Notary Journal and Record Keeping Flashcards

What is the purpose of a Wisconsin notary keeping a detailed journal?

Answer: To provide evidence of proper procedures if a notarization is ever challenged

A thorough journal serves as the notary's primary defense if the validity or propriety of a past notarization is ever questioned.

Should a Wisconsin notary record the method of identification used in their journal?

Answer: Yes, noting the type and details of ID presented is best practice

Recording the type of identification presented and any relevant details (e.g., driver's license number, issuing state) documents that proper identification was verified.

If a Wisconsin notary's journal is lost or stolen, what should they do?

Answer: Report the loss to the Department of Financial Institutions and consider notifying law enforcement

A lost or stolen journal should be reported to the DFI and potentially law enforcement, as it could be used to facilitate fraud.

Can a Wisconsin notary use electronic software to maintain their notary journal?

Answer: Yes, electronic journals are permissible especially for electronic notarizations

Wisconsin notaries, particularly those performing electronic notarizations, may use electronic journal software that provides secure, tamper-evident records.

Should a Wisconsin notary record the address of the signer in their journal?

Answer: Yes, recording the address helps confirm the signer's identity and location

Recording the signer's address in the journal adds a layer of identification documentation and is part of thorough best-practice record keeping.

How should a Wisconsin notary correct an error in their paper journal?

Answer: Draw a single line through the error, write the correction, and initial it

Errors in a notary journal should be corrected by lining out the mistake, writing the correct information, and initialing the correction to maintain the integrity of the record.