Notary Journal & Recordkeeping Requirements Flashcards

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

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

Most state laws and the NNA standards require the journal to record at minimum: the date of notarization, the type of notarial act, the signer's name, the type of identification presented (and ID number in many states), and the notary's own signature or initials for each entry. Some states require the signer's signature in the journal as well.

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

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

A lost or stolen notary journal creates significant fraud risk because it contains signers' personal information and records of notarial acts that could be exploited. The notary should promptly notify the commissioning authority (usually the Secretary of State or county clerk) and, if theft is suspected, file a police report to create an official record.

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

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

Journal entries must be made in sequential, chronological order with no blank lines or gaps between entries. This prevents backdating or the fraudulent insertion of entries. Ink must be used (not pencil), and the journal should be a bound book (in states that require a physical journal), not loose pages.

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?

Answer: Two separate entries — one for each distinct notarial act performed

Each distinct notarial act requires its own separate journal entry, even when performed for the same person on the same document and date. An acknowledgment and a jurat are legally different acts and must each be independently documented in the journal.

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

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

Journal retention requirements vary significantly by state. Many states require 5 or 10 years of retention; some (like California) require notaries to transfer their journal to the county clerk upon resignation, death, or commission expiration. Notaries must know their specific state's retention rule.

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

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

The notary journal is an official public record belonging to the notary's office, not the signer. A notary must never alter, destroy, or surrender journal entries — doing so may constitute destruction of official records, a criminal offense in many states. The notary may provide a certified copy of the entry if permitted by state law.