Key Takeaways
- Every identification method used must be recorded in the notary journal
- Record type of ID, issuing agency, ID number, and expiration date
- For personal knowledge, note "personally known to me"
- For credible witness, record witness information and how witness was identified
- Proper documentation protects the notary from liability claims
Last updated: January 2026
Documenting Identification
Proper documentation of how each signer was identified is essential for notary liability protection and compliance with Hawaii law.
Why Documentation Matters
Recording identification details:
- Creates an audit trail
- Protects against fraud allegations
- Demonstrates compliance with law
- Provides evidence if questions arise
- Is required by Hawaii Administrative Rules
Journal Entry Requirements for Identification
For every notarial act, record in your journal:
When Using Identification Documents
| Information to Record | Example |
|---|---|
| Type of ID | Driver's license |
| Issuing agency/jurisdiction | State of Hawaii |
| ID number | D123456789 |
| Issue date | 01/15/2023 |
| Expiration date | 01/15/2031 |
| Signer's address | As shown on ID |
When Using Personal Knowledge
| Information to Record | Example |
|---|---|
| Identification method | Personal knowledge |
| Statement | "Personally known to me" |
| Relationship | (Optional but recommended) |
When Using Credible Witness
| Information to Record | Example |
|---|---|
| Witness name | Jane Smith |
| Witness address | 123 Main St, Honolulu, HI |
| How witness was identified | Personal knowledge OR ID details |
| Oath administered | Yes, date and time |
Sample Journal Entry Format
A complete journal entry should include:
| Field | Entry |
|---|---|
| Date and time | January 10, 2026, 2:30 PM |
| Type of notarial act | Acknowledgment |
| Document type | Deed of Trust |
| Document date | January 10, 2026 |
| Signer name | John Q. Public |
| Signer address | 456 Palm Drive, Honolulu, HI |
| ID type | Hawaii driver's license |
| ID number | H12345678 |
| ID expiration | January 15, 2029 |
| Fee charged | $5.00 |
| Notary signature | [Signature] |
Certificate Documentation
The notarial certificate should also reflect how identity was established:
Personal Knowledge
"...personally known to me..."
Identification Document
"...proved to me on the basis of satisfactory evidence..."
Credible Witness
"...proved to me on the basis of the oath of a credible witness..."
Records Retention
| Requirement | Timeframe |
|---|---|
| Journal retention | 10 years after last entry |
| Commission records | As required by AG |
| RON recordings | Per AG requirements |
Penalties for Poor Documentation
| Violation | Potential Consequence |
|---|---|
| Failure to record in journal | Administrative fine up to $200 |
| Failure to verify identity | Commission revocation |
| Incomplete records | Fine and discipline |
| Failure to comply with audit | Fine $50-$500 |
Best Practices
- Record immediately - Make journal entries at time of notarization
- Be complete - Include all required information
- Be accurate - Double-check ID details
- Be consistent - Use same format for all entries
- Never leave blanks - Complete all fields
On the Exam
Remember:
- Journal entries must include ID details (type, number, expiration)
- Personal knowledge must be noted in journal and certificate
- Credible witness information must be fully documented
- Keep journal for 10 years after last entry
Test Your Knowledge
What ID information must be recorded in the notary journal when using a driver's license?
A
B
C
D
Test Your Knowledge
How long must a Hawaii notary retain their journal after the last entry?
A
B
C
D