How Notaries Prevent Identity Theft

Introduction

Identity theft is one of the fastest-growing crimes in the United States — especially in real estate, banking, estate planning, and financial transactions.
Fortunately, notaries serve as one of the strongest lines of defense against fraud by verifying identity, documenting signings, and ensuring that every signature is genuine and voluntary.

Here’s how notaries protect you, your documents, and your personal information from identity theft.

1. Strict Identity Verification Before Every Notarization

The first and most important step a notary takes is verifying your identity.
This prevents imposters, scammers, and fraudsters from signing documents using someone else’s name.

 Acceptable forms of ID include:

• U.S. driver’s licenses

• State-issued ID cards

• Passports (U.S. and foreign)

• Military IDs (where allowed)

• Permanent resident cards (in many states)

The ID must be:

• Current (not expired, in most states)

• Government-issued

• Contain a photo

• Contain a signature

If your ID looks altered, damaged, or suspicious, the notary is legally required to refuse the notarization — protecting you from identity theft.

2. Notary Journal Entries Create a Permanent Record

Most states require or strongly encourage notaries to keep a journal of every notarization.
The journal acts as a time-stamped, tamper-proof record of who signed what and when.

A typical journal entry includes:

• Date and time

• Name of signer

• Type of document

• Type of ID used

• ID number (or partial/last digits depending on state law)

• Address or contact information

• Thumbprint (required in some states for deeds and real estate)

• Any unusual circumstances

If fraud occurs later, the journal provides evidence that helps investigators identify:

• Who actually appeared

• Whether the ID was legitimate

• Whether the signature was forged

This protects both the signer and the integrity of the transaction.

 3. Tamper-Evident Seals Prevent Document Alteration

After verifying identity and witnessing the signature, the notary applies their official seal or stamp.

This seal:

• Ensures the document hasn’t been altered after signing

• Contains traceable information (commission number, state, date)

• Adds legal credibility

• Helps detect fraudulent copies

The seal makes it nearly impossible for someone to replace or forge pages after the notarization has taken place.

4. Remote Online Notarization (RON) Adds Advanced Digital Security

Remote Online Notarization is one of the safest notarization methods due to multi-layered digital identity checks.

RON platforms use:

 1. Credential Analysis

The system scans your ID to verify authenticity, detect tampering, and match security features.

 2. Knowledge-Based Authentication (KBA)

You must answer personal background questions that only you should know (from credit or public records).
Example:
“Which of these addresses have you been associated with?”

 3. Biometric Verification

Some platforms use facial recognition to match you to your ID photo.

 4. Encrypted Video Recordings

The entire notarization session is recorded, creating a digital audit trail that cannot be erased or edited.

 5. Tamper-Sealed Digital Certificates

Completed documents include tamper-evident digital signatures to ensure nothing is changed afterward.

RON technology makes identity theft significantly harder than traditional, paper-based fraud.

 5. Impartiality and Refusal Rights Help Stop Fraud Early

Notaries must remain neutral and have the authority to refuse a notarization if they suspect:

• Coercion

• Forgery

• Impersonation

• Incomplete or altered documents

• The signer does not understand what they’re signing

• The ID doesn’t match the person

This power to decline a notarization is one of the most effective tools for preventing fraud before it happens.

 6. Protecting Your Personal Information

Notaries take steps to keep your personal information secure:

• Journals are stored safely (some states require locked storage)

• Digital documents are encrypted

• IDs are not photocopied unless legally permitted

• Sensitive data is never shared

• RON recordings are stored securely by the platform

This ensures your identity is protected long after the notarization is complete.

Conclusion

Notaries are more than document witnesses — they are trained fraud preventers who use strict ID checks, journal records, tamper-proof seals, and advanced online verification to safeguard your identity. Whether signing real estate documents, financial forms, or personal paperwork, notarization adds a powerful layer of protection you won’t get anywhere else.

At Looking Glass Runners Notary, we use the highest standards online notarization to keep your documents secure and your identity protected.