Journal & Records Flashcards

According to Pennsylvania law, which of the following details *must* be recorded in a notary's journal for *every* notarial act performed?

Answer: The fee charged for the notarial act.

Pennsylvania law mandates that the notary's journal must include the fee charged for the notarial act, among other specific details such as the date and time, type of act, description of the document, and method of identity verification.

For how long must a Pennsylvania notary public retain their official journal and all other notarial records?

Answer: 7 years after the date of the notarial act.

Pennsylvania notaries are required to retain their journals and all other notarial records for a period of seven years after the date of the notarial act. This ensures a sufficient record-keeping period for legal and administrative purposes.

When performing an electronic notarization, what specific requirement applies to the notary's journal in Pennsylvania?

Answer: The notary must maintain an electronic journal that complies with the same requirements as a tangible journal.

For electronic notarizations, Pennsylvania law permits the use of an electronic journal, provided it meets the same requirements for security, integrity, and record-keeping as a tangible journal. The electronic journal must contain all the information required for traditional notarial acts.

A Pennsylvania notary public is presented with a document for notarization. Which of the following pieces of information is *not* explicitly required to be recorded in the notary's journal for this act?

Answer: The full text of the document being notarized.

While the notary must record a description of the document or proceeding, including the type of document, it is not required to record the full text of the document itself. This protects privacy and is impractical.

Upon the expiration, resignation, or revocation of a Pennsylvania notary public's commission, what is the proper procedure for the disposition of their official journal and other notarial records?

Answer: The notary must deliver the journal and records to the Department of State within 30 days.

Pennsylvania law requires a notary public whose commission expires, is resigned, or revoked to deliver their official journal and all other notarial records to the Department of State within 30 days. This ensures continuity of records and proper archiving.

When a Pennsylvania notary public identifies a principal based on "satisfactory evidence," which of the following must be recorded in the journal regarding that identification?

Answer: The type of identification credential presented, its issuing agency, and its date of issuance or expiration.

For identification based on a credential, Pennsylvania law requires the notary to record the type of identification credential, the issuing agency, and the date of issuance or expiration. This provides a clear record of the identification method used.

Under Pennsylvania law, who is generally authorized to inspect a notary public's journal?

Answer: The Department of State, a law enforcement officer, or a court, upon proper request or subpoena.

A Pennsylvania notary's journal is not a public record for general inspection. It may be inspected by the Department of State, a law enforcement officer, or a court, typically upon proper request, subpoena, or in the course of an investigation. This balance protects privacy while allowing for oversight.