Notary Journal and Recordkeeping Flashcards

A Montana notary keeping an electronic journal must ensure it is:

Answer: In a permanent, tamper-evident electronic format

An electronic journal must be maintained in a permanent, tamper-evident electronic format complying with Secretary of State rules.

For a remote online notarization, what additional record must a Montana notary keep besides the journal entry?

Answer: An audio-visual recording of the notarial act

Remote notarizations require an audio-visual recording of the performance of the act, retained like the journal.

A notary makes an error while writing a journal entry in ink. The correct way to fix it is to:

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

Errors should be corrected with a single line-through, the correction, and the notary's initials so the original remains legible.

A notary notarizes signatures on four identical documents for the same signer in one session. Best journal practice is to:

Answer: Record each notarial act, noting the number of identical documents

Every notarial act must be recorded, though identical documents in one session may be noted within properly detailed entries.

Which detail about the document itself belongs in the journal entry?

Answer: The title or type and date of the record notarized

The entry must include a description of the record, typically its title or type and its date.

A signer refuses to let the notary create a journal entry, citing privacy. The notary should:

Answer: Decline to perform the notarization

Because Montana requires a journal entry for every notarial act, the notary must refuse to notarize if the signer blocks the entry.

Why is a signature or thumbprint line in a journal considered good practice even beyond minimum requirements?

Answer: It creates strong evidence against later claims of forgery or fraud

A signer's signature in the journal provides powerful evidence that the signer personally appeared, deterring fraud claims.