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Notary Journal and Record Keeping Flashcards

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  1. A Mississippi notary dies while holding an active commission. What generally happens to the journal?

    Answer: The personal representative or guardian must handle retention or transmittal of the journal as required by law

    On a notary's death or adjudicated incompetency, the personal representative or guardian must retain or transmit the journal as the law and rules require.

  2. Why should a Mississippi notary avoid recording a signer's full Social Security number in the journal?

    Answer: It creates an identity-theft risk and is not a required journal element

    Sensitive identifiers like full Social Security numbers are not required entries and storing them creates unnecessary identity-theft exposure.

  3. A notary notarizes five signatures on five separate documents for the same signer in one visit. What is the best journaling practice?

    Answer: Record each notarial act so every document notarized is reflected in the journal

    Each notarial act should be documented so the journal fully reflects every document notarized.

  4. Which description of the notarized record belongs in a Mississippi journal entry?

    Answer: A brief description or title of the record, such as 'deed of trust'

    The entry should briefly identify the type or title of the record notarized, not reproduce its contents.

  5. A signer refuses to let the notary record the notarization in a journal, citing privacy. What should the Mississippi notary do?

    Answer: Decline to perform the notarization, because the journal entry is a legal duty

    Because journaling is a legal requirement, a notary should refuse to notarize if the required record cannot be made.

  6. What is the main protective benefit of a complete journal for the notary personally?

    Answer: It provides evidence of reasonable care that can defend the notary against liability claims

    A thorough journal documents that the notary followed proper procedures, which is powerful evidence if the notary is accused of misconduct or negligence.

  7. A Mississippi notary wants to keep her tangible journal secure between notarizations. Which practice is best?

    Answer: Keep the journal under her exclusive control, such as in a locked drawer she alone accesses

    The journal should remain under the notary's exclusive control and be stored securely when not in use.