Key Takeaways
- Montana law requires notaries to maintain a journal of all notarial acts
- Entries must be made at the time of the notarial act
- Journals must be retained for 10 years after the last entry
- Journals may be paper (bound) or electronic (tamper-evident)
- Certain information is prohibited from journal entries
Last updated: January 2026
Montana Notary Journal Requirements
Montana law requires all notaries public to maintain a journal documenting every notarial act performed.
Journal Format Options
| Format | Requirements |
|---|---|
| Paper Journal | Permanent, bound, numbered pages designed to deter fraud |
| Electronic Journal | Permanent, tamper-evident, compliant with SOS rules |
A notary may keep one or more journals simultaneously.
Required Journal Entries
For each notarial act, record:
| Information | Details |
|---|---|
| Date and time | When the act was performed |
| Type of act | Acknowledgment, jurat, etc. |
| Document description | Type and date of document |
| Name of signer | Full name of each individual |
| Address of signer | Address of each individual |
| Signature of signer | Signer signs in journal (except for certified copies and transcripts) |
| Identification method | Personal knowledge or type of ID used |
| ID details | Date of issuance or expiration of ID (if used) |
| Fee charged | Amount charged or "no fee" |
Additional RON Journal Entries
For Remote Online Notarizations, also record:
| Information | Details |
|---|---|
| Use of communication technology | Note that RON was used |
| Platform used | Name of technology platform |
| Recording storage location | Where audiovisual recording is stored |
Prohibited Journal Information
A notary public may NOT record in the journal:
| Prohibited | Reason |
|---|---|
| Social Security number | Identity theft risk |
| Passport number | Privacy protection |
| Driver's license number | Privacy protection |
| Birth date | Privacy protection |
| Other info prohibited by SOS | Per Secretary of State rules |
Journal Entry Timing
Entries must be made:
- At the same time as the notarial act
- Before the signer leaves (for signature)
- Contemporaneously — not hours or days later
Journal Retention
| Requirement | Details |
|---|---|
| Retention period | 10 years from date of last entry |
| Storage | Secure location with notary access |
| Transfer option | May transfer to Secretary of State for retention |
| Destruction | May destroy after 10 years |
Lost or Stolen Journals
If your journal is lost, stolen, or destroyed:
- Report to Secretary of State within 30 days
- Document the circumstances
- Start a new journal
- Note the loss in the new journal
Cessation of Commission
When you stop serving as a notary:
| Action | Options |
|---|---|
| Store journals | Keep securely for 10 years |
| Transfer to SOS | Arrange transfer to Secretary of State |
| Do NOT destroy | Must maintain for full retention period |
On the Exam
- Required by law: Journal is mandatory in Montana
- 10-year retention: After last entry date
- Contemporaneous entries: At time of act
- Prohibited info: No SSN, passport #, DL#, birthdate
- Report loss: Within 30 days to SOS
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Test Your Knowledge
How long must a Montana notary retain their journal?
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Test Your Knowledge
Which information is PROHIBITED from being recorded in a Montana notary journal?
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Test Your Knowledge
When must journal entries be made?
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