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NOTARY PUBLIC RECORDBOOK (Journal) REQUIREMENTS
The following requirements are general. Consult your state statutes or administrative rules for a complete review of all recordbook (journal) requirements, including information that must be entered into every recordbook entry, retention requirements and specifications for each recordbook format/type. “Electronic notarial acts” include those performed for physically present and remotely located individuals, where authorized. While not specifically noted here, Remote Online Notaries are typically required to retain an audio-visual recording of each remote online notarial act. See “Remote Online Notarization—Recordkeeping Required” later in this chapter, and consult state statutes and administrative rules for details.
Alabama- Not required.
Alaska- Not required for most Notaries. Recordbook (journal) required for Notaries Public performing remote online notarizations; at least one recordbook in a tangible medium; one or more electronic journals allowed for recording remote online notarizations.
Arizona- Recordbook required, paper and electronic notarial acts. The Notary must keep one paper recordbook (journal) at a time, unless one or more entries are not public records. In that case, two separate journals, one for each type of record, must be maintained. Electronic Notaries (officiating for a physically present individual) must record all electronic notarizations in their bound paper journal. Notaries authorized to perform remote online notarizations must maintain records of those notarizations in one or more electronic journals (not paper). Effective 6-30-22, records of electronic notarial acts may be maintained in one paper recordbook or one or more electronic journals.
Arkansas- Not required, paper notarial acts. Electronic recordbook (record, journal) required, Electronic Notaries performing an online notarial act.
California- Recordbook required, paper and electronic notarial acts. Only one active, sequential recordbook may be used and should be kept in a secure location under the direct control of the Notary. Thumbprint of the signer is required for any instrument affecting real property, and powers of attorney.
Colorado- Recordbook required, paper and electronic notarial acts. Format may be paper or electronic. A Remote Online Notary performing remote notarizations must record each such act in an electronic recordbook (journal).
Connecticut- Not required.
Delaware- Paper notarial acts – not required. Electronic notarial acts – electronic recordbook required.
District of Columbia- Recordbook (journal) required, paper and electronic notarial acts performed by a Notary Public or Electronic Notary. May be a tangible (paper) medium, or electronic. A Notary may maintain separate journals for tangible records and for electronic records.
Florida- Not required for paper or electronic notarial acts performed for physically present principals. Electronic recordbook (journal) required for use by an Online Notary Public.
Georgia- Not required.
Hawaii- Recordbook required. Only one tangible recordbook (journal) at a time for chronicling all notarizations regarding tangible documents; one electronic recordbook at a time to chronicle all notarizations regarding electronic documents.
Idaho- Not required. Per administrative rule, a Notary may elect to maintain one or more journals (tangible or electronic format) in which all notarial acts for remotely relocated individuals are chronicled.
Illinois- Not required. Once administrative rules are adopted (pending as of this Course’s Edition), recordkeeping will be required for all notarial acts performed by Notaries Public and Electronic Notaries.
Indiana- Electronic recordbook (journal) required, Remote Online Notaries Public. A Remote Online Notary may maintain more than one electronic recordbook at a time. Electronic recordbook requirements also applicable to Notaries voluntarily using an electronic journal.
Iowa- Paper notarial acts - not required. The technology chosen by a Remote Online Notary for performance of remote online notarizations must provide an electronic recordbook (journal) that complies with Iowa's administrative rule requirements regarding documenting electronic notarial acts.
Kansas- Recordbook required. A Notary Public shall maintain a recordbook (journal) in which all notarial acts shall be chronicled. Tangible or electronic format. Notary may use only one tangible recordbook at a time, but may use one or more electronic-format recordbooks at a time.
Kentucky- Not required, paper notarial acts. Required, electronic notarial acts performed by an Online Notary Public. One or more electronic recordbooks (journals) allowed.
