Your Recordbook of Notarial Acts is a Valuable Tool.
• Many states require notaries to record each notarial act they perform in a bound recordbook or journal of notarial acts, with sequentially numbered pages and entries. • Your recordbook contains private, and possibly sensitive information about the people for whom you performed a notarial act—guard your recordbook carefully to protect the privacy of its contents. • Your recordbook belongs to you, and MUST remain under your control and safekeeping at all times. Your employer has NO rights to your recordbook, even if the employer paid for it. •Never share your recordbook with another notary.
RECORDBOOK REQUIREMENTS BY STATE* *Not every requirement related to the notary’s recordbook is listed. Consult your state statutes or administrative rules for a complete review of all requirements.
Alabama- Not Required
Alaska- Not Required
Arizona- Recordbook Required. The notary must keep only one paper journal at a time, unless some entries are public records and some are non public. In that case, two separate journals, one for each type of record, may be maintained. See Arizona Revised Statutes Sec. 41-319(E) for more details. Permanently bound journals are recommended.
Arkansas- Not Required
California- Recordbook Required. Only one active, sequential recordbook may be used and should be kept in a secure location under the direct control of the notary. Thumbprint of the signer is required for any instrument affecting real property, and powers of attorney.
Colorado- Recordbook Required. Physical characteristics of the book are not defined; any type of journal is allowed.
Hawaii- Recordbook Required. Recordbook must be bound, soft-cover, consecutively numbered, and cannot exceed 11" high and 16.5" wide when fully opened. Inside cover area for notary information and other required information.
Idaho- Not Required
Illinois- Not Required, Cook County Pilot Program effective until July 1, 2018: Requires notaries to create a “Notarial Record” including a thumbprint, for all notarial acts performed involving certain conveyances for residential property in Cook County. This is not a traditional recordbook/journal entry; a specific form for this purpose, and instructions, are provided on the web site of the Illinois Secretary of State.
Indiana- Not Required
Iowa- Not Required
Kansas- Not Required
Kentucky- Not Required. 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.
Louisiana- Not Required
Maine- Not Required. Notaries that perform any marriage ceremonies must keep a record of the transaction. If a recordbook is voluntarily used, some specifics apply including: bound; consecutively numbered pages; preprinted page numbers; inside cover area for notary information and other information. Collection of the signer’s thumbprint for any reason is prohibited.
Maryland- Recordbook Required
Massachusetts- Recordbook Required. Only one active journal at a time. Chronological, permanently bound book with numbered pages or sequentially numbered entries.
Michigan- Not Required
Minnesota- Not Required
Mississippi- Recordbook Required. Must be a chronological, permanently bound book with numbered pages. Notaries should only have one active recordbook at a time.
Missouri- Recordbook Required. The recordbook must be permanently bound and contain numbered pages.
Montana- Recordbook Required. Bound recordbook required; electronic journal is not authorized. Loose leaf journals are not authorized.
Nebraska- Not Required
Nevada- Recordbook Required. Must be bound, contain sequential, preprinted page numbers and should be kept in a secure location under the direct control of the notary (paper and electronic notarial acts).
New Hampshire- Not Required
New Jersey- Not Required
New Mexico- Not Required
New York- Not Required
North Carolina- Not Required
North Dakota- Not Required
Ohio- Recordbook required only for recording protests.
Oklahoma- Not Required. Notaries public are required to 1.) maintain records (“a log”) of all absentee ballot affidavits notarized, for at least two years after the date of the election; and 2.) maintain records (“a register”) of all protests noted for banks. Records of protests for a bank may be left in possession of the bank.
Oregon- Recordbook Required. Bound, chronological journal, consecutively numbered pages. Page numbers must be preprinted. Line numbers must be preprinted as well. Must include inside cover area for notary information and other information. More than one active journal at a time is allowed. Electronic journals are allowed.
Pennsylvania- Recordbook Required. May be a paper or electronic journal, but only one recordbook (“register”) may be maintained at one time. All notarial acts, whether paper or electronic, must be recorded in the notary’s current recordbook. Must be chronological register; separate book for clerical and travel fees.
Rhode Island- Not Required
South Carolina- Not Required
South Dakota- Not Required
Tennessee- Not Required. If a Tennessee notary chooses to charge a fee he/she must keep records in a well bound book.
Texas- Recordbook Required. Applicable to both paper and electronic notarial acts. Book, computer or other storage device allowed.
U.S. Virgin Islands- Recordbook Required
Utah- Not Required. If a notary maintains a journal, it must be chronological, permanently bound, with numbered pages.
Vermont- Not Required
Virginia- Paper Notarial Acts–Not Required. Electronic Notarial Acts–Electronic Record Required. Must be chronological. If an electronic notarial act is performed utilizing audio/video technology authorized under §47.1-2, the notary must electronically record the act and keep a copy of the recording.
Washington- Not Required
West Virginia- Not Required
Wisconsin- Not Required. If a notary maintains a journal, some regulations concerning disposition of the records upon the notary’s death apply.
Wyoming- Not Required
NOTE: All information above is current as of March 2014.