The records shall be retained in a safe and secure manner, for five years following the date of the notarization.
A backup of the electronic records shall also be maintained for five years following the date of the notarization.
A notary can elect to store such recordings with a custodian, or a repository and such recordings may be stored separately from the journal if it is cross-referencing the place of storage and how the record is stored.
The original records and backup shall be protected from unauthorized use.
What happens to mail sent to the substitute address?
The Safe at Home Program will receive all first class and certified mail sent to the substitute address and then forward that mail to the participant at their designated mailing address.
What if I am not satisfied with my result?
If you disagree with the judge’s decision in your case, you may file a Petition for Reconsideration (PFR) or an appeal. Usually, a PFR is decided by the judge who initially heard your case. If you appeal an Initial Order, the case will go back to the agency where the case started for a decision and that agency will issue a Final Order. A Final Order (whether issued by the ALJ or the agency) may be appealed through the courts, usually starting with Chancery Court. All Initial and Final Orders will have specific information about how to file a PFR or an appeal. Different cases have different rules about when and where you can file a PFR or an appeal so you MUST check the Notice of Appeal Procedures attached to your order.
How can I contact the Judge to discuss my case?
If you wish to contact the ALJ assigned to your case, you may email the ALJ. However, you must also include the other parties in the case on your email. Failure to include the other parties in your email is inappropriate ex parte communications. If you do not have contact information for the ALJ assigned to your case, please contact APD.
What will I need to get a free photo ID from the Department of Safety and Homeland Security?
You will need:
Proof of citizenship (such as a birth certificate), and
Two proofs of Tennessee residency (such as a voter registration card, a utility bill, vehicle registration or title, or bank statement).
If your name differs from that on your primary ID, proof of the changed name (such as a certified marriage certificate, divorce decree, court order, etc.)
Learn more about the required documents at the Department of Safety and Homeland Security's Voter Photo ID page.
How can I check the status of my absentee by-mail ballot?
You must mail your ballot in time for your county election commission to receive it no later than the close of polls on Election Day.
You must return your ballot by mail (USPS, FedEx, UPS, etc.). Hand delivery or handing it to a poll worker during early voting or on Election Day is not permitted.
No, the State of Tennessee only offers notaries and remote online notaries.
What ID is required when voting?
Tennesseans voting early or on Election Day must bring valid photo identification with them to the polls. A driver's license or photo ID issued by the Tennessee Department of Safety and Homeland Security, by Tennessee state government or by the federal government are acceptable even if they are expired. College student IDs are not acceptable.
Visit the Department of Safety and Homeland Security's Driver Service Center Locations page for information about locations and hours, closure advisories, and self-service kiosks and online renewal.
What is the fee that can be charged for an online notarization?
Generally, hearing decisions are rendered within 90 days from the date the record closes, however, there are many exceptions based on the type of case and whether a rule or statute specifically addresses decision timelines. More specific information about when a decision will be made in your case may be discussed with the ALJ during your hearing.
Can I get a free photo ID card even if I have one of the other acceptable forms of photo ID?
No. If you already have a valid government-issued photo ID for voting purposes, the Department of Safety and Homeland Security will not issue a free photo ID to you.
What if I don’t have a photo ID?
You may obtain a free photo ID to vote from the Department of Safety and Homeland Security at any participating driver service center across the state. You may use the “express service” line at the driver service center to obtain your photo ID to minimize wait times. Visit the Department of Safety and Homeland Security's Voter Photo ID page for more information.
Where are APD cases heard?
APD conducts hearings and mediations in all 95 counties across Tennessee. These hearings or mediations may be held in-person, by telephone conference call, or by video conferencing, depending upon the case type and the needs of the parties.
Where is my hearing?
Information regarding the location for your hearing should be contained in your Notice of Hearing, Notice of Hearing and Charges, or Scheduling Order. If you cannot find that information, you can call APD to ask.
I already missed my hearing. Now what happens? Can I get another hearing?
If you missed your hearing, you can contact the opposing party or APD to ask about the status of your case. As a result of your absence, the ALJ may have already ruled that you are in default and dismissed the case. Or, the ALJ may have continued the hearing to another date. Either way, you should receive a written order explaining the ALJ’s ruling. If your case has been dismissed and you want to challenge that ruling, you can file a Petition for Reconsideration, explaining why you missed the hearing.
I can’t afford a copy of my birth certificate, so I can’t get a photo ID. Can I still vote?
