Notary Public Notary Journal & Recordkeeping Requirements

Question 1

What is the minimum information a notary is typically required to record in their journal for each notarial act?

Accepted Answer

The date, type of notarial act, name of the signer, type of identification presented, and the notary's signature or initials

Answer

Only the date and the type of notarial act performed

Answer

The full text of the document notarized and all parties' addresses

Answer

The signer's Social Security number and date of birth

Question 2

A notary's journal is lost or stolen. What should the notary do?

Accepted Answer

Notify the appropriate state authority (e.g., Secretary of State) and, if theft is suspected, file a police report

Answer

Nothing — journal loss is not a reportable event in any state

Answer

Immediately reconstruct the journal from memory and continue as normal

Answer

Suspend all notarial activities until a new journal has been in use for 90 days

Question 3

How should entries in a notary journal be recorded to ensure the integrity of the record?

Accepted Answer

Entries should be made in sequential, chronological order with no blank lines between entries

Answer

Entries may be recorded in any order as long as the dates are correct

Answer

Entries may be typed and printed on loose pages filed by month

Answer

Entries should be written in pencil so corrections can be made easily

Question 4

A notary performs two notarial acts for the same signer on the same document on the same date (e.g., an acknowledgment and a jurat). How many journal entries are required?

Accepted Answer

Two separate entries — one for each distinct notarial act performed

Answer

One entry is sufficient to cover all acts performed on the same date for the same signer

Answer

No entry is required when the same signer is involved in multiple acts

Answer

Three entries: one for the signer, one for each act, and one for the document

Question 5

How long must a notary typically retain their completed journal after the final entry or after their commission expires?

Accepted Answer

The retention period varies by state but is commonly 5–10 years; some states require permanent retention or transfer to a government repository

Answer

1 year from the date of the last entry

Answer

Until the next commission renewal, then journals may be discarded

Answer

30 days, after which journals must be submitted to the Secretary of State

Question 6

A signer demands that the notary tear out and return the journal page containing the entry for their transaction. The notary should:

Accepted Answer

Refuse — the journal is the notary's official record and may not be altered, mutilated, or surrendered to any private party

Answer

Comply, since the entry contains the signer's personal information

Answer

Provide a photocopy of the entry but retain the original journal page

Answer

Seek written authorization from the Secretary of State before deciding