of the stamp. Mandatory security elements include black and white micro-texts with a special arrangement, fine lines and small details with half-tone screen.

In addition to the protections required by current standards, additional security measures can be taken, including small geometric shifts that imperceptibly distort the correct shape, as well as changes that mimic the natural defect of the rubber. Specially created unique fonts containing slightly altered letters can also be used. Also, secret security marks may be included in the overall image structure, indicating the specific manufacturing equipment, which cannot be seen or faked.

The surface of the printing parts must be perfectly smooth. Printed parts must not contain any visually detectable defects, including scratches or scars. Minor inaccuracies are permissible, which can only be detected using a fifteen-fold magnifying glass.

Only blue, violet or blue colors are used for self inking notary stamps. The stamp must be rounded and its size must be 44 mm with an accuracy of 1 mm. Seals are produced in accordance with the State Standards.

Peculiarities of using and keeping the seal

The notary must use a custom notary seals and stamps with the coat of arms of the Russian Federation to certify the following documents:

1. Notices to representatives of the authorities;
2. Documents for certifying the actions performed;
3. Requests for necessary data;
4. Various acts;
5. Copies of inheritance files;
6. Deeds of amendments and alterations to the registry;
7. Other documents prescribed in the general list of rules and standards.

Under the notary's personal seal regulations, the owner of a seal with a coat of arms is required to ensure its safekeeping and the necessary storage conditions. The probability of the seal being lost, damaged, stolen or accessed by third parties must be reduced to zero. The owner is responsible for the seal with the Russian Federation's coat of arms until it is destroyed. The loss or damage of the personal seal, as well as non-purposeful access to it by third parties are considered disciplinary violations and lead to serious consequences, including heavy fines.

Procedure for destroying the notary's seal

The notary embosser stamp must be destroyed in the following situations:

• Change of the notary's name or surname;
• Defects in the seal;
• Change of notary's place of work or change of other data displayed on the seal.

Upon occurrence of the circumstances described or other circumstances provided for by the rules, the notary shall notify the territorial bodies of justice and pass them the round notary stamp for destruction.

The destruction procedure shall be arranged according to the following procedure:

The destroyed copy of notary public stamps and seals shall be handed over to the person responsible for organizing the destruction.

The judicial authorities shall issue an order to form a special commission, which will be responsible for carrying out further processes. The commission shall be composed of at least three employees, who shall be authorized accordingly.

The custom notary stamps to be destroyed are included in a special act, which must contain all the names, their exact number, numbers of copies, detailed data on registration, as well as the method of destruction.

An additional reproduction of the impressions of the notary stamps and seals to be destroyed shall be obligatory.

No changes or amendments may be made to the act of destruction of the notary seal template. The selected commission carefully verifies the compliance of the number of surrendered seals with the number prescribed in the act. Particular attention is paid to the data provided about each seal and the reproduced impression, in order to avoid inclusion of inappropriate copies in the total number of stamps to be destroyed instead of the real ones.

Strict requirements for making, operating and even destroying the notary's personal seal containing the image of the Russian Federation coat of arms are a necessary protective measure to prevent fraud and forgery. The documents certified by the notary have legal force and negligence in handling the seal can be used by malefactors for criminal purposes. Therefore, any violation of the procedure for making, keeping or destroying seals entails serious administrative penalties.

Date of publication 2022-12-19

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