Key Takeaways
- Colorado requires notaries to maintain a journal of all notarial acts
- Journal may be tangible (bound book) or electronic format
- Must record specific information for each notarial act
- Journals must be retained for 10 years after the last entry
- Remote notarizations require electronic journal entries
Last updated: January 2026
Journal Requirements
Colorado requires all notaries to maintain a journal of notarial acts. This is one of the most important duties of a Colorado notary.
Journal Requirement Under RULONA
| Requirement | Specification |
|---|---|
| Mandatory | Yes - required for all notarial acts |
| Exceptions | Only one narrow exception exists |
| Purpose | Document notarial acts for legal protection |
Journal Format Options
Tangible (Paper) Journal
| Requirement | Specification |
|---|---|
| Binding | Permanent, bound register |
| Pages | Pre-numbered pages |
| Format | Cannot be loose-leaf |
| Security | Must be tamper-evident |
Electronic Journal
| Requirement | Specification |
|---|---|
| Format | Permanent, tamper-evident |
| Compliance | Must meet Secretary of State rules |
| Security | Encryption and backup required |
| Access | Must be able to produce records |
Required Journal Entries
For EACH notarial act, record:
| Entry | Description |
|---|---|
| 1. Date and time | When notarization occurred |
| 2. Type of act | Acknowledgment, jurat, oath, etc. |
| 3. Document description | Title/description of record (deed, POA, etc.) |
| 4. Signer information | Name and address of each signer |
| 5. Witness information | Name and address of any witnesses |
| 6. Signatures | Signature of signer and witnesses |
| 7. Identity method | How identity was verified |
| 8. ID details | If documentary ID used, type of ID |
| 9. Fee charged | Amount charged, if any |
For Remote Notarizations Only
| Additional Entry | Description |
|---|---|
| Provider name | RON technology provider used |
| Interpreter | If used, full name and address |
Journal Retention
| Requirement | Timeframe |
|---|---|
| Retention period | 10 years from last entry |
| Storage | Secure location |
| Access | Must be available for inspection |
Upon Commission End or Resignation
A current or former notary must choose one of these options:
| Option | Description |
|---|---|
| Retain | Keep journal for 10 years from last entry |
| Submit to Archives | Send to Colorado State Archives |
| Leave with employer | If employer has custody |
| Notify Secretary of State | Report chosen disposition |
Security Requirements
| Duty | Description |
|---|---|
| Physical security | Keep journal in secure location |
| Access control | Only notary should access |
| No alterations | Cannot modify past entries |
| Backup | Electronic journals should be backed up |
Why the Journal Matters
| Benefit | Explanation |
|---|---|
| Legal protection | Evidence if notarization questioned |
| Memory aid | Record of all transactions |
| Fraud prevention | Deters and documents suspicious activity |
| Regulatory compliance | Required by law |
On the Exam
- Journal required: Yes, for all notarial acts
- Format options: Tangible bound OR electronic
- Retention: 10 years from last entry
- Required entries: Date, type, signer info, ID method, fee
Test Your Knowledge
How long must a Colorado notary retain their journal?
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D
Test Your Knowledge
What type of paper journal is acceptable in Colorado?
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B
C
D
Test Your Knowledge
Which of the following must be recorded in the journal for each notarization?
A
B
C
D