FREE RI Notary Recordkeeping and Documentation Questions and Answers
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 notify the Secretary of State immediately and take steps to protect against misuse. This helps prevent any potential abuse of the notarial records and maintains the integrity of the notarial process.
Can a Rhode Island notary use a digital notarial journal instead of a physical one?
In Rhode Island, a notary may use a digital notarial journal instead of a physical one, provided it meets the same recordkeeping requirements and is securely maintained. The digital journal must ensure the same level of record integrity and confidentiality as a physical journal.
What information must a Rhode Island notary record in their notarial journal for each notarial act?
In Rhode Island, a notary must record the signer's full name, address, and the date and type of notarial act in their notarial journal. This information helps ensure proper documentation and accountability.
What should a notary do if they make a mistake in their journal entry?
If a notary makes a mistake in their journal entry, they should cross out the error with a single line and write the correct information next to it. This method ensures that the original entry is still visible and the correction is clearly noted.
How long must a notary public in Rhode Island keep their notarial journal after the last entry?
Rhode Island law requires notaries to keep their notarial journal for at least 5 years after the date of the last entry. This ensures that records are available for review if needed.