|
State |
Notary Recordbook Requirements |
| Alabama |
Recordbook Required
NOTE- In case of the death, resignation, removal or expiration of the term of office, the registers of any notary must, be delivered to the judge of probate of the county, within 30 days. Any person having possession and refusing to deliver them on demand to such judge is liable to an action for the recovery thereof in the name of such judge. |
| Alaska |
Not Required |
| Arizona |
Recordbook Required
NOTE- All records must be kept for 5 years from the date of notarization. All recordbooks AND notary/seals must be delivered by certified mail to the Secretary of State’s Office within 3 months of death, revocation, resignation, or expiration of commission or the notary may assess a fee not less than $50.00 nor more than $500.00. In the case of death the notary's personal representative must deliver all notary stamps, seals, and recordbooks to the Secretary of State's Office. |
| Arkansas |
Not Required |
| California |
Recordbook Required
NOTE- Within 30 days from the date the notary commission expired (and is non-renewed), the notary must deliver all recordbooks, and papers to the county clerk’s office where the notary filed his/her oath of office. |
| Colorado |
Recordbook Required
NOTE- EFFECTIVE July 1, 2009 notaries are required to use a recordbook (journal) for EVERY notarial act performed. |
| Connecticut |
Not Required |
| Delaware |
Not Required |
| District of Columbia |
Recordbook Required
NOTE- Upon notary's death, resignation, or removal from office, the recordbook, with any other official papers, must be deposited in the Office of the Mayor. |
| Florida |
Not Required |
| Georgia |
Not Required |
| Hawaii |
Recordbook Required
NOTE - The notary’s recordbook/journal must be deposited with the attorney generals office within 90 days of the end date of the notary public's commission. Failure to comply with this requirement may result in a fine of no less than $50 and no more than $500. |
| Idaho |
Not Required |
| Illinois |
Not Required |
| Indiana |
Not Required |
| Iowa |
Not Required |
| Kansas |
Not Required |
| Kentucky |
Not Required (see note below)
NOTE - All protests made by a notary for the non-acceptance or nonpayment of all bills of exchange, checks or promissory notes MUST be recorded in a well bound journal. Upon the resignation or expiration of the notary commission the record book should be turned in to the office of the county clerk in the county in which the notary was appointed. |
| Louisiana |
Not Required |
| Maine |
Not Required (see note below)
NOTE - Notaries that perform any marriage ceremonies must keep a record of the transaction. |
| Maryland |
Recordbook Required
NOTE - Recordbook is ONLY the property of the notary and should be retained for at least 5 years after the expiration, resignation or revocation of commission. |
| Massachusetts |
Recordbook Required
NOTE - The Recordbook is the property of the notary and no one else. A notary shall only have one active journal. The notary shall keep the journal and any other records for seven years after expiration of commission. |
| Michigan |
Not Required (see note below)
NOTE- The Michigan Notary Public Act requires that if a notary uses a recordbook he/she must maintain records of all notarial acts for at least 5 years. |
| Minnesota |
Not Required (see note below)
NOTE- The Secretary of State highly recommends the use of a recordbook although it is not required. If one is used it must be deposited with the court administrator of the district court of the notary's county upon resignation, death or removal of office. |
| Mississippi |
Recordbook Required
NOTE- The recordbook is the property of ONLY the notary. Every notary may only have one active recordbook at a time. Social security or credit card numbers may NOT be recorded in the recordbook. |
| Missouri |
Recordbook Required
NOTE- The recordbook must be permanently bound and contain numbered pages. |
| Montana |
Recordbook Required
NOTE- Upon resignation or removal from office or at the expiration of the notary public's term if the notary public is not reappointed, or, in case of the notary public's death, the notary public's legal representative shall: transfer in a timely manner all the journals kept by the notary public to the office of the county clerk and recorder of the county in which the notary public was a resident. |
| Nebraska |
Not Required |
| Nevada |
Recordbook Required
NOTE - The recordbook is the property of ONLY the notary and must be retained for 7 years after the date on which he/she ceases to be a notary. |
| New Hampshire |
Not Required |
| New Jersey |
Not Required |
| New Mexico |
Not Required |
| New York |
Not Required |
| North Carolina |
Not Required |
| North Dakota |
Not Required (see note below)
NOTE- Every notary must keep a record of all notices, promissory notes, and non-acceptance or non-payment protests that are served to the person who the protest is being made against. All records must be deposited with the Secretary of State's Office within 3 months of expiration, revocation, or resignation of commission. |
| Ohio |
Recordbook Required
NOTE- Upon notary's death, expiration of commission without reappointment, or removal from office, the recordbook shall be deposited in the county recorder's office in the notary's county of residence. |
| Oklahoma |
Not Required |
| Oregon |
Recordbook Required
NOTE- Recordbook must be retained for 7 years after an inactive commission. Upon revocation, resignation, or the death of any notary who has an active commission, the recordbook must be sent to the Secretary of State's Office. |
| Pennsylvania |
Recordbook Required
NOTE- Upon a notary public's resignation, death or disqualification or upon the revocation or expiration of a commission, the notary public's register shall be delivered to the Office of the Recorder of Deeds of the proper county the notary is registered with within 30 days. |
| Rhode Island |
Not Required (see note below)
NOTE- The use of a recordbook is recommended within the 2009 Notary Public Code of Conduct and Disciplinary Procedures Executive Order - as a "Standard Operating Procedure". If a notary chooses to use a recordbook the book must be permanently bound. A notary should NOT record a Social Security number or a credit card number in his/her recordbook. If a notary chooses to use a recordbook the notary should retain the recordbook for 7 years after the date of expiration, resignation or revocation of his/her commission. |
| South Carolina |
Not Required |
| South Dakota |
Not Required |
| Tennessee |
Recordbook Required |
| Texas |
Recordbook Required
NOTE- Recordbook must be delivered to the County Clerk's Office upon death, expiration, or revocation of commission. Notaries are PROHIBITED from recording any identification card numbers, passport numbers, or personal identification numbers that are associated with the signer in their recordbook. |
| U.S. Virgin Islands |
Recordbook Required
NOTE- Upon the expiration of the term of office, the notary public’s official record and seal shall be filed in the Office of the Lieutenant Governor, in the judicial division of his or her residence, for a period of five years. |
| Utah |
Not Required (see note below)
NOTE- If a notary maintains a journal, the notary shall:
(1) safeguard the journal and all other notarial records as valuable public documents and may not destroy the documents; and
(2) keep the journal in the exclusive custody of the notary, not to be used by any other notary or surrendered to an employer upon termination of employment. |
| Vermont |
Not Required |
| Virginia |
Not Required |
| Washington |
Not Required |
| West Virginia |
Not Required (see note below)
NOTE- Although the recordbook is not required, if any papers or copies were retained relating to notarial acts, the papers/copies shall be sent by certified mail or delivered to the Secretary of State’s Office in the event of death, expiration, or revocation of commission. |
| Wisconsin |
Not Required |
| Wyoming |
Not Required |