Recordkeeping and Documentation Flashcards

Under Hawaii law, how long must a notary public retain their notary journal after the commission expires or is resigned?

Answer: 3 years

Hawaii requires notaries to retain their journal for at least 3 years after the commission ends.

What information must be recorded in a Hawaii notary's journal for each notarial act?

Answer: Date and time, type of act, signer's name, ID used, signature of signer, and fee charged

Hawaii requires comprehensive journal entries including date, time, type of act, signer identification, the signer's signature in the journal, and the fee charged.

A Hawaii notary journal was lost or stolen. What must the notary do?

Answer: Immediately notify the state notary authority (DCCA/Attorney General) and potentially file a police report

A lost or stolen notary journal must be reported to the notary authority because it contains sensitive information about signers.

Must a Hawaii notary keep a separate journal for each type of notarial act?

Answer: No — a single sequential journal recording all notarial acts is standard

Hawaii law requires a single sequential notary journal recording all notarial acts in chronological order.

Can a Hawaii notary allow a third party (such as an attorney) to inspect their notary journal?

Answer: Only the notary and authorized government officials may inspect; third parties generally may not without legal process

A notary journal is not a public record in Hawaii. General public access is not permitted; inspection is limited to the notary and authorized officials, with legal process (subpoena) required for others.

When a Hawaii notary resigns their commission or it expires, what must they do with their notary journal?

Answer: Retain the journal for at least 3 years before it may be destroyed

Upon expiration or resignation, the notary retains and stores the journal for the required retention period (3 years) before disposal.