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Notary Journal Record Keeping Flashcards

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  1. Under Arizona law, what is the consequence of a notary failing to maintain a journal when required?

    Answer: It is grounds for suspension or revocation of the notary's commission

    Failure to maintain the required journal is grounds for disciplinary action, including suspension or revocation of the notary's commission by the Arizona Secretary of State.

  2. If a signer refuses to allow the notary to record their thumbprint in the journal for a deed of trust, what should the Arizona notary do?

    Answer: Refuse to perform the notarization

    For deeds of trust and other real property documents, the thumbprint is required in Arizona; if the signer refuses, the notary must decline to perform the notarization.

  3. How long must an Arizona notary retain their journal after their commission expires or is terminated?

    Answer: 3 years

    Arizona law requires a notary to retain the journal for at least three years after the notary's commission expires or is otherwise terminated.

  4. A notary in Arizona completes a journal entry but then realizes they recorded the wrong document type. What is the proper correction method?

    Answer: Draw a single line through the error, write the correct information, and initial the correction

    Corrections to journal entries should be made by drawing a single line through the error, writing the correct information, and initialing the change to maintain a clear audit trail.

  5. In Arizona, which of the following details is NOT required to be recorded in the notary journal for each act?

    Answer: The signer's Social Security Number

    Arizona notary journals do not require the signer's Social Security Number; required entries include date, time, type of act, document description, signer identity, fee, and signature.

  6. An Arizona notary's journal is subpoenaed as evidence in a lawsuit. What should the notary do?

    Answer: Surrender the original journal to the court as required by the subpoena

    When a notary journal is subpoenaed, the notary must comply with the court order and surrender the original journal to the requesting court or authority.

  7. What information about the identifying document presented by a signer should an Arizona notary record in the journal?

    Answer: The full document number, issuing authority, and expiration date

    Arizona notaries should record the type of identification document, the issuing authority, and the expiration date to fully document how the signer's identity was verified.