Documents & Certificates

Your document library

All uploaded documents and issued certificates are stored under Dashboard → Documents.

The Documents page has two tabs:

Tab	What it contains
My Documents	Documents you have uploaded for notarisation (affidavits, contracts, power of attorney, etc.)
Verification IDs	Identity documents you have submitted to verify your identity for upcoming appointments

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Notarisation documents (My Documents)

Uploading a document

1. Go to Dashboard → Documents → My Documents.
2. Click Upload Document.
3. Select your file (PDF only, max 10 MB).
4. Choose the document type (affidavit, contract, power of attorney, etc.).
5. Accept the pre-upload checklist — this confirms the document is genuine and ready for notarisation.
6. Click Upload.

Once uploaded, the document shows a status of Uploaded and an amber countdown — documents not used in a session within 24 hours are automatically deleted to conserve your storage.

AI pre-review

Immediately after you upload a document, the platform runs an automatic AI review in the background. This checks for common issues — missing signatures, incomplete fields, illegible text, or formatting problems that could delay your notarisation.

You do not need to do anything. The result is visible to your notary when they review your documents before the session. If the AI flags a serious issue, your notary may contact you to correct it before the session begins.

What the AI review is not

The AI pre-review is an advisory check — it does not replace your notary's professional judgement. Your notary always reviews your documents themselves before and during the session. The AI simply helps flag potential issues early, saving time on the day.

Document statuses

Status	Meaning
Uploaded	Uploaded and available to attach to a session
In Use	Attached to an active booking — deletion is locked
Signed	Digitally signed during a session
Notarised	Session completed — certificate issued
Previously Used	Document has been through at least one completed session

Document locks

If a document shows In Use, it is currently attached to a confirmed booking. You cannot delete it until the session is completed or the appointment is cancelled. This protects your notarisation from accidental data loss.

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Verification documents (Verification IDs)

What are verification documents?

Your notary may require you to prove your identity before the session begins. This is a legal requirement under the Notary Public Act 2023 — your notary must be satisfied that you are who you say you are before notarising any document.

Acceptable identity documents include:

• International Passport
• National ID Card (NIN slip)
• Driver's Licence
• Voter's Card
• Proof of Address

Uploading a verification document

You can submit your identity document directly from the Upcoming Appointments section:

1. Go to Dashboard → Appointments.
2. Find your upcoming appointment and click the Verification ID button (shield icon).
3. Select the document type from the dropdown.
4. Choose your file — PDF, JPG, or PNG are all accepted (max 10 MB).
5. Click Submit document.

Your notary is notified immediately and can view the document before the session begins.

Viewing your submitted verification documents

All identity documents you have submitted appear under Dashboard → Documents → Verification IDs.

Each entry shows:

• Document name and type
• Upload date
• Current status (e.g. uploaded, flagged)

What happens to your verification document

• Your personal copy in the Verification IDs tab is removed once the session is completed.
• A secured copy is retained as part of the official session record — alongside the signed document and notarial certificate — for legal and compliance purposes in accordance with our Privacy Policy.
• If your notary flags your document (e.g. asks for a clearer photo), you will receive an in-app notification and email explaining what to correct. Re-upload the corrected version and your notary will be notified automatically.

Accepted file formats

Identity documents can be uploaded as PDF, JPG, or PNG. A clear photo taken on your phone is perfectly acceptable.

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Downloading your certificate

1. Go to Dashboard → Documents → My Documents.
2. Find the completed session entry and click View Certificate.
3. Click Download PDF to save your copy.

Every certificate includes:

• Notary name and Supreme Court Number (SCN)
• Your name and the document details
• Date, time (West Africa Time), and session ID
• Jurisdiction (same-state, intra-Nigeria, or international)
• A QR code linking to the public verification page
• A SHA-256 document hash (tamper detection)

If the certificate is not available

Occasionally, certificate generation can fail after a session completes — for example due to a transient server error. If you see "Certificate not available" where the download button should be, do the following:

1. Go to Dashboard → Sessions and open the completed session.
2. Scroll to the Certificate of Notarisation section.
3. Click Request a copy (shown below the "Certificate not available" message).
4. A confirmation message replaces the button: "Request submitted — we'll notify you when it's ready."

What happens next:

• The platform admin is notified immediately and can see your request in the admin dashboard.
• The admin reviews the session and triggers a regeneration.
• Once the certificate is ready you receive:
  • An email to your registered address confirming it is available
  • An in-app notification if you are logged in at the time
• Return to Dashboard → Sessions → [your session] to download the certificate.

No duplicate requests

Clicking Request a copy more than once has no effect — only one request is created per session. If you submitted a request and have not heard back within 24 hours, email [email protected] with your session date and reference number.

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Verifying a certificate

Any person — including third parties such as banks, courts, or employers — can verify a Notarise It© certificate for free, without logging in:

1. Scan the QR code on the certificate, or
2. Visit www.notariseit.com/verify and enter the certificate ID.

The verification page confirms:

• Certificate is authentic and untampered
• Issuing notary name, SCN, and licence status
• Document hash (confirms the document has not been altered since notarisation)
• Date and jurisdiction of the notarisation

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Document storage and retrieval

All notarised documents and certificates are retained for 7 years in accordance with the Notary Public Act 2023 (Nigeria). You do not need to take any action — documents are kept automatically for the full retention period.

Within that 7-year window, documents move through two storage tiers based on age:

Stage	Timeframe	What it means
Active	First 60 days after notarisation	Available for instant download from your dashboard at no cost
Archive	After 60 days	Moved to cold storage — retrieval is possible but a small fee applies

The 60-day threshold is a cost and access tier, not a deletion date. Your documents are not deleted at 60 days — they are simply moved to a lower-cost storage layer that takes a little longer to access.

Save your certificate when it is issued

The notarised certificate is emailed to you immediately after the session. Save that copy — it is your primary record and does not require retrieval from the archive.

Retrieving an archived document

If you need a document that has moved to archive:

• Raise a support request at [email protected] with your session date and reference number.
• A retrieval fee applies — you will be quoted before any charge is made.
• Once processed, a time-limited download link will be emailed to you.

Notaries on the Pro plan and above can retrieve archived documents self-service from their own dashboard. As a client, retrieval always goes through support regardless of your notary's plan.

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Your data rights (NDPA 2023)

Under the Nigerian Data Protection Act 2023, you have the right to:

• Export your data: Request a full archive of all your personal data, documents, session records, and audit events. Go to Account → Privacy → Download My Data. You will receive a download link by email within a few minutes.
• Delete your account: See Account & Security for the deletion process.

Notarise It© retains notarisation records for the period required by law. Some records (such as audit logs and certificates) are retained even after account deletion, as required by the Notary Public Act 2023.