Record-Keeping and Reporting Flashcards

A Mississippi notary is asked in court to prove a notarization occurred three years ago. What record best supports this?

Answer: The journal entry made at the time of the act

A contemporaneous journal entry is the strongest evidence that a notarial act was properly performed.

A Mississippi notary notarizes for a signer identified by a credible witness. What should the journal reflect?

Answer: That identification was made through a credible witness, including the witness's information

When identity is verified by a credible witness, the journal should note that method and identify the witness.

A Mississippi notary refuses to notarize because the signer appears coerced. Should this be recorded?

Answer: Yes, noting the refusal and reason is a recommended best practice

Documenting refused notarizations and the reasons protects the notary if the incident is later questioned.

A Mississippi remote online notary must keep which additional record beyond the journal?

Answer: An audio-visual recording of the online notarization

Remote online notarizations require retention of the audio-visual recording of the session.

Halfway through the year, a Mississippi notary fills the last page of their journal. What should they do with the completed journal?

Answer: Securely store it for the full retention period and begin a new journal

A completed journal must still be safeguarded for the retention period even after a new journal is started.

A notary journals two acknowledgments for the same signer on two documents in one visit. How many journal entries are appropriate?

Answer: Two, one for each notarial act

Each notarial act performed should have its own journal entry describing the specific record.

What is the primary purpose of Mississippi's notary journal requirement?

Answer: To create reliable evidence of notarial acts and deter fraud

The journal creates an evidentiary record that protects the public and the notary and deters document fraud.