What is a Copy Certification by Document Custodian?

This is a notarial act where the person (the custodian) who owns or holds the original document signs an affidavit in the presence of a notary public, testifying that the attached copy is a true, correct, and complete replica of the original document.

Why can't a notary just stamp the copy and certify it?

In Colorado, the law prohibits a notary public from certifying copies of public records. For other documents, the official method is the Copy Certification by Custodian, which shifts legal responsibility for accuracy to the document owner.

What documents cannot be certified by a custodian affidavit?

You cannot use this process for official public records. This includes birth, marriage, and death certificates, drivers' licenses, passports, deeds, or vehicle titles.

Do I need to provide the affidavit form?

Yes, in most cases. It is best practice to bring the specific affidavit form required by the receiving organization to ensure it meets their exact legal requirements.

Copy Certification by Document Custodian | Northern Colorado Notary

Colorado Compliance Guide

Copy Certification by
Document Custodian

In Colorado, Notaries certify copies through a specific **Custodian Affidavit** process. We help you navigate the legal requirements for verifying copies of your important records.

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01. How It Works

The Notary doesn’t certify the document directly. Instead, they perform a Jurat (oath/affirmation) on a sworn statement where you (the custodian) verify the copy.

Appear before the Notary with the **Original** document and the **Copy**.

The Notary administers a formal **Oath or Affirmation**.

You sign the affidavit swearing the copy is a **true, correct, and complete** reproduction.

Applicable Documents

✅ Bank Statements
✅ Diplomas & Transcripts
✅ Business Contracts
✅ Employment Records

⛔ Critical Exclusions

Notaries cannot certify public records. These must be obtained from the issuing government agency:

Birth/Death Certificates • Marriage Licenses • Deeds • Vehicle Titles • Passports

Mandatory Preparation

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Original in Hand

The Notary must visually inspect the original against the copy during the act.

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Provide Your Copy

Please bring the high-quality copy you wish to have certified. I cannot provide copying services.

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Specific Forms

It is best to bring the specific affidavit form requested by your receiving institution.

Common Questions

Why can’t a notary just stamp the copy?

Colorado law shifts the legal responsibility for a copy’s accuracy to the document owner. By notarizing your signature on an affidavit, we ensure the process follows state-mandated protocol while protecting the integrity of public records.

What if I don’t have an affidavit form?

I can provide a standard Colorado-compliant Custodian Affidavit form if needed, though we highly recommend checking if your university, bank, or foreign government requires their own specific wording first.

Is this the same as an Apostille?

No. Copy Certification is a notarial act. An Apostille is an additional authentication from the Secretary of State for documents being sent abroad. This certification is often the first step in the Apostille process.

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