Notary Journal and Record Keeping Flashcards

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

Answer: Date, type of act, signer's name, ID type used, document type, and fees charged

A Mississippi notary journal entry should include the date and time, type of notarial act, signer's name, identification method, type of document, notary fee, and the signer's signature.

How long must a notary retain their journal records?

Answer: For the period specified by state law, typically 7-10 years after the last entry

Most states require notaries to retain their journals for a specified period, often 7-10 years, to allow for future reference and investigation of notarial acts.

What should a notary do with their journal when their commission ends?

Answer: Follow state law regarding storage, transfer to the state, or destruction

State law dictates journal disposition when a commission ends. Some states require submission to the Secretary of State, while others require secure storage or supervised destruction.

Can a member of the public request to inspect a notary's journal?

Answer: Generally yes, the journal is a public record that may be inspected under state law

Notary journals are generally considered public records. Many states allow members of the public to inspect journal entries, though personal information may have some protections.

What should a notary do if their journal is lost or stolen?

Answer: Notify the appropriate state authority immediately and file a report

A lost or stolen journal should be reported immediately to the state's notary commissioning authority (usually Secretary of State) and to law enforcement to protect against potential identity fraud.

Must a notary include a thumbprint in their journal?

Answer: Only if required by state law; some states mandate it for certain documents

Thumbprint requirements vary by state. Some states like California require thumbprints for certain documents (like deeds), while most states do not mandate them.