Notarial Recordkeeping and Journal Practices
This domain tests journal content, retention, and confidentiality.
Journal purpose
Kentucky's notarial framework does not require every notary to keep a bound paper journal, but a contemporaneous journal is the standard record and may be required by an employer or remote platform. It protects the notary in disputes and supports audit. Record entries at the time of the act, not later.
What to record
A useful entry includes date/time, signer name and address, identification type and reference number (or “personal knowledge”), document type/date, notarial act, fee charged, signature of signer, and notes on witnesses or remote technology. Avoid recording unnecessary sensitive data such as full Social Security numbers. Keep the journal secure and retain it for the period required by law, employer policy, or the remote platform; many notaries retain for at least ten years.
Worked example
A notary notarizes an affidavit and later receives a subpoena. The journal shows the signer appeared on June 1, presented a current state ID, signed in the notary's presence, and was sworn. That entry supports the certificate. If the notary had recorded only “signed affidavit,” the entry would add little and could expose inconsistencies.
Traps
- Backfilling journal entries days later.
- Recording full SSNs or unrelated personal data.
- Failing to record the ID basis or remote session details.
- Treating the journal as public and showing it to unauthorized persons.