IL-Notary Notary Journal Record-Keeping Standards Flashcards

A notary's employer demands that the notary hand over their journal. The notary should:

Answer: Refuse, because the journal is the notary's personal property regardless of employment

The notary journal is the personal property of the notary and cannot be surrendered to an employer, even if acts were performed during work hours.

When an Illinois RON notary performs a notarization for a principal who is physically located in another state, where is the act legally considered to have taken place?

Answer: In Illinois, where the notary is physically located at the time of the act

Under Illinois law, the location of a notarial act is determined by where the notary is physically located, not where the remote principal is located.

When an Illinois notary renews their commission, what should happen to the journal from the previous commission period?

Answer: It should be retained separately as an ongoing historical record of past acts

Old journals must be retained separately from any new journal to preserve the complete historical record of notarial acts from that commission period.

Which scenario correctly describes proper notary journal entry sequencing?

Answer: Record all entries consecutively with no blank lines, spaces, or gaps between them

Entries must be made consecutively with no blank lines or gaps, which prevents unauthorized insertions from being added later.

A notary realizes they forgot to record a notarial act performed one week ago. What is the best course of action?

Answer: Add it as the next sequential entry at today's date with a note explaining it is a late entry for the earlier act

A late entry should be added as the next sequential entry at the current date, with a clear notation explaining it documents an act performed on a specific prior date.

In Illinois, may a notary record both Remote Online Notarizations and traditional in-person acts in a single combined journal?

Answer: No, RON acts must be recorded in a separate electronic journal distinct from any paper journal

RON acts must be recorded in a dedicated electronic journal maintained specifically for that purpose, separate from any paper journal used for traditional in-person acts.

What is the primary reason Illinois requires Remote Online Notaries to maintain journals while not imposing the same requirement on traditional notaries?

Answer: RON acts are performed remotely, creating a greater need for documentation to verify proper procedures

Because RON acts occur over audio-visual technology without physical presence, comprehensive documentation is essential to verify that proper procedures were followed.