Key Takeaways
- Oregon requires notaries to maintain a journal of notarial acts
- The journal must be a bound book with sequentially numbered pages
- Required entries include date, type of act, signer information, ID method, and fee
- The journal belongs to the notary (unless employer agreement exists)
- Journals must be retained for 10 years after the last entry for RON
Last updated: January 2026
Journal Requirements
Oregon requires notaries to maintain a journal chronicling their notarial acts. ORS 194.300 establishes these requirements.
Journal Format Requirements
| Requirement | Detail |
|---|---|
| Type | Bound book |
| Pages | Sequentially numbered |
| Format | Pre-printed pages preferred |
| Security | Tamper-evident |
Inside Front Cover
The inside front cover must contain:
- Notary's name
- Commission number
- Commission expiration date
- Notary's address
- Instructions for disposition if notary dies or becomes incapacitated
Required Journal Entries
For each notarial act, record:
| Entry | Description |
|---|---|
| Date and time | When the act was performed |
| Type of act | Acknowledgment, jurat, oath, etc. |
| Document description | Type or title of document |
| Signer's name | Printed name of each signer |
| Signer's address | Current address |
| ID method | How identity was verified |
| Fee charged | Amount collected (if any) |
| Signer's signature | Signature in the journal |
Best Practice: Record Every Act
While Oregon law requires recording at minimum all acknowledgments and signature witnessing, best practice is to record every notarial act including:
- Oaths and affirmations
- Jurats
- Copy certifications
- All acknowledgments
Journal Ownership
| Situation | Journal Owner |
|---|---|
| Self-employed notary | Notary owns journal |
| Employed notary (no agreement) | Notary owns journal |
| Employed notary (with agreement) | Employer may keep journal |
Important: An employer can only keep the journal if there is a signed agreement stating the notary allows this.
Retention Requirements
| Type of Notarization | Retention Period |
|---|---|
| Traditional (paper) | Per state guidelines |
| Remote Online (RON) | 10 years after last entry |
Journal Security
Notaries must:
- Keep journal secure from unauthorized access
- Store in a locked location when not in use
- Never leave unattended
- Report theft or loss to Secretary of State
Upon Commission Termination
| Reason for Termination | Journal Action |
|---|---|
| Commission expires | Retain records per requirements |
| Resignation | Retain or transfer to SOS |
| Revocation | Must file with Secretary of State |
| Death/incapacity | Personal representative files |
On the Exam
- Bound book: With numbered pages
- Required entries: Date, type, signer info, ID method, fee
- Ownership: Belongs to notary unless employer agreement
- Retention: 10 years for RON records
Test Your Knowledge
What format must an Oregon notary journal be in?
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Test Your Knowledge
Who owns the notary journal if the notary is employed by a company?
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