Louisiana- Recordbook (journal) required, notarial acts performed on specified instruments involving immovable property and required to be filed/recorded into public records (see R.S. §35:199). An Online Notary Public must maintain electronic records ("copies") of all online notarizations performed.
Maine- Not required. Notaries that perform any marriage ceremonies must keep a record of the transaction; a recordbook (journal) can help serve this purpose. If a recordbook is voluntarily used, some format specifics apply. Collection of the signer’s thumbprint or fingerprint for any reason is prohibited.
Maryland- Recordbook (journal) required, tangible medium or electronic format. Only one tangible recordbook at a time for chronicling notarizations regarding tangible records; and one or more electronic journals at a time for chronicling all electronic notarial acts.
Massachusetts- Recordbook (journal) required. Only one active recordbook at a time. Chronological, permanently bound book with numbered pages or sequentially numbered entries. Exempted are attorney-Notaries Public admitted to practice law in any jurisdiction; and Notaries who are employed by an attorney and who perform notarizations “by virtue” of such employment; and government-employee Notaries (for the notarial acts performed in the government-employee Notary’s course of employment).
Michigan- Recordbook (journal) required for recording of every remote online notarization performed by a Remote Online Notary Public. Recordbook may be tangible (paper) or electronic; only one active recordbook at a time. Recordbook entry for a remote online notarization may reference but not itself contain that notarization’s audio-visual recording.
Minnesota- Electronic recordbook (journal) required for use by a Remote Online Notary Public. One or more electronic journals allowed. Must be “secure.” Each remote online notarization must be recorded in the Notary’s journal.
Mississippi- Recordbook (journal) required for paper and electronic notarial acts; tangible or electronic medium. Only one active recordbook at a time, whether notarizations are performed regarding tangible or electronic records.
Missouri- Recordbook (journal) required for recording of all paper and electronic notarial acts, including electronic acts performed for remotely located individuals. Only one active, permanently bound recordbook may be maintained at one time, in which all notarial acts performed (for physically present or remotely located individuals, if applicable) must be recorded. Electronic and Remote Online Notaries shall, in addition to one active permanently bound journal, keep an electronic recordbook of electronic notarial acts performed.
Montana- Recordbook (journal) required, paper and electronic notarial acts. One or more journals at a time allowed; paper and/or electronic formats allowed.
Nebraska- Electronic recordbook required (journal, “secure electronic record”), Electronic Notaries and Online Notaries Public.
Nevada- Recordbook (journal) required, paper and electronic notarial acts. Tangible (paper) recordbook for recording only paper notarial acts. Electronic recordbook required for recording all electronic notarial acts; more than one electronic recordbook may be maintained. Electronic recordbook may not include the audio-video recording of a remote online notarial act.
New Hampshire- Recordbook (journal) required, notarizations performed for a remotely located individual. Tangible or electronic format. Only one recordbook at a time for notarial acts regarding tangible records; one or more journals for notarial acts regarding electronic records.
New Jersey- Recordbook (journal) required, all paper and electronic notarial acts. Tangible or electronic format; only one recordbook at a time whether notarial acts are performed regarding tangible or electronic records. Certain specified Notaries are exempted from such recordkeeping.
New Mexico- Recordbook (journal) required, all paper and electronic notarial acts. Tangible or electronic format. Attorneys acting as notarial officers must maintain a recordbook when performing notarial acts unrelated to an established attorney-client relationship, and shall maintain only one recordbook at a time under this requirement “provided that” a Notary Public may keep a tangible recordbook for notarization of tangible records, and an electronic recordbook for notarization of electronic records.
New York- Not generally required, except that through January 30, 2023 a New York Notary Public performing temporarily authorized “remote ink-signed” notarizations must keep a recordbook (journal) of all such notarial acts.
North Carolina- Not required, paper notarial acts. Secretary of State may require recordkeeping of electronic notarial acts.
