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 if I do not receive or ruin my ballot and can no longer use it?
You may request an absentee by-mail ballot no earlier than ninety (90) days before the election and no later than seven (7) days before the election. To be processed for the next election, the application must be received by the election commission no later than seven (7) days before the election.
What is the deadline to return my ballot so it can be counted?
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.
Does the State of Tennessee offer e-notaries?
No, the State of Tennessee only offers notaries and remote online notaries.
What is the fee that can be charged for an online notarization?
You can file form SS-4800 to change the mailing address by mail or in person. A change in Registered Agent or principal address requires filing Articles of Amendment and paying the statutory $20 filing fee. Forms can be found on our the Forms & Fees page for mail and in person filings.
Can I hand deliver my ballot to the election office?
No. You must return your ballot by mail (USPS, FedEx, UPS, etc.).
Is additional information required to vote absentee by-mail if I am a first-time voter who registered to vote by-mail?
Unless you are on the permanent absentee voting register, enrolled in the Safe at Home program, or you have previously voted in the county of registration, you must appear in-person to vote in the first election after you have registered by-mail or online at GoVoteTN.gov.
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.
Do I qualify for the permanent absentee list?
You will receive an application for ballot for each election if your licensed physician signs a statement stating that, in their judgment, you are medically unable to vote in person. The statement must be filed not less than seven (7) days before the election and signed under the penalty of perjury.
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.
What is an Administrative Dissolution?
An Administrative dissolution occurs for the following reasons:
Failure to file an annual report
Being without a registered agent
A foreign entity fails to maintain its assumed name due to a name conflict
Returned payment by a financial institution
May I track my absentee ballot?
Yes. Go to Tennessee’s voter lookup page on the Division of Elections homepage. Enter your information and you will be able to track when the ballot was received by the local county election commission office. If you need assistance, contact your local county election commission office.
What is a Certificate of Existence?
A certificate of existence is a document issued by our office that certifies that an entity is active and in good standing.