Record-Keeping and Journal Maintenance Flashcards

A Nevada notary resigns her commission. What should she do with her journals?

Answer: Retain them for the required 7-year period after the last entry

Even after resignation, the notary must keep the journals for 7 years after the last entry.

Which document description belongs in a journal entry for an acknowledged deed?

Answer: The type or title of the document, such as 'deed of trust', and its date

The entry should identify the kind of document and its date, not reproduce its contents.

A signer refuses to let the notary record required information in the journal. What should the notary do?

Answer: Refuse to perform the notarization

Because the journal entry is legally required, the notary must decline to notarize if it cannot be properly completed.

Why is a bound journal with numbered pages preferred over loose-leaf pages?

Answer: It prevents undetected removal, insertion, or alteration of entries

A permanently bound format protects the integrity of the sequential record against tampering.

A credible witness identifies a signer who lacks ID. What should the Nevada notary's journal reflect?

Answer: Information about the credible witness used to identify the signer

When identification is based on a credible witness, the journal should record that method and the witness's details.

A notary performs five notarizations for one signer on five separate documents in one visit. How should the journal handle this?

Answer: An entry documenting each notarial act performed

Each notarial act must be documented in the journal, even when performed for the same signer in one session.

Which practice best protects a Nevada notary's journal from misuse?

Answer: Keeping it under the notary's exclusive and secure control when not in use

The journal must remain under the notary's sole, secure control to protect its integrity and signers' information.