NSA Notary Journal and Record Keeping 2 — Questions and Answers
Question 1: What identifying information about a document signer should be recorded in the notary journal?
- Only the signer's name and signature
- Name, address, type of ID presented, and ID number (Correct answer)
- Social security number and date of birth
- Email address and phone number only
Correct answer: Name, address, type of ID presented, and ID number
Journal entries should include the signer's name, address, type of identification presented, and the ID number to document that identity was properly verified.
Question 2: Can a notary journal be subpoenaed as evidence in a legal proceeding?
- No, notary journals are protected by attorney-client privilege
- No, journals are for the notary's personal use only
- Yes, notary journals are official records and can be subpoenaed (Correct answer)
- Only if the notary consents to releasing the journal
Correct answer: Yes, notary journals are official records and can be subpoenaed
Notary journals are official public records and can be subpoenaed as evidence in legal proceedings, which is why accurate and complete record-keeping is essential.
Question 3: In a sequential journal, entries must be:
- Alphabetized by the signer's last name
- Recorded in chronological order without leaving blank spaces (Correct answer)
- Organized by document type for easy reference
- Entered only at the end of each business day
Correct answer: Recorded in chronological order without leaving blank spaces
A sequential notary journal must be maintained in strict chronological order with no blank spaces, preventing tampering or fraudulent insertion of new entries.
Question 4: When a notary performs multiple notarial acts for the same signer on the same day, how should this be recorded?
- In a single combined entry covering all acts performed
- With one separate entry per document or notarial act (Correct answer)
- In a weekly summary at the end of the period
- Only the most significant act needs to be recorded
Correct answer: With one separate entry per document or notarial act
Each notarial act requires its own individual journal entry, even when multiple acts are performed for the same signer on the same day.
Question 5: What happens to a notary's journal when their commission expires and they choose not to renew?
- The journal is automatically destroyed by the state
- The notary retains it for the required retention period or surrenders it to the state per state law (Correct answer)
- The journal becomes the property of their last employer
- It must be turned over to a licensed attorney immediately
Correct answer: The notary retains it for the required retention period or surrenders it to the state per state law
Upon commission expiration without renewal, the notary retains the journal for the state-required retention period, or some states require it to be surrendered to the commissioning authority.
Question 6: Why is it important to record the method of signer identification in the notary journal?
- To fulfill IRS reporting requirements for the signing
- To prove the notary followed proper identity verification procedures (Correct answer)
- To comply with HIPAA medical privacy regulations
- To maintain a marketing database of repeat clients
Correct answer: To prove the notary followed proper identity verification procedures
Recording the method of identification proves the notary followed proper procedures for verifying identity, which is critical if the signing is later questioned or challenged in court.
Question 7: Which of the following is generally NOT required to be recorded in a notary journal?
- The fee charged for the notarial act
- The type of notarial act performed
- The signer's employer and job title (Correct answer)
- The date and time of the notarial act
Correct answer: The signer's employer and job title
While date/time, type of act, and fees are typically required journal entries, the signer's employer and job title are not standard required elements.
NSA Notary Journal and Record Keeping 2
What identifying information about a document signer should be recorded in the notary journal?