Short Answer

Yes. Keep a clear copy of the signed and notarized release for your records before you mail the original. Store the physical copy in a private, dry place and keep a secure digital scan (PDF) in encrypted or password-protected storage. Do not email open, unprotected copies; use password protection if you must send it by email. Keep your copy until the settlement is fully disbursed and for your long-term records.

Understanding the Problem

You are resolving a North Carolina personal injury claim, and you must sign and notarize a release so settlement funds can be issued by check. You want to know if you should keep a copy and how to store it safely. The decision point is simple: can you retain your own copy, and what’s the best way to protect it given you’ll return the original by mail?

Apply the Law

In North Carolina, a settlement release is a binding contract. The notarization verifies your signature and identity. The insurer or law firm typically needs the original notarized document to release funds, but you should keep a copy for your records and in case mailing issues arise. If a dispute ever comes up, courts generally accept reliable copies, though an original can carry extra weight. Disputes over releases are handled in North Carolina trial courts, and timelines to challenge agreements can vary by issue, so keeping your own copy is prudent.

Key Requirements

• Retain a complete copy: Make a clear photocopy or scan of every page before mailing the original.
• Protect sensitive data: Keep your copy private; use password protection if you must share it electronically.
• Preserve integrity: Do not alter, mark up, or separate pages from your copy; keep it intact.
• Confirm delivery: Use trackable mail for the original and keep your copy until you receive written confirmation of receipt and final disbursement paperwork.
• Long-term storage: Keep the copy with your settlement statement and closing documents for your records.

What the Statutes Say

• North Carolina Gen. Stat. § 10B-20 (Notary powers and limitations) - Notarization confirms identity and execution of documents.
• North Carolina Gen. Stat. § 8C-1 (Rules of Evidence, including originals and duplicates) - Courts generally allow duplicates unless there’s a specific authenticity issue.

Analysis

Apply the Rule to the Facts: Because your settlement funds will be issued by check after the original notarized release is returned, make a complete copy before mailing. Keep a secure digital scan so you can quickly resend if mail delays occur. The notarization verifies your signature; your copy preserves proof of the agreed terms. Keeping both a physical copy and a protected digital copy gives you backup and helps resolve any later questions.

Process & Timing

1. Who files: You sign and notarize the release. Where: Notary public in North Carolina, then mail the original to your attorney’s office. What: The insurer’s “Release of All Claims” (or similarly titled settlement release). When: Mail the original by the date your attorney provides; funds typically are not disbursed until the original is received.
2. Make and keep a clear copy (scan/PDF and/or photocopy) before mailing. Use trackable mail and keep the tracking number. Expect confirmation of receipt from the firm.
3. After the insurer processes the original, your attorney will disburse funds and provide closing documents; keep your copy of the release with those records.

Exceptions & Pitfalls

• Do not email unprotected images of your release; if email is unavoidable, use a password-protected PDF and share the password by phone or separate message.
• Check that every required page is included and fully filled in before copying and mailing; no blanks or stray attachments.
• Use a reputable notary who verifies your identity; bring valid government ID and sign in the notary’s presence.
• If the mailed original is lost or delayed, your secure copy and mailing proof (tracking) help your attorney resolve the issue quickly.

Talk to a Accident Q&A Series Attorney

If you’re finalizing a settlement and need guidance on handling your notarized release and records, our firm can help you understand your options and timelines. Reach out today at (919) 341-7055.

Disclaimer: This article provides general information about North Carolina law based on the single question stated above. It is not legal advice for your specific situation and does not create an attorney-client relationship. Laws, procedures, and local practice can change and may vary by county. If you have a deadline, act promptly and speak with a licensed North Carolina attorney.