Key Takeaways
- Electronic journal required for all electronic notarizations
- RON recordings must be retained for 10 years
- Records must be tamper-evident and secure
- Third-party storage is permitted if requirements are met
- Records must be available for lawful requests
Last updated: January 2026
Electronic Records and Security
Electronic notarization requires robust record-keeping and security measures to protect the integrity of notarized documents.
Electronic Journal Requirements
| Requirement | Detail |
|---|---|
| Mandatory | Required for all electronic notarial acts |
| Format | Electronic, tamper-evident |
| Content | Same information as paper journal |
| Security | Protected from unauthorized access |
| Retention | Minimum 10 years |
Journal Entry Elements
For each electronic notarization, record:
| Element | Description |
|---|---|
| Date and Time | When notarization occurred |
| Type of Act | Acknowledgment, jurat, etc. |
| Document Type | Description of document |
| Principal Information | Name, address |
| Identification Method | How identity was verified |
| Fee Charged | Amount collected |
| RON Session ID | For remote notarizations |
RON Recording Requirements
| Requirement | Detail |
|---|---|
| What to Record | Entire RON session |
| Format | Audio-video |
| Quality | Clear enough to identify participants |
| Storage | Secure, tamper-evident |
| Retention | Minimum 10 years |
Record Retention Timeline
| Record Type | Retention Period |
|---|---|
| Electronic Journal | Minimum 10 years |
| RON Audio-Video Recordings | Minimum 10 years |
| Electronic Documents (copies) | Recommended 10 years |
Third-Party Storage
Electronic records may be stored by third parties:
| Requirement | Detail |
|---|---|
| Licensed Platform | May store records for notary |
| Security Standards | Must meet NC requirements |
| Access | Notary must be able to access records |
| Compliance | Third party must comply with law |
Security Requirements
| Security Measure | Purpose |
|---|---|
| Tamper-Evident Technology | Detect any alterations |
| Access Controls | Limit who can access records |
| Encryption | Protect data in transit and storage |
| Backup Systems | Prevent data loss |
| Audit Trails | Track access and changes |
Access to Records
Records must be available for:
| Requester | Condition |
|---|---|
| Principal | Upon reasonable request |
| Court | By subpoena or court order |
| Secretary of State | For investigation purposes |
| Law Enforcement | With proper legal process |
End of Commission
When electronic notary commission ends:
| Action | Requirement |
|---|---|
| Records Transfer | To successor notary or repository |
| Notification | Notify Secretary of State of record location |
| Continued Retention | 10-year requirement continues |
| Access | Must remain accessible for legal requests |
Key Points for the Exam
- Electronic journal: Required for all electronic notarizations
- RON recordings: Entire session recorded and retained
- Retention: 10 years minimum for all electronic records
- Third-party storage: Permitted if requirements met
- Security: Tamper-evident, encrypted, access-controlled
Test Your Knowledge
How long must RON audio-video recordings be retained?
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Test Your Knowledge
Can a third-party platform store electronic notarization records for a notary?
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D