Relating to disclosure under the public information law of certain contact information of a notary public that is maintained by the secretary of state.

Contracts

• Employment Agreements: Review agreements for roles requiring notary commissions. Clauses regarding "tools of the trade" or professional licenses should specify that the employer provides the physical address and email for the commission to protect the employee.
• Independent Contractor Agreements: If you utilize mobile notaries, verify that the address they have on file with the SOS matches the contact information in your vendor management system to ensure valid service of process.

Hiring/Training

• Onboarding Protocol: Update onboarding checklists for administrative staff. Prohibit the use of personal Gmail/Yahoo accounts or home addresses on the SOS Form 2301 (Application for Appointment).
• Remote Work Policy: For remote employees who notarize documents, you must designate a corporate HQ address or a dedicated P.O. Box for their commission. Do not allow them to default to their home address.

Reporting & Record-Keeping

• Roster Audit: Conduct an immediate audit of all active notary commissions within your organization. Identify any commission registered to a residential address.
• Corrective Filings: File Form 2302 (Change of Address/Name) with the Secretary of State for every employee currently using personal data. Do not wait for their commission renewal cycle.

Fees & Costs

• Administrative Costs: The primary cost is the administrative time required to audit rosters and file Form 2302s.
• Filing Fees: Budget for potential nominal filing fees associated with mid-term changes to notary records, though the primary impact is operational rather than fiscal.