Key Takeaways
- SB693 now requires all Texas notaries to maintain a journal of notarial acts
- Records must be retained for 10 years after the last entry (increased from previous requirements)
- Failure to maintain records is now grounds for commission revocation
- Entries should be made at the time of notarization
- Journal should include date, document type, signer identity, and act performed
Journal Requirements (Enhanced by SB693)
Senate Bill 693 significantly strengthened record-keeping requirements for Texas notaries. Maintaining proper records is now mandatory, and failure to do so is grounds for commission revocation.
Journal Requirement Overview
| Requirement | Pre-SB693 | Post-SB693 |
|---|---|---|
| Journal mandatory | Recommended | REQUIRED |
| Retention period | Varied | 10 YEARS |
| Failure penalty | Warning | REVOCATION grounds |
What to Record
For each notarization, record:
| Entry | Description | Example |
|---|---|---|
| Date | Date of notarization | "01/15/2026" |
| Time | Time performed | "2:30 PM" |
| Document type | Description | "Deed of Trust" |
| Notarial act | Type performed | "Acknowledgment" |
| Signer's name | Full legal name | "John Robert Smith" |
| ID method | How identified | "TX DL #12345678" |
| Signer's address | Residence | "123 Main St, Houston, TX" |
| Fee charged | Amount | "$10" |
Journal Format
| Acceptable | Also Acceptable |
|---|---|
| Bound paper journal | Electronic journal (for RON) |
| Pre-printed notary journal | Custom format with all required fields |
| Sequential numbering | Chronological entries |
10-Year Retention Rule
SB693 requires records to be kept for 10 years after the date of the last notarization entry:
| Example | Retention End Date |
|---|---|
| Last entry: Jan 15, 2026 | Keep until Jan 15, 2036 |
| Last entry: July 1, 2026 | Keep until July 1, 2036 |
Consequences of Non-Compliance
| Violation | Consequence |
|---|---|
| Failure to maintain journal | Grounds for revocation |
| Incomplete entries | Disciplinary action |
| Destroying records early | Grounds for revocation |
| Falsifying records | Criminal charges possible |
Best Practices
| Practice | Why |
|---|---|
| Record immediately | Don't rely on memory |
| Complete all fields | Provides full documentation |
| Keep journal secure | Protects signer information |
| Make legible entries | Must be readable years later |
| Use permanent ink | Prevents alterations |
Journal Entry Example
Date/Time: January 15, 2026, 2:30 PM Document: Deed of Trust Notarial Act: Acknowledgment Signer: John Robert Smith Address: 123 Main Street, Houston, TX 77001 ID: Texas Driver's License #12345678, expires 05/15/2028 Fee: $10.00 Notes: Property at 456 Oak Lane, Houston, TX
Electronic Journals
For Remote Online Notarization (RON), electronic journals are required:
| Requirement | Details |
|---|---|
| Format | Secure electronic format |
| Backup | Regular backups recommended |
| Access | Maintained by notary |
| Retention | Same 10-year rule |
On the Exam
Journal questions focus on:
- Mandatory: Required by SB693
- Retention: 10 years after last entry
- Contents: Date, time, document, act, signer, ID, fee
- Penalty: Failure is grounds for revocation
Under SB693, how long must Texas notaries retain their journal records?
What is the consequence for a Texas notary who fails to maintain required records under SB693?