Notary journal entry requirements, record retention rules, and safekeeping of the notary seal and journal.
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- What is the primary purpose of a notary journal?
- To create a chronological record of all notarial acts performed.
- How long must notary records generally be retained?
- Typically 5 to 10 years after the notarial act, depending on state law.
- What information must be recorded about the signer's identification?
- Type of ID, ID number, state or country of issue, and expiration date.
- Should a notary journal be bound or loose-leaf?
- Many states require the journal to be bound, not loose-leaf pages.
- How should a notary handle errors or corrections in the journal?
- Cross out the error with a single line, initial it, and leave it legible; do not erase.
- Where should the notary seal be stored when not in use?
- In a secure location under the notary's exclusive control.
- What document information should be recorded in each journal entry?
- A brief description or title of the document being notarized.
- Can a notary destroy journal entries after the retention period expires?
- Yes, if state law permits and all retention requirements have been met.
- What fee information must appear in the notary journal?
- The amount charged for each notarial act performed.
- Can anyone access the notary's journal without restriction?
- No; the journal is generally confidential, though a subpoena or court order may require access.
- Should notary journal entries be handwritten or typed?
- Both are acceptable if legible; many states prefer permanent ink.
- What should be recorded when a notarization is refused?
- An entry noting the refusal and, if appropriate, a brief reason for the refusal.
- What should be recorded about the number of pages notarized?
- The total number of pages in the document being notarized.
- Can a notary keep the journal at a location other than the primary office?
- Depends on state law; generally it should be readily accessible to the notary.
- Is it recommended to include a cover sheet or title page in the journal?
- Yes; it should include the notary's name, commission number, and commission dates.
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