Record-Keeping and Reporting Flashcards

A Mississippi notary moves to a new home address. What is the notary's reporting duty?

Answer: Notify the Secretary of State of the change within the required time

Notaries must report changes of address to the Secretary of State, which maintains commission records.

A Mississippi notary legally changes her name after marriage. What should she do about her commission records?

Answer: Notify the Secretary of State of the name change

A name change must be reported to the Secretary of State so commission records and the official signature stay accurate.

An attorney requests a copy of a specific journal entry from a Mississippi notary. What is the appropriate response?

Answer: Provide a copy of the requested entry

A notary may provide a certified or plain copy of a specific entry while keeping custody of the original journal.

A Mississippi notary makes an error while writing a journal entry. What is the best correction method?

Answer: Draw a single line through the error, write the correction, and initial it

A lined-through, initialed correction preserves the original text and shows the change was legitimate.

When a Mississippi notary dies, who is responsible for handling the journal?

Answer: The notary's personal representative, who must follow retention or transmittal rules

The personal representative or guardian must retain the journal or transmit it as the law directs.

A signer asks the Mississippi notary to skip the journal entry to 'save time.' The notary should:

Answer: Explain the entry is required and complete it before finishing the act

Journal entries are mandatory and must be made at the time of the notarization, regardless of signer preference.

Which practice best protects the confidentiality of a Mississippi notary's journal?

Answer: Storing it in a locked drawer under the notary's exclusive control

The journal should be kept under the notary's sole control in a secure location.