Notary Exam Notary Journal and Record Keeping 2 — Questions and Answers
Question 1: Why is it recommended that notaries obtain a signer's thumbprint in their journal?
- It is required by all states for every document
- It provides an additional layer of identification useful in fraud investigations (Correct answer)
- It replaces the need for any photo ID
- It is required for digital documents only
Correct answer: It provides an additional layer of identification useful in fraud investigations
A thumbprint creates a biometric link between the signer and the notarial act that is nearly impossible to dispute, especially valuable for high-risk documents like deeds.
Question 2: What should a notary do if their journal is lost or stolen?
- Do nothing and wait to see if it is returned
- Notify the commissioning authority immediately and purchase a new journal (Correct answer)
- Create a new journal and continue working without reporting
- Report the loss only if a complaint is filed
Correct answer: Notify the commissioning authority immediately and purchase a new journal
A lost or stolen journal poses a fraud risk; the notary must notify the commissioning authority promptly to protect the public and create an official record of the loss.
Question 3: What should happen to a notary's journal when their commission expires or is revoked?
- It should be destroyed to protect client privacy
- It should be retained by the notary or surrendered to the appropriate state authority per state law (Correct answer)
- It automatically becomes the property of the county recorder
- It should be sent to the notary's employer
Correct answer: It should be retained by the notary or surrendered to the appropriate state authority per state law
State laws differ, but journals must either be kept by the notary for the required retention period or submitted to a designated state office.
Question 4: What is the purpose of the signer's signature in the notary journal?
- To replace the signature on the actual document
- To create a record directly linking the signer to the specific notarial act (Correct answer)
- For the notary's personal reference files only
- It is merely a formality with no legal purpose
Correct answer: To create a record directly linking the signer to the specific notarial act
The signer's journal signature serves as evidence that the person was present for the notarial act and can be compared to the document signature if fraud is suspected.
Question 5: What should a notary do if a signer refuses to sign the notary journal?
- Proceed with the notarization—the journal signature is optional
- Refuse to perform the notarial act in states that require a journal signature (Correct answer)
- Ask a witness to sign on the signer's behalf
- Make a note and proceed anyway
Correct answer: Refuse to perform the notarial act in states that require a journal signature
In states where a journal signature is required, a signer's refusal to sign the journal is a valid and necessary reason for the notary to decline to proceed.
Question 6: How should a notary store their official journal to protect its security?
- In a publicly accessible location for transparency
- In a secure location such as a locked cabinet or drawer (Correct answer)
- With the client who requested the notarization
- On their employer's desk for easy access
Correct answer: In a secure location such as a locked cabinet or drawer
The journal must be kept in a secure location accessible only to the notary to prevent tampering, theft, or unauthorized access to confidential signer information.
Notary Exam Notary Journal and Record Keeping 2
Why is it recommended that notaries obtain a signer's thumbprint in their journal?