VA Notary Notary Journals and Record Keeping 1 — Questions and Answers
Question 1: Is a Virginia notary required by law to maintain a notary journal?
- Yes, it is mandated for all acts
- No, but it is strongly recommended as a best practice (Correct answer)
- Only for real estate transactions
- Only for electronic notarizations
Correct answer: No, but it is strongly recommended as a best practice
Virginia law does not mandate a notary journal for traditional notarizations, but it is highly recommended.
Question 2: Which format is recommended for a Virginia notary's paper journal?
- A spiral notebook
- A bound book with pre-numbered pages that cannot be altered (Correct answer)
- Any lined notebook from a store
- A digital spreadsheet
Correct answer: A bound book with pre-numbered pages that cannot be altered
A bound journal with pre-numbered pages is recommended because it reduces the risk of tampering or removal of entries.
Question 3: What information should a Virginia notary record in their journal for each act?
- Only the document type
- Date, type of act, document type, signer name, and form of ID used (Correct answer)
- Only the signer's name and date
- The full document contents
Correct answer: Date, type of act, document type, signer name, and form of ID used
Best practice journal entries include the date, type of notarial act, document description, signer name, and identification method used.
Question 4: How long should a Virginia notary retain their journal after their commission expires?
- 1 year
- 3 years
- 5 years (Correct answer)
- 10 years
Correct answer: 5 years
Best practice recommends retaining notary journals for at least 5 years after the commission expires or the journal is completed.
Question 5: If a Virginia notary's journal is lost or stolen, they should:
- Wait to see if it is found before taking action
- Report it to law enforcement and notify the Secretary of the Commonwealth (Correct answer)
- Simply begin a new journal
- Report only to their employer
Correct answer: Report it to law enforcement and notify the Secretary of the Commonwealth
A lost or stolen journal should be reported to law enforcement and the Secretary of the Commonwealth to protect against misuse.
Question 6: A notary journal primarily protects the notary by:
- Increasing their fee schedule
- Providing a contemporaneous record that can defend against false claims of improper notarization (Correct answer)
- Allowing them to notarize remotely
- Serving as a legal contract
Correct answer: Providing a contemporaneous record that can defend against false claims of improper notarization
A journal provides documentary evidence of the circumstances of each notarization, protecting the notary if their conduct is questioned.
VA Notary Notary Journals and Record Keeping 1
Is a Virginia notary required by law to maintain a notary journal?