2420 RETENTION OF AUDIO-VISUAL RECORDINGS;

REPOSITORIES

2420.1 A notary public must retain any audio-visual recording created under Section 14a(b)(3) of the Act (DC Official Code § 1-1231.13a(b)(3)) in a computer or other electronic storage device that protects the recording against unauthorized access by password or other secure means of authentication. The recording must be created in an industry-standard audio-visual file format.2420.2 An audio-visual recording must be retained for at least ten (10) years after the recording is made.2420.3 A notary public must take reasonable steps to ensure that a backup of the audio-visual recording exists and is secure from unauthorized use.2420.4 The fact that the notary public's employer, contractor, or repository keeps or stores any audio-visual recordings shall not relieve the notary of the duties required by these rules.2420.5 The personal representative or guardian of a notary public shall follow Section 14a(j) (DC Official Code § 1-1231.13a(j)) of the Act related to the disposition of the notary public's audio-visual recordings upon the death or adjudication of incompetency of the notary public.2420.6 The notary public, or the notary's personal representative or guardian, shall provide access instructions to the ONCA for any audio-visual recordings maintained or stored by the notary, upon commission resignation, revocation, or expiration without renewal, or upon the death of adjudication of incompetency of the notary.2420.7 A notary public, or the notary's personal representative or guardian, may by written contract engage a third party to act as a repository to provide the storage required by this section. A third party under contract under this section shall be deemed a repository under Section 14a(j) (DC Official Code § 1-1231.13a(j)) of the Act.2420.8 Any contract under Subsection 2420.7 of this section must:- (a) Enable the notary public, or the notary's personal representative or guardian, to comply with the retention requirements of this section even if the contract is terminated; or

- (b) Provide that the information will be transferred to the notary public, or to the notary's personal representative or guardian, if the contract is

terminated.

SOURCE: §§ 25.2 and 25.3 of Regulation No. 73-13, approved May 24, 1973, as published at 19 DCR 1147 (June 11, 1973); as amended at 25 DCRR §§ 25.2 and 25.3; as amended by the New Columbia Statehood Initiative and Omnibus Boards and Commissions Reform Amendment Act of 2014, effective May 2, 2015 (D.C. Law 20-271; 62 DCR 1884 (February 13, 2015)); as amended by Final Rulemaking published at 69 DCR 012856 (October 21, 2022); as amended by Final Rulemaking published at 70 DCR 014646 (November 3, 2023).