|
NOTARY PUBLIC RECORDBOOK (Journal) REQUIREMENTS
The following requirements are general. Consult your state statutes or administrative rules for a complete review of all recordbook (journal) requirements, including information that must be entered into every recordbook entry, retention requirements and specifications for each recordbook format/type. “Electronic notarial acts” include those performed for physically present and remotely located individuals, where authorized. While not specifically noted here, Remote Online Notaries are typically required to retain an audio-visual recording of each remote online notarial act. See “Remote Online Notarization—Recordkeeping Required” later in this chapter, and consult state statutes and administrative rules for details.
Alabama- Not required.
Alaska- Not required for most Notaries. Recordbook (journal) required for Notaries Public performing remote online notarizations; at least one recordbook in a tangible medium; one or more electronic journals allowed for recording remote online notarizations.
Arizona- Required, paper and electronic notarial acts including remote online notarizations.
Arkansas- Not required, paper notarial acts. Electronic recordbook (record, journal) required, Electronic Notaries performing an online notarial act.
California- Required, paper and electronic notarial acts. Thumbprint of the signer is required for any instrument affecting real property, and powers of attorney.
Colorado- Recordbook required, paper and electronic notarial acts including those performed by remote online notarization.
Connecticut- Not required.
Delaware- Paper notarial acts – Required, Effective 8-1-2023. Electronic notarial acts – electronic recordbook required. Use of only one journal at a time is allowed.
District of Columbia- Required, paper and electronic notarial acts performed by a Notary Public or Electronic Notary.
Florida- Required, electronic notarial acts performed by an Online Notary Public (performing remote online notarizations).
Georgia- Not required.
Hawaii- Required, all notarizations regarding tangible documents and electronic documents (including for remotely-located individuals).
Idaho- Not required.
Illinois- Required, Effective 6-5-2023, for all notarial acts performed by Notaries Public and Electronic Notaries.
Indiana- Required, Remote Online Notaries Public. Electronic recordbook requirements also apply to other Notaries voluntarily using an electronic journal.
Iowa- Paper notarial acts - not required. The technology chosen by a Remote Online Notary for performance of remote online notarizations must provide an electronic recordbook (journal) that complies with Iowa's administrative rule requirements regarding documenting electronic notarial acts.
Kansas- Required, “all notarial acts” performed (traditional, electronic, remote).
Kentucky- Required, electronic notarial acts performed by an Online Notary Public.
Louisiana- Required, notarial acts performed on specified instruments involving immovable property and required to be filed/recorded into public records (see R.S. §35:199). An Online Notary Public must maintain specified records of all online notarizations performed.
Maine- Required, Effective 7-1-2023, notarial officers performing electronic and remote online notarizations. More than one such recordbook (journal) at a time permitted. Allowed (eff. 7-1-23), notarial officers performing “in person” notarial acts regarding a tangible record. Recordbook use is strongly recommended by the Secretary of State. May be in a tangible or electronic format. If a recordbook is voluntarily used, some format specifics apply. Collection and recording of any information other than that required by law is discouraged by the Secretary of State.
Maryland- Required, notarization of any tangible or electronic record (document).
Massachusetts- Required. Exempted are attorney-Notaries Public admitted to practice law in any jurisdiction; and Notaries who are employed by an attorney and who perform notarizations “by virtue” of such employment; and government-employee Notaries (for the notarial acts performed in the government-employee Notary’s course of employment).
Michigan- Required, Remote Online Notaries Public. Recordbook entry for a remote online notarization may reference but not itself contain that notarization’s audio-visual recording.
Minnesota- Electronic recordbook (journal) required for use by a Remote Online Notary Public.
Mississippi- Required, paper and electronic notarial acts.
Missouri- Required for recording of all paper and electronic notarial acts, including electronic acts performed for remotely located individuals. Electronic and Remote Online Notaries shall, in addition to one active permanently bound journal, keep an electronic recordbook of electronic notarial acts performed.
Montana- Required, paper and electronic notarial acts.
Nebraska- Electronic recordbook required (journal, “secure electronic record”), Electronic Notaries and Online Notaries Public.
Nevada- Required, paper and electronic notarial acts. Electronic recordbook may not include the electronic signature of the principal or witnesses, or the audio-visual recording of a remote online notarial act.
New Hampshire- Required, notarizations performed for a remotely located individual.
New Jersey- Required, all paper and electronic notarial acts. Certain specified Notaries are exempted from recordbook use.
New Mexico- Required, all paper and electronic notarial acts. Tangible or electronic format.
New York- Required, all paper and electronic notarial acts.
North Carolina- Required, Effective 7-1-2023; journal to be maintained for all notarial acts in a manner required for the type of notarial act and in accordance with any administrative rules of the Secretary of State (rules not effective before 7-1-24).
North Dakota- Required for recording of all notarial acts performed using communication technology for a remotely located individual, electronic and tangible records.
Ohio- Electronic recordbook (journal) required for use by an Online Notary Public.
Oklahoma- Notaries Public must maintain records (“a log”) of all absentee ballot affidavits notarized, for at least two years after the date of the election; and maintain records (“a register”) of all protests noted for banks. Electronic journaling of remote notarizations performed is required, Remote Online Notaries.
Oregon- Required, paper and electronic notarial acts. Only acknowledgments and signature witnessings must be recorded, but the Secretary of State strongly recommends all notarial acts be recorded in the journal.
Pennsylvania- Required, paper and electronic notarial acts.
Rhode Island- Not required; Secretary of State strongly recommends voluntary use..
South Carolina- Electronic recordbook (journal) required, electronic notarial acts. Secretary of State strongly recommends recordkeeping of all notarial acts.
South Dakota- Not required, but strongly recommended.
Tennessee- Required, IF the Notary OR the Notary’s employer charges a fee for notarial services. Electronic recordbook (journal) required, electronic notarial acts performed by an Online Notary.
Texas- Required, paper and electronic notarial acts. “Secure electronic records” required, Online Notary Public.
Utah- Required of a Remote Online Notary, who shall keep a secure electronic recordbook (journal) of each remote notarization performed.
Vermont- Not required.
Virginia- Paper notarial acts – not required but strongly recommended. Notaries performing electronic notarial acts including remote online notarizations must “keep, maintain, protect” and provide lawful inspection of an electronic record of such notarial acts.
Virgin Islands (U.S.)- Recordbook (journal) required, in which “all official acts” shall be noted.
Washington- Required, paper and electronic notarial acts.
West Virginia- Not required.
Wisconsin- Not required. If a Notary maintains a recordbook (journal), some regulations concerning disposition of such “official records” upon the Notary’s death apply.
Wyoming- Recordbook (journal) required, paper and electronic notarial acts. Tangible or electronic format; one or more journals allowed in which to record chronicle all notarial acts whether such acts were performed regarding tangible or electronic records.
Last Revision⎯June 2024
|