Notary Journal Record Keeping Flashcards

Which of the following is NOT a required element for a notary journal entry in Arizona?

Answer: The signer's occupation

Arizona law requires the notary to record the fee charged for the notarial act, the date and time of the notarization, and a description of the document. The signer's occupation is not a required piece of information and should not be recorded as it is personal data not relevant to the notarial act.

How must an Arizona notary's paper journal be formatted?

Answer: As a permanent, bound register with sequentially numbered pages

According to Arizona law, a paper-based notary journal must be a permanent, bound register with sequentially numbered pages. This format helps ensure the integrity of the journal and prevents pages from being removed or reordered without detection. Loose-leaf binders are not permitted for paper journals.

If a notary's journal is lost or stolen, the notary must notify which agency within what time frame?

Answer: The Secretary of State within ten days

Arizona Revised Statutes require a notary to promptly notify the Secretary of State if their journal is lost, stolen, or rendered unusable. The notification must be made within ten days of the discovery of the loss or theft. This allows the Secretary of State's office to be aware of the potential for fraudulent use of the notary's information.

For how long must an Arizona notary retain their journal after the date of the last entry?

Answer: Five years

A notary public is required to keep their journal for five years after the date of the last notarial act recorded in the journal. This ensures that records of notarial acts are available for a reasonable period for verification or in case of legal proceedings. After the five-year period, the journal may be destroyed.

When identifying a signer, what information from their identification card must be recorded in the journal?

Answer: The type of ID, issuing agency, serial number, and issue or expiration date

The notary must record the type of identification presented (e.g., driver's license), the issuing agency, the serial or identification number of the ID, and its date of issuance or expiration. This level of detail is required to create a clear and verifiable record of how the signer's identity was confirmed. The signer's physical description is not a required element.

A notary is not required to record a journal entry for which of the following acts?

Answer: Certifying a copy of a document in the public record, if employed by a law firm

Arizona law provides a specific exception to the journal requirement for notaries who are employed by an attorney, law firm, or government entity. When acting in the scope of that employment, they are not required to make a journal entry when making a certified copy of a document that is in the public record. All other common notarial acts require a journal entry.