AZ Notary Notary Journal Record Keeping 3

Question 1

An Arizona notary performs both traditional paper notarizations and Remote Online Notarizations (RON). How must the notary maintain their journal(s) for these different types of acts?

Accepted Answer

One paper journal for tangible records and a separate electronic journal for remote online notarial acts.

Answer

A single paper journal can be used for both paper and RON acts, as long as RON entries are clearly marked.

Answer

All notarial acts, regardless of format, must be recorded in a single electronic journal provided by a state-approved RON vendor.

Answer

Two separate paper journals must be maintained: one for acknowledgments and one for jurats, with RON acts noted in either.

Question 2

A signer brings you five separate but identical affidavits to be notarized at the same time. The signer has not appeared before you in the last six months. Which of the following describes the most efficient, legally compliant method for recording this in your paper journal?

Accepted Answer

Make one journal entry, note that five affidavits were notarized, and have the signer sign the journal once.

Answer

Create five separate, complete journal entries, with the signer providing their signature for each entry.

Answer

Create one journal entry for the first affidavit and make photocopies of that entry for the other four.

Answer

Record all five in a single entry, but require the signer to sign and thumbprint next to the entry five times.

Question 3

An attorney asks a notary in their firm to handle a notarization for a client. The notarization is related to a sensitive legal matter, and the attorney states the journal entry should be kept confidential under attorney-client privilege. What is the correct procedure for the notary?

Accepted Answer

Maintain a separate journal specifically for non-public records, such as those protected by attorney-client privilege.

Answer

Refuse to record the notarization in the journal to protect client confidentiality.

Answer

Record the act in the standard journal but mark the entry as "Confidential - Do Not Disclose."

Answer

Inform the attorney that all notary journal entries are public record and cannot be kept confidential under any circumstances.

Question 4

A notary in Arizona resigns their commission. The notary's employer paid for the commission, the bond, the seal, and the journal. The journal contains only entries that are public records. What must happen to the notary's journal?

Accepted Answer

The journal must be delivered to the Secretary of State by certified mail or other means providing a receipt.

Answer

The journal is the property of the employer and must be surrendered to them.

Answer

The journal is the personal property of the notary and may be kept by them indefinitely.

Answer

The journal must be destroyed by the notary after retaining it for five years from the last entry date.

Question 5

A person presents a written request to view a specific entry in your public notary journal from three months ago. Upon review, you realize you inadvertently omitted the fee charged for that specific notarization. What is the correct course of action?

Accepted Answer

Provide a certified copy of the entry as it is, but cover the entries above and below it.

Answer

Refuse the request because the journal entry is incomplete and therefore invalid.

Answer

Add the correct fee to the journal entry before providing the copy to the requestor.

Answer

Demand the requestor pay the omitted fee before you will provide a copy of the entry.

Question 6

When identifying a signer using a single credible witness, which piece of information regarding the credible witness is NOT required to be recorded in the notary's journal entry for the notarization?

Accepted Answer

The credible witness's residential address.

Answer

The credible witness's printed full name.

Answer

The credible witness's signature.

Answer

The type of identification the notary used to identify the credible witness.

An Arizona notary performs both traditional paper notarizations and Remote Online Notarizations (RON).How must the notary maintain their journal(s) for these different types of acts?

An Arizona notary performs both traditional paper notarizations and Remote Online Notarizations (RON).
How must the notary maintain their journal(s) for these different types of acts?