Notarial Recordkeeping, Journals, and Seal/Stamp Requirements
Records, Journals, and Seal/Stamp Requirements
This domain tests the administrative side of a commission: what must be recorded, how the official seal is used, and how long records are kept. Requirements vary by state, so the exam generally tests the common model and the reason behind each rule.
Journal
Many states require a bound or electronic journal of notarial acts. A typical entry records the date and time, the type of act, the signer's name and address, the identification method and ID details, the fee charged, and the signature of the signer. The journal is a public record in some states and confidential in others. The notary must keep it secure and retain it for the statutory period, often five to ten years. Never record a full ID number if state law prohibits it; follow the statute.
Seal or stamp
The official seal commonly includes the notary's name, commission number, and the state. Many states require an inked stamp; some permit an embosser. The impression must be legible. The notary must keep the seal in a secure place and must not lend it, pre-stamp blank documents, or let another person use it. When the commission expires or is revoked, the notary must dispose of or return the seal as required.
Worked example
A notary's journal entry omits the type of identification used. Later, the signer's identity is disputed. The missing entry weakens the notary's proof that identification was properly performed. The notary should complete every required field at the time of the act, not later from memory.
Traps
- Pre-sealing or pre-signing blank certificates.
- Lending the seal to a coworker.
- Failing to record credible witnesses or ID details.
- Keeping the journal indefinitely without following retention and privacy rules.