Notary Tools and Recordkeeping Flashcards

An Indiana notary performs a notarization but forgets to record it in their journal until two days later. What should they do?

Answer: Make the entry with the actual date of the notarization and note the late entry

The notary should make the journal entry with the actual notarization date and note that the entry was made after the fact. Honest record-keeping is always preferred over no record.

What type of seal impression is generally preferred for Indiana notary seals?

Answer: Either embossed or ink stamp, but ink is preferred for reproducibility

While both embossed and ink stamps are permitted, ink stamps are generally preferred because they produce images that can be photocopied and scanned clearly.

Who is authorized to access an Indiana notary's journal records?

Answer: The notary, and authorized officials conducting investigations or legal proceedings

The journal is accessible to the notary and may be examined by authorized officials such as the Secretary of State or law enforcement during investigations or legal proceedings.

An Indiana notary stamps their seal on a blank piece of paper at a client's request. Is this proper?

Answer: No, the notary seal should only be affixed in connection with an actual notarial act

The notary seal must only be used in connection with an official notarial act. Stamping it on blank paper could enable fraud.

What is the recommended practice for securing an Indiana notary's seal and journal when not in use?

Answer: Store them in a locked and secure location accessible only to the notary

The seal and journal should be stored in a locked location accessible only to the notary to prevent unauthorized use.

If an Indiana notary is subpoenaed to produce their journal for a court proceeding, can they refuse?

Answer: No, the notary must comply with a valid subpoena

A valid court subpoena compels the notary to produce their journal records. Failure to comply can result in contempt of court.