VT Notary Notary Journal and Record Keeping 2 — Questions and Answers
Question 1: When a Vermont notary's commission expires, what should happen to their journal records?
- The notary should retain them personally for the recommended retention period (Correct answer)
- The journal must be submitted to the Secretary of State
- The journal must be destroyed immediately
- The journal passes to the next notary in the office
Correct answer: The notary should retain them personally for the recommended retention period
After a Vermont notary commission expires, the notary should retain their personal journal for the full recommended retention period, not submit or destroy it.
Question 2: What is the main benefit of a notary keeping a detailed journal in Vermont?
- It provides evidence of what occurred if a notarization is later challenged (Correct answer)
- It qualifies the notary for a fee increase
- It exempts the notary from liability
- It replaces the need for a notarial seal
Correct answer: It provides evidence of what occurred if a notarization is later challenged
A detailed journal provides documentary evidence of the notary's actions, which can be crucial if a notarization is later disputed in court or investigated.
Question 3: For Vermont RON, how long must the audio-video recording of each session be retained?
- 10 years (Correct answer)
- 3 years
- 1 year
- 7 years
Correct answer: 10 years
Vermont law requires that audio-video recordings of remote online notarization sessions be retained for 10 years.
Question 4: A Vermont notary's journal entry should include which detail about the identification presented by the signer?
- The type of ID, issuing agency, and ID number (or last four digits) (Correct answer)
- Only the ID type (e.g., driver's license)
- The full Social Security number
- No ID details are needed if the notary knows the signer
Correct answer: The type of ID, issuing agency, and ID number (or last four digits)
Best practice is to record the type of ID, the issuing agency, and the ID number (or last four digits) to document that identity was properly verified.
Question 5: Can a single journal entry in Vermont cover multiple documents signed by the same person during the same appointment?
- Yes, a single entry may cover multiple documents for the same signer at the same time (Correct answer)
- No, each document requires a completely separate journal entry
- Yes, but only if all documents are the same type
- No, journals are not used for multiple-document signings
Correct answer: Yes, a single entry may cover multiple documents for the same signer at the same time
A notary may make a single journal entry for multiple documents notarized for the same signer during a single appointment for efficiency.
Question 6: Which piece of information in a Vermont notary journal entry is most useful in proving the signer was willing and competent?
- A note that the signer appeared willing and understood the document (Correct answer)
- The signer's telephone number
- The fee charged for the notarial act
- The date the commission was issued
Correct answer: A note that the signer appeared willing and understood the document
A note confirming the signer appeared willing and understood the document is key evidence that the notary performed due diligence regarding signer competency.
VT Notary Notary Journal and Record Keeping 2
When a Vermont notary's commission expires, what should happen to their journal records?