Notary Journal and Record Keeping Flashcards

What is a notary journal?

Answer: An official chronological record of all notarial acts performed

A notary journal is an official sequential log documenting each notarial act performed, serving as evidence of proper procedure.

What information is typically recorded in a single notary journal entry?

Answer: Date, type of act, document type, signer's name, ID used, fee charged, and signer's signature

A complete journal entry includes all key facts about the notarial act to create an accurate and defensible record.

How should a notary correct an error made in their journal?

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

Errors should be corrected with a single strikethrough so the original entry remains readable, with the correction initialed to show it was the notary's intentional change.

When should a notary make a journal entry for a notarial act?

Answer: At the time each notarial act is performed

Journal entries must be made contemporaneously—at the time of the act—to ensure accuracy and prevent after-the-fact alterations.

For how long should a notary retain their journal after their commission expires?

Answer: For the period specified by state law, often several years

State laws vary, but most require notaries to keep their journal for a set number of years after expiration, typically ranging from five to ten years.

Is a notary employer entitled to take possession of a notary employee's official journal?

Answer: No, the journal is the personal property of the notary, not the employer

The notary journal is the personal property of the commissioned notary and cannot be taken by an employer, even if the employer purchased the journal book.