Notary Journal Record-Keeping Standards 1 Flashcards

If an Illinois notary's journal is lost or stolen, what must the notary do?

Answer: Notify the Illinois Secretary of State in writing as soon as reasonably practicable

Illinois law requires a notary to notify the Secretary of State in writing when a journal is lost or stolen. This creates an official record that may protect the notary if the lost journal is later used for fraudulent purposes.

To whom does an Illinois notary's journal belong if the notary is employed by a company that purchased the journal?

Answer: The notary, regardless of who purchased it

The journal is the personal property of the notary, not the employer. An employer cannot retain or confiscate a notary's journal when employment ends, even if the employer paid for it.

What type of instrument is required for maintaining an Illinois notary journal?

Answer: A permanently bound book with sequentially numbered pages

Illinois requires the journal to be a permanently bound book with sequentially numbered pages. This format prevents pages from being added, removed, or rearranged, preserving the integrity of the record.

How should an Illinois notary correct an error discovered in a previously completed journal entry?

Answer: Draw a single line through the incorrect information, write the correct information nearby, and initial the correction

Errors should be corrected by drawing a single line through the mistake so the original entry remains legible, then writing the correct information and initialing the change. Obliterating entries undermines the evidentiary value of the journal.

When a notarization involves a deed or other document conveying real property in Illinois, what additional item may the notary be required to record in the journal?

Answer: The signer's right thumbprint impression

For high-risk documents such as deeds conveying real property, Illinois law may require the notary to obtain and record the signer's right thumbprint in the journal. This provides an additional layer of identity verification for transactions that are frequent targets of fraud.

An Illinois notary dies while still holding an active commission. What should happen to the notary's journal?

Answer: The journal should be transmitted to the county clerk of the county where the notary was commissioned or resided

Upon the death or permanent incapacity of a notary, the journal should be delivered to the county clerk for preservation. This ensures the record remains accessible for any future legal proceedings that may require it.