TN Notary Journal and Record Keeping 2 — Questions and Answers
Question 1: When an electronic notarization is performed in Tennessee, what record must be kept?
- A paper printout only
- An electronic journal entry that meets state requirements (Correct answer)
- No record is required for electronic notarizations
- Only a video recording
Correct answer: An electronic journal entry that meets state requirements
Tennessee's Remote Online Notarization (RON) rules require electronic journal entries for each online notarial act performed.
Question 2: Which detail is most important to include when logging a signer's identification in a journal?
- The signer's shoe size
- The type of ID presented and its issuing authority (Correct answer)
- The signer's employer name
- The color of the document
Correct answer: The type of ID presented and its issuing authority
Recording the type and issuing authority of the identification document verifies that the notary properly checked the signer's identity.
Question 3: Can a third party subpoena a Tennessee notary's journal records?
- No, journal records are always private
- Yes, they can be subpoenaed as evidence in legal proceedings (Correct answer)
- Only government agencies can access them
- Only the signer can request them
Correct answer: Yes, they can be subpoenaed as evidence in legal proceedings
Notary journal records are not automatically privileged and may be subpoenaed as evidence in civil or criminal proceedings.
Question 4: What happens to a notary's journal when their commission expires?
- It must be destroyed immediately
- It should be retained by the notary for the recommended period (Correct answer)
- It must be filed with the county clerk
- It is automatically transferred to the Secretary of State
Correct answer: It should be retained by the notary for the recommended period
The notary should retain the journal for the recommended five-year period even after their commission has expired.
Question 5: A notary performs 50 notarizations in one week. How should they be recorded?
- As a single weekly batch entry
- Each notarization recorded as a separate journal entry (Correct answer)
- Only the first and last of the week
- Only notarizations above $50 in fees
Correct answer: Each notarization recorded as a separate journal entry
Each individual notarial act should have its own separate journal entry to ensure a complete and accurate record.
Question 6: Which statement about journal entries for copy certifications is correct?
- Copy certifications do not need to be journaled
- The type of document copied should be noted in the journal entry (Correct answer)
- Only certified copies of government records need entries
- Copy certifications are prohibited so no journal entry is needed
Correct answer: The type of document copied should be noted in the journal entry
The journal entry for a copy certification should note the type of document that was copied as part of the complete record.
TN Notary Journal and Record Keeping 2
When an electronic notarization is performed in Tennessee, what record must be kept?