ID Notary - Idaho Notary Notary Journal Best Practices Questions and Answers — Questions and Answers
Question 1: A notary makes an error while filling out their paper journal for an in-person acknowledgment, accidentally writing the wrong document title. What is the professionally accepted best practice for correcting this mistake?
- Use correction fluid or tape to completely cover the error and write over it.
- Scribble over the mistake until it is illegible and write the correct title above it.
- Draw a single line through the incorrect information, write the correct information nearby, and add your initials. (Correct answer)
- Tear the page out of the journal and start a new entry on a fresh page.
Correct answer: Draw a single line through the incorrect information, write the correct information nearby, and add your initials.
The standard professional method for correcting an error in a notary journal is to strike through the mistake with a single line so it remains legible, add the correct information, and then initial and date the correction. This maintains the record's integrity by showing what was changed, when, and by whom, without appearing to conceal information.
Question 2: While a notary journal for traditional (in-person) notarizations is not legally mandatory in Idaho, it is highly recommended. If a notary who keeps a journal discovers it has been lost or stolen, what is the most responsible and immediate action to take?
- Wait at least 48 hours to see if it turns up before doing anything.
- Purchase a new journal immediately and continue notarizing.
- Report the loss or theft to the Idaho Secretary of State as soon as is practical. (Correct answer)
- Only report the loss if a client complains about a past notarization.
Correct answer: Report the loss or theft to the Idaho Secretary of State as soon as is practical.
Although the journal is not required by statute for traditional acts, it contains sensitive information about signers. Losing it is a security breach. The most professional and responsible action is to promptly notify the commissioning authority, the Idaho Secretary of State, similar to the required procedure for a lost or stolen seal.
Question 3: According to Idaho law and best practices, what is a key difference in journal requirements between a traditional, in-person notarization and a remote online notarization (RON)?
- A journal is recommended for traditional acts but is mandatory for all RONs. (Correct answer)
- A thumbprint is recommended for traditional journal entries but prohibited for RON entries.
- The journal for a RON can be discarded after one year, while a traditional journal must be kept for ten years.
- The fee for the notarization must be recorded for RONs but is optional for traditional acts.
Correct answer: A journal is recommended for traditional acts but is mandatory for all RONs.
Idaho Code § 51-132 states a notary *may* maintain a journal for traditional notarial acts. However, laws and rules governing remote online notarization (RON) under Idaho Code § 51-114A mandate that a notary *shall* create and maintain a secure electronic record of each remote online notarial act, which functions as the journal.
Question 4: A signer is in a hurry and questions the need to sign a notary's journal for a traditional acknowledgment, correctly stating that Idaho law doesn't require a journal for in-person acts. What is the notary's BEST response?
- Skip the journal entry to provide faster customer service.
- Refuse to perform the notarization unless the signer signs the journal.
- Complete the journal entry but forge the signer's signature for the record.
- Explain that the journal protects all parties by creating a credible record of the act and strongly encourage them to sign. (Correct answer)
Correct answer: Explain that the journal protects all parties by creating a credible record of the act and strongly encourage them to sign.
The Idaho Secretary of State strongly recommends keeping a journal as a best practice. The purpose is to create a reliable record that protects the public, the signer, and the notary. The best course of action is to professionally explain this benefit rather than skipping the entry or refusing the service, as the journal is not legally mandatory for the signer in this context.
Question 5: Which of the following is a critical best practice for maintaining the integrity of a paper notary journal?
- Using a pencil to allow for easy and neat corrections of any errors.
- Recording all entries chronologically and never leaving blank lines or skipping pages. (Correct answer)
- Sharing one journal with other notaries in the same office to save costs.
- Recording only the signer's signature to protect their private information.
Correct answer: Recording all entries chronologically and never leaving blank lines or skipping pages.
A fundamental best practice for any official record-keeping, including a notary journal, is to make entries sequentially and without leaving gaps. This prevents fraudulent or back-dated entries from being inserted, maintaining the journal's integrity as reliable evidence of the notary's acts.
Question 6: When keeping a detailed journal for a traditional notarization in Idaho, which piece of information is most essential for identifying the specific document that was notarized?
- The fee charged for the notarial service.
- A description of the document, such as 'Deed of Trust dated January 1, 2026'. (Correct answer)
- The serial number from the signer's driver's license.
- The time of day the notarization was performed.
Correct answer: A description of the document, such as 'Deed of Trust dated January 1, 2026'.
To create a useful and defensible record, the journal entry must clearly identify the document involved. Recording the type or title of the document and its date is the most effective way to distinguish it from any other document the notary may have handled, which is a key recommendation from the Idaho Secretary of State.
ID Notary - Idaho Notary Notary Journal Best Practices Questions and Answers
A notary makes an error while filling out their paper journal for an in-person acknowledgment, accidentally writing the wrong document title.
What is the professionally accepted best practice for correcting this mistake?