Notary Journal and Record Keeping Flashcards
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Read the first 7 Notary Journal and Record Keeping flashcards as text
What is the recommended storage method for a notary journal to ensure its security?
Answer: Keep it in a locked, secure location accessible only to the notary
The notary journal must be stored securely in a locked location accessible only to the notary, as it contains sensitive personal information and is an official record.
If a signer refuses to provide a thumbprint when it is required by state law for certain documents, what should the notary do?
Answer: Refuse to perform the notarial act for that document
If state law requires a thumbprint for a specific type of document and the signer refuses, the notary must decline to perform the notarial act.
Which of the following best describes a 'sequential journal' used by notaries?
Answer: A bound book with pre-numbered pages where entries are made in chronological order
A sequential journal is a bound book with pre-numbered pages where entries are recorded in chronological order, making it difficult to remove pages or insert false entries.
When a credible witness is used to identify a signer, what information about the witness should be recorded in the journal?
Answer: The witness's name, address, signature, and the ID they presented
When a credible witness vouches for a signer's identity, the journal must record the witness's full identifying information just as it would for any person whose identity is verified.
After completing a notarial act during a loan signing, when should the journal entry be made?
Answer: At the time of or immediately following the notarial act
Journal entries must be made contemporaneously with or immediately following the notarial act to ensure accuracy and legal integrity of the record.
For a Remote Online Notarization (RON), what additional record-keeping is typically required beyond the standard journal entry?
Answer: A video recording of the notarization session must be retained
Most states that authorize RON require the notary to retain a video recording of the entire notarization session as an additional official record.
A lender requests copies of journal entries from a recent loan signing. What should the notary do?
Answer: Consult state law, as access to journal entries is governed by specific state requirements
Access to notary journal entries is governed by state law, which may require a written request, court order, or other conditions before entries can be shared with third parties.