As a notary public, safeguarding Nonpublic Personal Information (NPI) is not only a best practice but also a professional responsibility. NPI includes sensitive information such as Social Security numbers, financial account details, and other private data that could lead to identity theft or fraud if mishandled. Here are actionable steps notaries can take to protect NPI and maintain trust with their clients.

1. Understand What Constitutes NPI

Before implementing security measures, it’s crucial to recognize what falls under NPI. Examples include:

• Full names combined with sensitive data like birth dates or Social Security numbers.
• Bank account or credit card numbers.
• Driver’s license or passport information.

Understanding these categories helps you identify when extra precautions are necessary.

2. Secure Physical Documents

Many notarizations involve handling paper documents containing NPI. To protect this information:

• Use Lockable Storage: Keep all documents containing NPI in a locked file cabinet or safe when not in use.
• Avoid Leaving Documents Unattended: Never leave sensitive documents in public or unsecured areas.
• Shred Unneeded Copies: Properly dispose of any copies or drafts of documents containing NPI using a cross-cut shredder.

3. Protect Digital Information

With the rise of remote online notarization (RON) and digital records, safeguarding electronic NPI is essential. Follow these practices:

• Use Strong Passwords: Ensure that devices and accounts are secured with complex passwords and change them regularly.
• Enable Encryption: Encrypt files containing NPI before storing or transmitting them electronically.
• Secure Your Network: Use a virtual private network (VPN) and ensure your Wi-Fi network is password-protected.
• Regularly Update Software: Keep all devices and software updated to protect against vulnerabilities.

4. Implement Secure Communication Channels

When sharing information with clients or third parties:

• Avoid Public Wi-Fi: Refrain from accessing or transmitting sensitive data over public networks.
• Use Encrypted Email Services: Choose email providers that offer encryption for sensitive communications.
• Verify Recipients: Double-check email addresses and phone numbers before sending information to avoid accidental disclosures.

5. Follow State and Federal Laws

Many states have specific requirements for handling and protecting NPI. Additionally, federal laws like the Gramm-Leach-Bliley Act (GLBA) may apply to notaries working in financial industries. Stay informed about:

• Retention and disposal requirements for documents containing NPI.
• Specific security measures mandated by state notary laws.

6. Minimize Data Collection

Only collect and retain the information necessary to complete the notarization. Avoid storing extra copies of documents or taking notes that include sensitive details unless required by law.

7. Educate Yourself and Your Clients

• Stay Updated: Regularly attend training sessions or webinars on data protection best practices.
• Inform Clients: Reassure clients by explaining how their information will be handled and secured during the notarization process.

8. Respond Appropriately to Breaches

Despite precautions, data breaches can occur. If a breach happens:

• Notify Affected Parties: Inform clients and any relevant authorities as required by law.
• Secure the System: Identify and address the cause of the breach to prevent future incidents.
• Document the Incident: Keep a detailed record of the breach and your response for legal and professional accountability.

By taking these steps, notaries can protect NPI, comply with legal requirements, and build confidence with their clients. In today’s world, where data security is paramount, a proactive approach to safeguarding sensitive information is not just recommended—it’s essential.