FREE NM Notary Recordkeeping and Documentation Questions and Answers
What should a notary do if they make an error in their journal entry?
If a notary makes an error in their journal entry, they should draw a single line through the error and write the correct information next to it. This method ensures that the error is clearly marked but the original entry is still visible for reference.
Can a notary public in New Mexico use a digital journal instead of a physical one?
In New Mexico, a notary public can use a digital journal instead of a physical one, provided it meets the same recordkeeping requirements and is properly secured. The digital journal must be maintained in a manner that protects the integrity and confidentiality of the information.
For how long must a notary public in New Mexico retain their notarial journal?
In New Mexico, a notary public must retain their notarial journal for at least 5 years after the date of the last entry. This requirement ensures that the records are available for any necessary review or verification.
What information must a New Mexico notary record in their journal for each notarization?
A New Mexico notary is required to record in their journal the signer's full name, address, the type of notarial act performed, and the date and time of the act. This detailed record helps ensure proper documentation and accountability.
If a notary’s journal is lost or stolen, what is the notary required to do?
If a notary's journal is lost or stolen, they are required to immediately report the loss or theft to the Secretary of State and take appropriate steps to prevent misuse. Reporting the incident ensures that any potential misuse is addressed and that proper actions are taken to protect the notarial records.