AI agent for notaries
Notary Records Retention Review Agent
Records are kept the full required time and destroyed only when allowed.
What it does
Notary journals and recordings must be kept for a set number of years and then destroyed securely, but most notaries do not track the dates. Some keep records too long, others destroy them too early. This agent lists journals and recordings by date, checks them against the retention rules for the state, and flags those due. It checks for open disputes or requests that require holding a record, and drafts a disposal list. The notary approves any deletion. It decides from the rule: keep until the retention period ends, and keep longer while a dispute is open. Edge case: a recording is past its period but a client dispute is open, so the agent holds it and notes the reason.
How it works
Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.
Read the steps as a list
- Quarterly review begins
- List journals and recordings with dates and storage
- Calculate each record's retention end date
- Mark those due and those still held
- Check the dispute and request log for holds
- Does any due record have an open hold?If not: remove it from the list and record the reason. Back to step 4.
- Draft the disposal list and method
- Notary approves each deletionThe agent waits here for your OK.
- Retention log and disposal record
How it decides
It marks a record due for disposal when its retention date has passed and no dispute or request holds it.
- Hold any record under an open dispute
- Never mark a record due before its retention date
- Include recordings stored in the platform
- Record the disposal method and date
Make it yours
Every agent is a starting point. You choose these settings for your own situation.
- Retention period by record type
- Review frequency
- Disposal methods
- Storage locations
- Hold triggers
What keeps you in control
It always asks you first
- Notary approves any deletion or destruction
Hard limits
- Never delete records itself
- Never mark a record due without the rule source
It stops when
- Done: the list is approved and disposal recorded
- Stop: the retention rule is unclear
Set it up
We guide you through the set-up, step by step
Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.
- One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
- The agent then walks you through connecting your own data, one source at a time
- A downloadable copy with the flow chart, the rules and the full guide
