NSA Notary Journal and Record Keeping 1 — Questions and Answers
Question 1: What is the primary purpose of a notary journal?
- To record the notary's daily schedule and appointments
- To create a chronological record of all notarial acts performed (Correct answer)
- To track client contact information for marketing purposes
- To document the notary's commission renewal dates
Correct answer: To create a chronological record of all notarial acts performed
A notary journal serves as the official chronological record of all notarial acts, providing evidence that proper procedures were followed.
Question 2: Which information is typically required in a notary journal entry?
- The signer's social security number and bank account details
- The date, type of notarial act, document type, and signer's name (Correct answer)
- The notary's commission number and expiration date only
- The title company's name and loan officer's contact information
Correct answer: The date, type of notarial act, document type, and signer's name
Standard journal entries must include the date, type of notarial act, document description, and signer identification details to create a complete record.
Question 3: In most states, how long must a notary retain their journal after their commission expires?
- 1 year only
- 3 to 10 years, depending on state law (Correct answer)
- The journal must be destroyed immediately upon commission expiration
- Journals only need to be kept during the active commission period
Correct answer: 3 to 10 years, depending on state law
Most states require journals to be retained for 3–10 years after commission expiration to remain available if legal disputes arise from prior signings.
Question 4: What should a notary do if they make an error in a journal entry?
- Remove the page and start fresh with a new entry
- Use correction fluid to cover the mistake completely
- Cross out the error with a single line, initial it, and write the correction nearby (Correct answer)
- Discard the entire journal and start a new one
Correct answer: Cross out the error with a single line, initial it, and write the correction nearby
Errors should be crossed out with a single line and initialed, maintaining the integrity of the original record while transparently documenting the correction.
Question 5: In states that mandate a notary journal, which notarial acts must be recorded?
- Acknowledgments only
- Jurats only
- Certified copies only
- All notarial acts must be recorded (Correct answer)
Correct answer: All notarial acts must be recorded
In states that require notary journals, all notarial acts must be recorded, as the journal serves as a complete official record of the notary's activities.
Question 6: A signer's thumbprint in the notary journal is particularly important for which type of document?
- Standard lease agreements
- Documents involving real property transfers (Correct answer)
- Employment contracts
- Vehicle registration forms
Correct answer: Documents involving real property transfers
Thumbprints are especially valuable for real property transfer documents as additional fraud prevention, and some states specifically require them for deeds.
Question 7: If a notary journal is lost or stolen, what should the notary do?
- Simply replace it with a new journal and continue working
- Notify the state notary commissioning authority and file a police report (Correct answer)
- Wait to see if it is recovered before taking any action
- Notify only the clients whose acts were recorded in the journal
Correct answer: Notify the state notary commissioning authority and file a police report
A lost or stolen journal must be reported to both the state notary authority and law enforcement because it is an official record containing sensitive personal information.
NSA Notary Journal and Record Keeping 1
What is the primary purpose of a notary journal?