Should NY Notaries Keep a Journal? What the Law Says

Under the current rules (19 NYCRR 182.9), every New York notary must keep records of each notarial act and retain them for at least 10 years. Here is what the law requires and how to keep a good journal.

What NY Law Says About Notary Journals

19 NYCRR 182.9 requires every notary to keep records, made at the time of each notarial act, showing: the date, approximate time and type of act; the name and address of each person served; the number and type of services; the type of ID used (and witness names when witnesses identified the signer); and the verification procedures used. Remote notarizations must also record the communication technology and providers used.

Records may be kept with a third party if protected by a password or other secure access, and must be available to the Secretary of State on request. Many notaries record more than the minimum, as the NNA and other educators recommend.

Why a Good Journal Protects You

Legal protection

If a notarization is ever challenged in court, your journal is contemporaneous evidence of what happened. Without it, it is your word against the challenger's.

Fraud prevention

A journal creates a paper trail that makes it harder to fabricate notarizations retroactively or accuse you of performing a notarization you did not do.

Business records

A journal serves as your business log - useful for billing disputes, client records, and tracking your volume.

Required by some clients

Some title companies and signing services now require loan signing agents to maintain a journal. It is an increasingly common requirement for professional notaries.

Peace of mind

Knowing you have a complete record of every notarization reduces professional anxiety and protects against future allegations.

What to Record in Each Journal Entry

+Date and time of notarization
+Type of notarial act (acknowledgment, jurat, oath, etc.)
+Description of document notarized
+Name of signer
+Type of ID presented and ID number
+Signer's address (required by 19 NYCRR 182.9)
+Fee charged
+Signer's signature (in the journal)
+Any unusual circumstances

Journal Format Recommendations

Use a hardbound book with pre-numbered pages - loose-leaf or spiral notebooks are less secure.
Write in permanent ink. Never use pencil or erasable ink.
Never leave blank lines between entries. Draw a line through unused space.
Never white out or erase errors. Cross through mistakes with a single line and initial them.
Keep your journal secure - it contains personal information about signers.
Retain journals for at least 10 years after the last entry.