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Notary Journal and Record Keeping Flashcards

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  1. A document notarized two years ago is now the subject of a lawsuit alleging forgery. How does the notary's journal help?

    Answer: It provides evidence of what occurred, including how the signer was identified

    A detailed journal entry is powerful evidence that the notary followed proper procedures, including identification of the signer.

  2. When recording how a signer was identified, the best journal practice is to note:

    Answer: The type of ID presented, such as a driver's license, and its issuing authority

    Recording the ID type and issuer documents the basis for identification without storing unnecessary sensitive data.

  3. A notary performs five separate notarizations for one signer in a single visit. How should this appear in the journal?

    Answer: Each notarial act should have its own entry or line

    Each notarial act is a distinct official act and should be individually documented.

  4. A notary's journal is stolen from her car. What is the most prudent first step?

    Answer: Report the theft and notify the appropriate authorities, including the Secretary of the State

    Reporting a lost or stolen journal creates a record of the loss and protects the notary if old entries are later questioned.

  5. Which fee-related detail is a best practice to include in each journal entry?

    Answer: The fee charged for the notarial act, if any

    Recording the fee charged documents compliance with Connecticut's statutory fee limits.

  6. A title company asks a notary to hand over her journal permanently because the notarizations involved its closings. The notary should:

    Answer: Decline, but she may provide copies of relevant entries upon a proper request

    The journal remains the notary's record, though copies of specific entries can be provided to parties with a legitimate interest.

  7. Why is it a poor practice to record a signer's full driver's license number in the journal?

    Answer: It creates an identity theft risk if the journal is lost or viewed by others

    Journals can be viewed or copied, so storing complete ID numbers unnecessarily exposes signers to identity theft.