Free Recordkeeping & Journal Entries Questions and Answers 2 — Questions and Answers
Question 1: What is the primary purpose of a notary's journal of notarial acts?
- To track income and calculate taxes
- To serve as a contemporaneous record proving each act was properly performed and deterring fraud (Correct answer)
- To satisfy federal reporting requirements
- To provide the state with monthly notarization data
Correct answer: To serve as a contemporaneous record proving each act was properly performed and deterring fraud
The notary journal serves as a contemporaneous record of every notarial act performed. It provides evidence that an act was properly performed, protects the notary against false claims, and deters fraud.
Question 2: Which of the following is a standard journal entry required in most states?
- The signer's social security number
- Date, type of act, document description, signer's name, identification method, fee, and signer's journal signature (Correct answer)
- The names of all parties to the underlying transaction
- A photocopy of every document notarized
Correct answer: Date, type of act, document description, signer's name, identification method, fee, and signer's journal signature
Most state notary journal requirements include: date of the act, type of act performed, description of the document, name of the signer, identification method used, the notary's fee, and the signer's signature in the journal.
Question 3: What should a notary do if a journal entry contains an error?
- Use white-out to correct the error
- Tear out the erroneous page and start a new entry
- Draw a single line through the error, write the correction, and initial and date the change (Correct answer)
- Leave the error and add a footnote at the end of the journal
Correct answer: Draw a single line through the error, write the correction, and initial and date the change
The proper correction method for a journal error is to draw a single line through the incorrect entry, write the correct information, and initial and date the correction. White-out or erasures are improper and raise fraud concerns.
Question 4: How long must a notary typically retain their notary journal after the last recorded entry?
- 1 year
- 5–10 years (varies by state) (Correct answer)
- 30 days after commission expiration
- Only until the commission is renewed
Correct answer: 5–10 years (varies by state)
Retention requirements vary by state, but many states require journal retention for 5–10 years after the last recorded entry. Some states require perpetual retention or transfer to a designated repository.
Question 5: Who may lawfully access a notary's journal in most states?
- Any member of the public upon request
- Only the notary and their employer
- Law enforcement with proper legal authority and in some states, parties to the transaction (Correct answer)
- Only the state commissioning authority
Correct answer: Law enforcement with proper legal authority and in some states, parties to the transaction
A notary's journal is generally the notary's private record, but most states allow access by law enforcement with proper authority (e.g., a subpoena) and may allow parties to specific transactions to request relevant entries.
Question 6: What is the risk of failing to maintain a notary journal when required by state law?
- No risk — journal keeping is optional in all states
- Disciplinary action, possible commission revocation, and lack of evidence to defend against false claims (Correct answer)
- A one-time administrative fine only
- Loss of E&O insurance coverage only
Correct answer: Disciplinary action, possible commission revocation, and lack of evidence to defend against false claims
Failure to maintain a journal when required is a violation of notary law and can result in disciplinary action, including suspension or revocation of the notary commission, and may leave the notary without evidence of proper conduct if challenged.
Free Recordkeeping & Journal Entries Questions and Answers 2
What is the primary purpose of a notary's journal of notarial acts?