Key Takeaways
- Journal keeping is highly recommended for traditional notarizations in Utah (not strictly mandatory)
- Electronic journals are MANDATORY for Remote Online Notarization
- The journal creates a permanent record protecting both the notary and the public
- Journal entries should include date, type of act, signer information, and ID used
- Journals should be stored securely and retained as required by law
Journal Requirements
Maintaining a notary journal creates a permanent record of all notarial acts performed. While traditional notarization journal keeping is highly recommended (but not strictly mandatory), remote online notarization requires a mandatory electronic journal.
Purpose of the Journal
The notary journal serves several important functions:
| Purpose | Benefit |
|---|---|
| Record keeping | Documents all notarial acts performed |
| Protection | Protects notary against false claims |
| Evidence | Provides evidence if notarization is challenged |
| Fraud prevention | Creates accountability and deters misconduct |
| Memory aid | Helps recall details of past transactions |
Recommended Journal Entries
For each notarial act, record:
Essential Information
| Field | What to Record |
|---|---|
| Date and time | When the notarial act was performed |
| Type of act | Acknowledgment, jurat, oath, etc. |
| Document type | General description (deed, affidavit, power of attorney) |
| Signer's name | Full name of each signer |
| Signer's address | Current address |
| ID type | Type of identification used |
| ID details | Issuing authority, number, expiration date |
| Fee charged | Amount charged for the notarization |
| Signature | Signer's signature in the journal (recommended) |
If Personal Knowledge Used
| Field | What to Record |
|---|---|
| Statement | "Identified by personal knowledge" |
| Relationship | Optional: nature of your relationship |
If Credible Witness Used
| Field | What to Record |
|---|---|
| Witness name | Full name of credible witness |
| Witness ID | Identification used by witness |
| Witness signature | Signature of the credible witness |
Journal Format Options
| Type | Description | Best For |
|---|---|---|
| Bound book | Traditional paper journal with numbered pages | Traditional notarizations |
| Electronic | Digital journal (required for RON) | Remote notarizations |
Important: If using a paper journal, choose one with pre-numbered, sequentially numbered pages that cannot be easily removed or altered.
Journal Security
Protect your journal by:
- Keeping it in a secure location
- Never allowing others to make entries
- Not leaving it unattended during notarizations
- Maintaining backups (if electronic)
- Retaining old journals even after commission expires
Remote Online Notarization Journal Requirements
For Remote Online Notarization (RON), an electronic journal is mandatory. The journal must include:
- All information listed above
- Method of identity verification used
- Recording reference information
- Platform/vendor used
Retention Period
While Utah Code does not specify an exact retention period for traditional notary journals, best practice is to:
- Keep journals for at least 10 years
- Retain journals after commission expires
- Never destroy journals prematurely
For RON, audio-visual recordings must be retained for 5 years per Utah Code 46-1-14.
On the Exam
- Traditional: Highly recommended (not strictly mandatory)
- RON: Electronic journal is mandatory
- Key entries: Date, type, signer info, ID used, fee
- Security: Store securely, don't allow unauthorized access
What is the journal requirement for Remote Online Notarization in Utah?
Which of the following should be recorded in a notary journal entry?