Record-Keeping and Reporting Flashcards

A Mississippi notary resigns their commission. What must happen to the journal?

Answer: It must be retained for the required period or transmitted to an approved repository

On resignation or revocation, the journal must still be retained for the retention period or deposited with an approved repository.

A Mississippi notary performs notarizations on electronic records. How may those acts be journaled?

Answer: In an electronic journal that is a permanent, tamper-evident record

Electronic journal entries are permitted if the journal is a permanent, tamper-evident electronic record.

A title company asks to keep the journal of a Mississippi notary employee after she quits. Who owns the journal?

Answer: The notary, because the journal is the notary's own record

The journal belongs to the notary personally, not to any employer, even one that paid commissioning costs.

Which of these belongs in a Mississippi journal entry's description field?

Answer: A brief description of the record and the type of notarial act performed

The entry must identify the type of notarial act and briefly describe the record involved.

A Mississippi notary charges $5 for an acknowledgment. Where should this fee be documented?

Answer: In the journal entry for that notarial act

The fee charged, if any, is a required element of the journal entry.

Why should a Mississippi notary avoid leaving blank lines between journal entries?

Answer: Gaps could allow fraudulent entries to be inserted later

Sequential entries without gaps prevent someone from inserting backdated or fraudulent entries.

A tangible journal used by a Mississippi notary should have which physical feature?

Answer: A permanent binding with numbered pages

A permanently bound journal with numbered pages deters page removal and entry tampering.