Yes. If you cannot afford a copy of the documents required to obtain a free photo ID, you may sign a form stating under oath that you are indigent and have been unable to obtain an acceptable photo ID for voting without paying a fee.
I'm registered with multiple vendors; do I have to update my remote online notary information with all their information?
Yes, each vendor that you are utilizing their software to remotely notarize documents should be listed in your dashboard under your vendor technologies. You have the option to add new vendor technologies in your dashboard for free. The same documents are required to be uploaded.
When can I vote?
Find your early voting and Election Day polling place and hours in the GoVoteTN app.
What if I don’t bring a photo ID to the polling place?
If you don’t bring a photo ID, you will vote a provisional ballot. You will then have two (2) business days after Election Day to return to the election commission office to show a valid photo ID. Upon returning to the election commission office, the voter will sign an affidavit and a copy of the voter’s photo ID will be made to be reviewed by the counting board.
I have a driver license, but it doesn’t have a photo. Can I use it to vote?
No, but if you do not have another form of valid photo ID, the Department of Safety and Homeland Security will reissue your license with your photo for free upon request.
How do I apply?
The Office of the Secretary of State has developed an application form that must be used to apply for the program, which captures all required information and must be completed with the assistance of a Certified Application Assistant, who must also sign the application. The application must be submitted to the Safe at Home Program by a certified application assistant.
Yes, as long as it was validly issued by the federal or Tennessee state government and contains the name and photograph of the voter.
Do you offer hearings in other languages besides English? How can I participate in my case if I don’t speak English as my primary language?
APD does not offer hearings or mediations in other languages besides English nor does APD directly employ translators or interpreters. However, typically, the government agency involved in your case will provide an interpreter for a pre-hearing conference, mediation, or hearing if an interpreter is needed and requested. If you are having a hard time fully understanding all that is being discussed in your case, you should request that an interpreter be provided.
To request interpretation services, please notify the judge assigned to your case. If you do not yet have a judge assigned to your case, you can notify APD that you need translation services by emailing apd.filings@tnsos.gov or by calling 615-741-7008. Please note, if you call by telephone, APD does not have the ability to answer the call in other languages besides English.
Are participants able to be selected for jury duty?
Program Participants are not subject to selection for state or municipal jury duty. T.C.A. § 40-38-607.
Program participants should not appear on state or municipal jury selection lists. If a program participant is selected for jury service, the summoning court should excuse the program participant.
If a program participant receives a jury summons for either state or municipal jury duty, the Participant must notify the summoning court of the participant's exempt status and provide a copy of the Participant's Certificate of Program Participation, if requested.
Participants may not fail to respond to a jury summons.
Is my photo ID acceptable?
If you are unsure or have questions about your photo ID, contact your county election commission or the Division of Elections at 1-877-850-4959.
Where can I find a Certified Application Assistant?
Certified Application Assistants work with various state and local agencies and/or nonprofit agencies that provide counseling and shelter services to victims of domestic abuse and other crimes. At list of Certified Application Assistants can be found here. Safe at Home is most effective as part of an overall safety plan. Additional information regarding safety plans can be found here.
What are the online notary seal requirements?
In accordance with Tennessee Rule 1360-07-03-.04, an online notary public shall use an electronic seal that substantially conforms to the following design: a circular, square, or rectangular seal with the notary public's name as it appears on the commission printed at the top, the county of election printed at the bottom, the words 'Tennessee Notary Public' printed in the center, and the words "Online Notary Public" printed below. The electronic seal must also be accompanied by a statement of the date upon which the online notary public's commission expires.
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Do you have a list of approved third-party vendors for Online Notaries?
No, the Tennessee Secretary of State does not recommend nor endorse any third-party vendors. Whatever platform you choose should provide identity proofing, credential analysis, and storage for your video recordings of notarial acts. It should also be capable of attaching your electronic seal, electronic signature, and electronic notarial certificate to an electronic document.
Who is not eligible to participate in the program?
Any person who is required by law to be registered under any of the following is not eligible to participate in the program:
Tennessee Sexual Offender and Violent Sexual Offender Registration Verification and Tracking Act of 2004, compiled at Title 40, Chapter 39, Part 2;
Tennessee Animal Abuser Registration Act, compiled at Title 40, Chapter 39, Part 1
Registry of persons who have abused, neglected, or misappropriated the property of vulnerable individuals, compiled at Title 68, Chapter 11, Part 10; or,
Drug offender registry under Tennessee Code Annotated § 39-17-436.