4.2 Electronic Journals
Key Takeaways
- Electronic journals (e-journals) are digital alternatives to paper record books and have spread rapidly alongside Remote Online Notarization (RON)
- An e-journal must capture the same statutory fields as a paper journal and must be tamper-evident, encrypted, backed up, and printable on demand
- For RON, the e-journal works together with the required audiovisual recording — the recording is a separate retained record, not a substitute for the journal
- Authorization varies: some states allow e-journals for all acts, some only for RON, and a few require a paper journal regardless
- The notary — not the platform vendor — remains legally responsible for the completeness, security, and retention of the electronic record
What an Electronic Journal Is
An electronic journal (e-journal) is a digital record-keeping system that captures the same statutory information as a paper journal but stores it electronically. E-journal adoption accelerated sharply with Remote Online Notarization (RON) — the form of notarization where the signer and notary appear over live audio-video rather than in the same room. E-journals come in three common forms:
- Software-based — an application installed on a computer or tablet.
- Cloud-based — hosted online and reachable from any authorized device.
- Platform-integrated — built directly into a RON platform so the journal entry, the electronic signature, and the session recording are linked.
A crucial exam point: the e-journal does not replace the audiovisual recording. In a RON session the recording and the journal are two separate records, and most RON states require both to be retained.
Same Required Fields
Going electronic does not shrink the data set. An e-journal must still record the date and time, the type of act, the document, the signer's name, the identity-verification method, the fee, and the signer's electronic signature. RON adds identity-proofing details unique to remote work:
| Field | Paper journal | RON e-journal |
|---|---|---|
| Date, time, act type | Required | Required |
| Signer identification | ID, personal knowledge, or credible witness | Credential analysis + knowledge-based authentication (KBA) |
| Signer signature | Wet signature on the line | Captured electronic signature |
| Communication technology | N/A | Platform name and version recorded |
| Audiovisual recording reference | N/A | Recording ID linked to the entry |
Security and Tamper-Evidence Requirements
State rules and the ALTA/MBA RON model legislation impose strict integrity standards on e-journals:
| Requirement | Purpose |
|---|---|
| Tamper-evident technology | Any alteration to a completed entry must be detectable |
| Encryption at rest and in transit | Protects names, addresses, ID numbers, and signatures |
| Secure, redundant backup | Prevents loss from hardware failure, ransomware, or vendor outage |
| Access controls and audit trail | Logs who viewed or changed records and when |
| Printable output | The notary must be able to produce a legible paper copy on demand |
| Notary-controlled access | The notary, not the employer, controls and can export the record |
Advantages Over Paper
| Advantage | Why it matters |
|---|---|
| Searchability | Locate an entry by name, date, or document type in seconds |
| Disaster resistance | Cloud backups survive fire, flood, and theft that destroy a paper book |
| Legibility | No illegible handwriting to dispute years later |
| Validation | Required fields are enforced, so entries cannot be left incomplete |
| RON integration | The journal, signature, and recording stay linked as one auditable package |
Vendor Use Does Not Transfer Responsibility
A frequently tested trap: using a commercial platform does not shift legal responsibility for the record onto the vendor. The commissioned notary remains personally accountable for completeness, security, and retention. Before adopting a platform, confirm it is authorized in your state, that you can export and print your records if you leave the service, and that the contract guarantees you retain ownership and access to your data.
State Authorization Patterns
The number of states authorizing e-journals keeps growing, but the rules are not uniform:
- RON states typically require an e-journal for remote acts.
- Some states permit e-journals for all acts, in-person and remote.
- Some states restrict e-journals to RON only — traditional in-person acts must use paper.
- A few states require both an electronic record and a paper backup.
Always verify your own state's statute and administrative rules before relying on a digital book.
Best Practices
- Use an authorized platform that meets your state's e-journal and RON standards.
- Back up regularly and keep at least two independent copies.
- Protect access with strong passwords and multi-factor authentication.
- Verify printability periodically so you can produce paper copies on demand.
- Follow the same retention period that applies to paper journals — going digital never shortens it.
How RON Identity Proofing Reaches the Journal
Because a remote signer is not physically present, RON statutes substitute a two-step identity process that the e-journal must reflect. First is credential analysis — software examines the security features of the signer's government-issued ID to confirm it is authentic. Second is knowledge-based authentication (KBA) — the signer answers a quiz of personal-history questions drawn from public and credit data, typically passing four or five of five within a couple of minutes. The journal entry records that both steps were completed and links to the session recording that captured them.
Contrast this with in-person work, where the journal simply notes the ID examined or "personally known." Knowing this distinction is a common exam differentiator.
Worked Scenario
A notary completes a RON acknowledgment using a state-authorized platform. The platform auto-fills the journal entry with the date, time, act type, document title, the signer's credential-analysis and KBA results, and the signer's electronic signature, and it stores a video recording. Three years later the act is disputed. The notary exports a printed copy of the journal entry and produces the audiovisual recording. Both survive because the platform encrypts and backs them up, and because the notary retained access. If the notary had let a subscription lapse without exporting the records, the notary — not the vendor — would bear the loss.
On the Exam
Key points: an e-journal records the same fields as paper plus RON identity-proofing details (credential analysis and knowledge-based authentication); it must be tamper-evident, encrypted, backed up, and printable; in RON the audiovisual recording is a separate retained record, not a substitute for the journal; authorization patterns vary by state; and the notary, not the platform vendor, stays legally responsible for the completeness, security, and retention of the records.
What is a critical security requirement for an electronic notary journal?
In a Remote Online Notarization (RON) session, how does the audiovisual recording relate to the e-journal entry?