GA Notary Journaling and Record Keeping 3

Question 1

A notary receives a subpoena requiring them to produce their journal as evidence in a civil lawsuit. What should the notary do?

Accepted Answer

Consult an attorney and comply with the lawful subpoena

Answer

Destroy the journal to protect client confidentiality

Answer

Refuse because notary records are always privileged

Answer

Alter entries that might cause liability

Question 2

When a signer executes three separate documents at one appointment, how should journal entries be handled?

Accepted Answer

A separate journal entry should be made for each document notarized

Answer

One entry covers all three documents since it was one appointment

Answer

Only the most important document needs to be logged

Answer

The entry is made in the name of the most valuable document

Question 3

A notary wants to record a signer's fingerprint in the journal for a high-value real estate deed. If the signer refuses to provide one, what should the notary do?

Accepted Answer

Note the refusal in the journal entry and proceed if all other requirements are met

Answer

Refuse to notarize the document

Answer

Accept a verbal promise instead of the fingerprint

Answer

Charge an extra fee and waive the fingerprint

Question 4

What is the commonly recommended minimum retention period for a completed notary journal in best-practice guidelines?

Accepted Answer

At least 10 years after the last entry in the journal

Answer

1 year after the last entry

Answer

Until the notary's current commission expires

Answer

30 days after the journal is full

Question 5

A notary discovers they forgot to fill in the fee amount in a journal entry made two weeks ago. What is the best course of action?

Accepted Answer

Add the missing information in the original space with today's date and an explanation

Answer

Leave the entry unchanged since altering old entries is always prohibited

Answer

Destroy the entry and re-create it with complete information

Answer

Cross out the entire entry and write a new one

Question 6

If a signer is unable to write their name and instead makes an 'X' mark on a document, what should the notary record in the journal?

Accepted Answer

Note that the signer used a mark and record the names of any witnesses to the mark

Answer

Nothing — a mark is not a valid signature requiring notarization

Answer

Record only the signer's printed name and omit mention of the mark

Answer

Decline to notarize and request the signer return when able to sign

Question 7

For a remote online notarization, what additional information should be captured in the journal compared to an in-person notarization?

Accepted Answer

The technology platform used and confirmation number for the recorded session

Answer

The signer's credit card number used to pay for the session

Answer

The signer's GPS coordinates at the time of signing

Answer

A physical ink thumbprint mailed in within 48 hours