When does the retention requirement for audio-visual recordings not apply to notaries?

The retention requirement for audio-visual recordings does not apply to notaries while they are employed by a governmental entity because public agencies may have different regulations regarding the documentation of notarial acts. In these cases, the entities may have their own internal guidelines for record-keeping that supersede the general requirement for retaining audio-visual recordings.

Conversely, when notaries are engaged in private practice or using paper journals, they are typically obliged to adhere to the standard retention policies that govern their practice. The same applies to recordings that are less than five years old, as they fall within the usual retention requirements for notarial documentation. However, when a notary operates under the umbrella of a governmental body, the policies applicable to that position can lead to different practices concerning the recording retention.