PA Notary Journal & Records 2 — Questions and Answers
Question 1: A notary performs a Remote Online Notarization (RON) for a signer located in another country. In addition to the standard journal entry requirements, what specific notation must be included in the notarial certificate for this act?
- The brand of communication technology used.
- That the notarial act was performed by means of communication technology. (Correct answer)
- The city and country where the signer was physically located.
- A statement from the signer confirming they are a U.S. citizen.
Correct answer: That the notarial act was performed by means of communication technology.
Pennsylvania law requires that for any remote online notarization, the certificate of notarial act must include a statement indicating that the act was performed using communication technology. While other details are important for the overall record, this specific statement is a required part of the notarial certificate itself.
Question 2: A notary discovers their bound, paper journal is missing and likely stolen. According to Pennsylvania law, what is the required timeframe for notifying the Department of State?
- Immediately, but no later than 24 hours.
- Within 3 business days of the discovery.
- Promptly, and no later than 15 days from the date of discovery. (Correct answer)
- Within 30 days, along with a copy of the police report.
Correct answer: Promptly, and no later than 15 days from the date of discovery.
Pennsylvania statute 57 Pa.C.S. 319(d) mandates that if a journal is lost or stolen, the notary public must promptly notify the department upon discovering the loss. Other sources clarify this timeframe as being within 15 days from the date of discovery.
Question 3: When a signer is identified through a credible witness who is personally known to the notary, which of the following is a specific requirement for the journal entry in Pennsylvania?
- The credible witness must sign the notary's journal.
- A separate journal entry must be made for administering the oath to the credible witness. (Correct answer)
- The notary must record the credible witness's driver's license number.
- A photograph of the credible witness must be attached to the journal page.
Correct answer: A separate journal entry must be made for administering the oath to the credible witness.
The act of administering an oath or affirmation to a credible witness is, itself, a notarial act. Therefore, it requires its own separate, chronological entry in the notary's journal, distinct from the entry for the primary notarial act being performed for the principal signer.
Question 4: A person requests a certified copy of a specific entry from a notary's journal from two years ago. Which of the following actions is the notary required to take?
- Deny the request, as journal entries are confidential.
- Provide a certified copy of the entire page containing the entry within 10 days. (Correct answer)
- Redact all other entries on the page before providing the copy.
- Only allow the requester to view the entry in person without providing a copy.
Correct answer: Provide a certified copy of the entire page containing the entry within 10 days.
Pennsylvania law allows any person to apply for a certified copy of a journal entry. The notary must provide a certified copy of the entire page from the journal that contains the requested entry within 10 days of the request. The notary cannot just show the entry or redact other entries on the same page.
Question 5: A notary's commission expires, and they do not apply for reappointment. What is the legally mandated procedure for their final journal?
- The journal must be destroyed to protect the privacy of the signers.
- The journal must be delivered to the Department of State within 60 days.
- The journal becomes the personal property of the notary to be retained indefinitely.
- The journal must be delivered to the recorder of deeds office in the county where the notary last maintained an office within 30 days. (Correct answer)
Correct answer: The journal must be delivered to the recorder of deeds office in the county where the notary last maintained an office within 30 days.
Upon expiration of a commission without renewal, resignation, or revocation, a Pennsylvania notary has 30 days to deliver their journal(s) to the office of the recorder of deeds in the county of their last office. This ensures the records are preserved and accessible.
Question 6: Which of the following pieces of information is explicitly forbidden from being recorded in a Pennsylvania notary's journal?
- The last four digits of a driver's license number.
- A description of the document being notarized.
- The signer's full Social Security number. (Correct answer)
- The fee charged for the notarial act.
Correct answer: The signer's full Social Security number.
Pennsylvania regulations explicitly prohibit a notary's journal from containing personally identifiable financial or identification information, such as a complete Social Security number or a full driver's license number. Terminal numbers, like the last four digits, are permissible for identification purposes.
PA Notary Journal & Records 2
A notary performs a Remote Online Notarization (RON) for a signer located in another country.
In addition to the standard journal entry requirements, what specific notation must be included in the notarial certificate for this act?