5.3 Journal and Record-Keeping Requirements
Key Takeaways
- Journal is NOT required for traditional paper notarizations but is strongly recommended
- Journal IS required for electronic and remote online notarizations
- For RON, audio-visual recordings must be retained for 10 years
- Journals must be maintained in a permanent, bound register with numbered pages (if tangible)
- Upon notary's death or incapacity, journals must be transmitted to the Secretary of State
Maintaining accurate records protects both notaries and the public. Maine has different requirements depending on the type of notarization.
Journal Requirements by Type
| Notarization Type | Journal Required? |
|---|---|
| Traditional paper | No, but strongly recommended |
| Electronic | Yes, mandatory |
| Remote online (RON) | Yes, mandatory |
Traditional Paper Notarizations
Not Required, But Recommended
The Maine Secretary of State strongly recommends maintaining a journal for all notarial acts, even though it's not legally required for paper notarizations.
Why Keep a Journal?
| Benefit | Explanation |
|---|---|
| Legal protection | Evidence if your notarization is challenged |
| Professionalism | Shows diligence and care |
| Memory aid | Remember details years later |
| Best practice | Industry standard |
| Liability protection | Documentation of proper procedure |
Electronic and Remote Notarizations
Journal IS Mandatory
For electronic and remote online notarizations, maintaining a journal is required by Maine law.
Additional RON Requirements
| Requirement | Details |
|---|---|
| Audio-visual recording | Recording of entire RON session |
| Retention period | 10 years after last notarial act |
| Multiple journals | May maintain separate journals for RON/electronic |
| Format | Must be permanent and tamper-evident |
Journal Format Requirements
Tangible (Paper) Journals
| Requirement | Details |
|---|---|
| Format | Permanent, bound register |
| Pages | Numbered sequentially |
| One journal at a time | For traditional notarizations |
| Entries | Made contemporaneously |
Electronic Journals
| Requirement | Details |
|---|---|
| Format | Permanent, tamper-evident electronic format |
| Security | Compliant with SOS rules |
| Backup | Should be regularly backed up |
| Accessibility | Must be producible if requested |
Required Journal Entry Information
For electronic and remote notarizations, each journal entry must include:
| Information | Details |
|---|---|
| Date and time | When notarial act was performed |
| Type of act | Acknowledgment, jurat, etc. |
| Document description | Type or title of document |
| Signer's name | Full name of each signer |
| Signer's address | Address of each signer |
| Identification method | How identity was verified |
| ID details | If ID used: type, issuer, issue/expiration dates |
Sample Journal Entry Format
| Field | Entry |
|---|---|
| Date/Time | 01/15/2026, 2:30 PM |
| Type of Act | Acknowledgment |
| Document | Power of Attorney |
| Signer Name | John M. Smith |
| Signer Address | 123 Main St, Portland, ME 04101 |
| ID Method | Satisfactory Evidence |
| ID Details | ME Driver's License #12345678, exp. 03/2028 |
Special Record-Keeping Requirements
Marriages
If you perform marriages (if authorized), you must keep a record of:
- Date of marriage
- Names of parties
- Other required information
Petition Oaths
For circulator petition oaths, maintain a log including:
- Title of petition
- Name of circulator
- Date of oath
- Number of petition forms signed/verified
Retention Period
| Record Type | Retention Period |
|---|---|
| Journal | 10 years after last entry |
| RON audio-visual recording | 10 years |
| All electronic notarization records | 10 years |
Upon Death or Incapacity
If a notary dies or is adjudicated incompetent:
| Responsible Party | Action |
|---|---|
| Personal representative | Transmit journal to SOS |
| Guardian | Transmit journal to SOS |
| Person in possession | Transmit journal to SOS or approved repository |
On the Exam
Key points:
- Paper notarizations: Journal recommended, not required
- Electronic/RON: Journal mandatory
- RON: Audio-visual recording required
- Retention: 10 years after last entry
- Death/incapacity: Journal goes to Secretary of State
Is a journal required for traditional paper notarizations in Maine?
How long must a Maine notary retain their journal after the last notarial act is recorded?
What happens to a notary's journal when the notary dies?