Key Takeaways
- Journal is NOT required for traditional paper notarizations but is strongly recommended
- Journal IS required for electronic and remote online notarizations
- For RON, audio-visual recordings must be retained for 10 years
- Journals must be maintained in a permanent, bound register with numbered pages (if tangible)
- Upon notary's death or incapacity, journals must be transmitted to the Secretary of State
Journal and Record-Keeping Requirements
Maintaining accurate records protects both notaries and the public. Maine has different requirements depending on the type of notarization.
Journal Requirements by Type
| Notarization Type | Journal Required? |
|---|---|
| Traditional paper | No, but strongly recommended |
| Electronic | Yes, mandatory |
| Remote online (RON) | Yes, mandatory |
Traditional Paper Notarizations
Not Required, But Recommended
The Maine Secretary of State strongly recommends maintaining a journal for all notarial acts, even though it's not legally required for paper notarizations.
Why Keep a Journal?
| Benefit | Explanation |
|---|---|
| Legal protection | Evidence if your notarization is challenged |
| Professionalism | Shows diligence and care |
| Memory aid | Remember details years later |
| Best practice | Industry standard |
| Liability protection | Documentation of proper procedure |
Electronic and Remote Notarizations
Journal IS Mandatory
For electronic and remote online notarizations, maintaining a journal is required by Maine law.
Additional RON Requirements
| Requirement | Details |
|---|---|
| Audio-visual recording | Recording of entire RON session |
| Retention period | 10 years after last notarial act |
| Multiple journals | May maintain separate journals for RON/electronic |
| Format | Must be permanent and tamper-evident |
Journal Format Requirements
Tangible (Paper) Journals
| Requirement | Details |
|---|---|
| Format | Permanent, bound register |
| Pages | Numbered sequentially |
| One journal at a time | For traditional notarizations |
| Entries | Made contemporaneously |
Electronic Journals
| Requirement | Details |
|---|---|
| Format | Permanent, tamper-evident electronic format |
| Security | Compliant with SOS rules |
| Backup | Should be regularly backed up |
| Accessibility | Must be producible if requested |
Required Journal Entry Information
For electronic and remote notarizations, each journal entry must include:
| Information | Details |
|---|---|
| Date and time | When notarial act was performed |
| Type of act | Acknowledgment, jurat, etc. |
| Document description | Type or title of document |
| Signer's name | Full name of each signer |
| Signer's address | Address of each signer |
| Identification method | How identity was verified |
| ID details | If ID used: type, issuer, issue/expiration dates |
Sample Journal Entry Format
| Field | Entry |
|---|---|
| Date/Time | 01/15/2026, 2:30 PM |
| Type of Act | Acknowledgment |
| Document | Power of Attorney |
| Signer Name | John M. Smith |
| Signer Address | 123 Main St, Portland, ME 04101 |
| ID Method | Satisfactory Evidence |
| ID Details | ME Driver's License #12345678, exp. 03/2028 |
Special Record-Keeping Requirements
Marriages
If you perform marriages (if authorized), you must keep a record of:
- Date of marriage
- Names of parties
- Other required information
Petition Oaths
For circulator petition oaths, maintain a log including:
- Title of petition
- Name of circulator
- Date of oath
- Number of petition forms signed/verified
Retention Period
| Record Type | Retention Period |
|---|---|
| Journal | 10 years after last entry |
| RON audio-visual recording | 10 years |
| All electronic notarization records | 10 years |
Upon Death or Incapacity
If a notary dies or is adjudicated incompetent:
| Responsible Party | Action |
|---|---|
| Personal representative | Transmit journal to SOS |
| Guardian | Transmit journal to SOS |
| Person in possession | Transmit journal to SOS or approved repository |
On the Exam
Key points:
- Paper notarizations: Journal recommended, not required
- Electronic/RON: Journal mandatory
- RON: Audio-visual recording required
- Retention: 10 years after last entry
- Death/incapacity: Journal goes to Secretary of State
Is a journal required for traditional paper notarizations in Maine?
How long must a Maine notary retain their journal after the last notarial act is recorded?
What happens to a notary's journal when the notary dies?