Key Takeaways
- New York does NOT legally require a notary journal, but it is strongly recommended
- A journal provides evidence of proper notarization procedures
- Journal entries should include date, type of act, signer information, and ID used
- Maintaining a journal protects the notary from liability claims
- Electronic journals are acceptable but must be secured
Last updated: January 2026
Journal and Record Keeping
While New York does not legally require notaries to maintain a journal, keeping one is strongly recommended for professional protection and best practices.
Why Keep a Journal?
| Benefit | Description |
|---|---|
| Legal protection | Evidence of proper procedures |
| Fraud defense | Proves you followed correct steps |
| Memory aid | Reference for past notarizations |
| Professionalism | Shows due diligence |
| Evidence | Can be used in court if needed |
What to Record
| Element | Details |
|---|---|
| Date and time | When notarization occurred |
| Type of act | Acknowledgment, oath, jurat, etc. |
| Document type | Description of document notarized |
| Signer's name | Full legal name |
| Signer's address | Current address |
| ID used | Type, number, expiration |
| Signature | Signer's signature in journal |
| Notes | Any relevant observations |
Sample Journal Entry
Date: January 15, 2026
Time: 2:30 PM
Act Type: Acknowledgment
Document: Deed of Property Transfer
Signer: Jane Doe
Address: 123 Main St, Buffalo, NY 14201
ID: NY Driver's License #123-456-789, Exp 06/2027
Fee Charged: $2.00
Notes: Signer appeared alert and willing
Signature: [Signer's signature here]
Journal Types
| Type | Pros | Cons |
|---|---|---|
| Bound paper | Tamper-evident, traditional | Can be lost/damaged |
| Electronic | Searchable, backed up | Must be secured |
| Combination | Flexibility | More work to maintain |
Journal Security
| Requirement | Action |
|---|---|
| Storage | Keep in secure location |
| Access | Only notary should access |
| Retention | Keep for at least 7 years after last entry |
| Disposal | Shred or securely destroy when appropriate |
On the Exam
Key points about journals:
- Required in NY: No, but strongly recommended
- Purpose: Protection and evidence
- Content: Date, type, signer info, ID used
- Storage: Secure location, retained for years
Test Your Knowledge
Is a notary journal legally required in New York?
A
B
C
D
Test Your Knowledge
What should a notary journal entry include?
A
B
C
D