Notary Journal Recordkeeping Flashcards

What should an Oregon notary do if their journal is stolen?

Answer: Immediately notify the Oregon Secretary of State in writing and report the theft to law enforcement

If a journal is stolen, the Oregon notary must notify the Secretary of State in writing and report the theft to law enforcement as soon as practicable.

Which of the following information is typically NOT required in an Oregon notary journal entry?

Answer: The signer's full Social Security number

Social Security numbers are sensitive personal identifiers that are not required (and should not be recorded) in an Oregon notary journal.

An Oregon notary performs multiple notarial acts for the same signer on the same day regarding different documents. How should the journal be completed?

Answer: A separate entry for each individual notarial act performed

Oregon requires a separate journal entry for each individual notarial act, even if multiple acts are performed for the same person on the same day.

When should an Oregon notary make the journal entry for a notarial act?

Answer: At or near the time the notarial act is performed

Oregon requires journal entries to be made at or near the time of the notarial act — not hours or days later.

If an Oregon notary performs a notarial act and later discovers they forgot to make a journal entry, what should they do?

Answer: Make the entry as soon as possible with a note indicating the entry was made after the fact

A belated journal entry should be made as soon as possible with a notation indicating it is a late entry, using the actual date of the notarial act.

May an Oregon notary allow an employer to keep the notary's official journal?

Answer: No, the journal must remain under the direct control of the notary to whom it belongs

An Oregon notary's journal is a personal official record that must remain under the notary's control — it cannot be surrendered to an employer.