North Dakota- Recordbook (journal) required for recording of all notarial acts performed using communication technology for a remotely located individual, electronic and tangible records. Tangible or electronic format. Only one recordbook (tangible or electronic) at a time may be used to record notarial acts regarding tangible records. One or more journals allowed for recording notarial acts regarding electronic records.
Ohio- Electronic recordbook (journal) required for use by an Online Notary Public. Online Notary shall maintain one or more electronic journals in which the Online Notary chronologically records all online notarizations performed. Online Notary must maintain a separate (new) electronic recordbook for each renewed term of the Notary’s authorization to notarize electronically, with entries beginning on the date the renewed authorization is effective.
Oklahoma- Notaries Public must: 1) maintain records (“a log”) of all absentee ballot affidavits notarized, for at least two years after the date of the election; and 2) maintain records (“a register”) of all protests noted for banks. Records of protests for a bank shall be left in possession of the bank. Otherwise, journaling of notarizations performed for physically present principals is not required. Electronic journaling of remote notarizations performed is required, Remote Online Notaries.
Oregon- Recordbook (journal) required, paper and electronic notarial acts. Only acknowledgments and signature witnessings are required to be recorded, but the Secretary of State and ASN strongly recommend all notarial acts be recorded in the journal. Tangible or electronic format, whether notarial acts are performed with regard to paper or electronic documents. More than one active recordbook at a time is allowed.
Pennsylvania- Recordbook (journal) required, paper and electronic notarial acts. Recordbook may be paper or electronic. Notary may maintain a single recordbook (paper or electronic) in which to record notarial acts performed on both tangible (paper) and electronic documents; or one recordbook for tangible documents notarized and one recordbook for electronic notarizations.
Rhode Island- Not required; Secretary of State strongly recommends voluntary use..
South Carolina- Not required for paper notarial acts. Electronic recordbook (journal) required, electronic notarial acts.
South Dakota- Not required for traditional (physical presence) paper notarial acts, or for notarization of a tangible (paper) document with the principal appearing before the Notary by means of communication technology.
Tennessee- Recordbook (for paper and electronic notarial acts) required IF the Notary OR the Notary’s employer demands and receives fees for notarial services. All notarial acts must be recorded. The Notary’s records may be maintained in a well-bound book or in an “appropriate” electronic form. Electronic recordbook (journal) required, electronic notarial acts performed by an Online Notary; one or more such electronic journals allowed.
Texas- Recordbook required. Applicable to both paper and electronic notarial acts. Tangible recordbook (journal), computer or other storage device allowed. “Secure electronic records” required, Online Notary Public. Online notarization records must be maintained electronically in computers or other storage devices capable of recording the information required by statute.
Utah- Not required for paper notarial acts. A Remote Online Notary shall keep a secure electronic recordbook (journal) of each remote notarization performed; required information is specified in Utah law and administrative rules.
Vermont- Not required.
Virginia- Paper notarial acts – not required. Electronic notarial acts – electronic record required. Must be chronological and provide for a backup. Specifications provided in Virginia law.
Virgin Islands (U.S.)- Recordbook (journal) required, in which “all official acts” shall be noted.
Washington- Recordbook (journal) required, paper and electronic notarial acts. Only one tangible recordbook at a time for recording both paper and electronic notarial acts. Electronic records Notary may also maintain a recordbook in electronic format, but only in addition to the single tangible journal.
West Virginia- Not required. If an Electronic Notary voluntarily uses a recordbook (journal), it may be in a tangible or electronic format and both electronic and non-electronic notarial acts may be recorded in the same recordbook.
Wisconsin- Not required. If a Notary maintains a recordbook (journal), some regulations concerning disposition of such “official records” upon the Notary’s death apply.
Wyoming- Recordbook (journal) required, paper and electronic notarial acts. Tangible or electronic format; one or more journals allowed in which to record chronicle all notarial acts whether such acts were performed regarding tangible or electronic records.
Last Revision⎯February 2022
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