GA Notary Journaling and Record Keeping 5

Question 1

A notary's journal is lost or stolen. What is the recommended course of action?

Accepted Answer

Report the loss to the appropriate state authority and take steps to prevent misuse of the records

Answer

Wait to see if it turns up before taking any action

Answer

Begin a new journal and do not mention the lost one

Answer

Ask signers to re-sign new journal entries from memory

Question 2

Under what circumstances may a member of the public legally inspect a notary's private journal?

Accepted Answer

Only with the notary's voluntary consent or under a lawful court order or subpoena

Answer

Any person may inspect at any time simply by requesting it

Answer

Only the original signer may ever view the entry about their document

Answer

No one except the notary may ever view the journal

Question 3

When a commissioned notary dies, what should happen to their notary journal records?

Accepted Answer

They should be transferred to the county clerk, a successor notary, or the estate for the remainder of the retention period

Answer

They should be immediately destroyed to protect the deceased's privacy

Answer

They automatically become public records accessible to anyone

Answer

They must be sent to the Secretary of State within 30 days

Question 4

A document requires signatures from four co-signers all present at the same time. How many journal entries should the notary make?

Accepted Answer

One entry per signer — four separate entries for four signers

Answer

One entry covering the entire transaction

Answer

Two entries: one for the document and one for the group

Answer

Four entries only if each signer signs a separate document

Question 5

When a credible identifying witness vouches for a signer who lacks acceptable ID, what must the notary record in the journal?

Accepted Answer

The credible witness's name, relationship to the signer, and the ID the witness presented to the notary

Answer

Only the signer's name and date, since the witness handles identification

Answer

A note that the signer was 'vouched for' with no further detail

Answer

The Social Security numbers of both the witness and the signer

Question 6

A notary performs a notarization at a hospital bedside. What location information should be recorded in the journal?

Accepted Answer

The actual location where the notarization occurred, such as the hospital name and room number

Answer

No location is needed since the notary's office address is implied

Answer

Only that the notarization was 'off-site'

Answer

The patient's home address on file with the hospital

Question 7

What is a potential legal consequence for a notary who intentionally destroys a journal before the recommended retention period has expired?

Accepted Answer

Potential criminal liability for destruction of evidence if the records are relevant to a legal proceeding

Answer

A minor administrative fine with no further consequences

Answer

Automatic renewal of the notary's commission as a corrective measure

Answer

Mandatory retirement from the notary profession for five years