128-Bit SSL Encryption for your Protection!Your data is safe with us! (read our privacy and security policy)

Notary Recordbook Entry Requirements by State

STATE
Red-font states have authorized remote/online notarization. An asterisk indicates that remote/online has a future effective date.
Tangible (Paper) Notarizations
Electronic Notarizations (Physical Presence)
Rule of Thumb: If the basic journal requirement does not clearly apply ONLY to paper documents, then it also applies to electronic notarizations in states where notaries may electronically
notarize.
Remote/Online Notarizations
NOTE: “A/V recording” means the notary’s recording of the audio-video communication session of a remote online notarization.
ALASKA*    
Effective 1-1-21, recordbook (journal) required for Notaries Public performing remote online notarizations. Notary must maintain at least one tangible journal in which all remote online notarizations shall be chronicled. Notary may additionally maintain one or more electronic journals to chronicle all remote online notarizations. Paper recordbook should be bound with sequentially numbered entries (and pages). Electronic recordbook format must permanent, tamper-evident and compliant with applicable regulations of the Lt. Gov. Online Notaries must create and maintain an audiovisual recording of each remote online notarization.
       
ARIZONA
Record electronic notarizations in the paper journal; see link in 2nd column. Also see Arizona Admin. Code, R2-12-1203.
Electronic journal required, and retention of audio-video communications session recording. See Ari. Rev. Stat. §41-374
       
CALIFORNIA Cal. Gov't Code §8206
Cal. Gov't Code §8206; see link in 2nd column.
 
       
COLORADO* Col. Rev. Stat. §24-21-519 Col. Rev. Stat. §24-21-519; see link in 2nd column.
Effective 12.31.20, a Remote Online Notary performing remote notarizations must record each such act in an electronic journal and must create an audio-video recording of each remote notarization communication session, subject to conditions specified in statutes (and any administrative rules).
       
DELAWARE   Del. Code Titl. 29, Chapt. 43, §4301  
       
DISTRICT OF COLUMBIA    
       
FLORIDA    
Online Notary must keep records of online notarizations in one or more secure electronic journals. Must retain uninterrupted unedited copy of the remote notarization’s A-V recording session. See F.S. §117.245.
       
HAWAII Hawaii Rev. Stat. §456-15 Hawaii Rev. Stat. §456-15; see link in 2nd column.  
       
IDAHO    
Effective 1-1-20, a recording of the audio-video communication session for every remote online notarization performed must be retained.
By administrative rule a Remote Online Notary may elect to maintain one or more journals (tangible or electronic format) in which all notarial acts for remotely relocated individuals are chronicled. See IDAPA 34.07.01, Sec. 016. scroll to see rule.
       
INDIANA
Electronic journal requirements in statutes and administrative rules also apply if a Notary voluntarily uses an electronic journal for recording paper or electronic notarial acts.
See Ind. Code §33-41-17-8; and 75 IAC 7-6-1 (scroll to see rule).
       
IOWA    
A recording of the audio-video communication session for every remote online notarization performed must be retained; and the technology chosen by a Remote Online Notary for performance of remote online notarizations must provide an electronic journal that complies with Iowa's administrative rule requirements regarding documenting electronic notarial acts See IC 9B.14A 3.c.
       
KENTUCKY  
Electronic Notaries Public must record all electronic notarizations in one or more electronic journals. See KY Administrative Regs. Title 30, Chap. 8,  Sec. 3(b)(1)(vii).
An online notary public must record all electronic notarizations in an electronic journal. A recording of the audio-video communication session for every remote online notarization performed must be retained. See Ky. Rev. Stat. §423.380
       
LOUISIANA*
Recordbook (journal) required, notarial acts performed on specified instruments involving immovable property and required to be filed/recorded into public records (see LA  R.S. §35:199).
 
Once remote online notarization is operative in Louisiana, an Online Notary Public must maintain electronic records ("copies") of all online notarizations performed, including a recording of each online notarization's audio-video communication session. See enacting 2020 legislation.
       
 MAINE
Maine Rev. Stats. 4 §955-B
Secretary of State shall recommend that every notary keep and maintain records of all notarial acts performed.

Maine Rev. Stats. 19A §654
Notaries that perform a marriage ceremony must keep a record of the transaction. ASN recommends use of a recordbook (journal).
   
       
MARYLAND*
Md. Code §18-107 (refers to ""fair register"")
Effective 10-1-20, see Md. Code §18-219 for updated journal requirements.
Effective 10-1-20, see Md. Code §18-219 for updated journal requirements.
Effective 10-1-20, see Md. Code §18-219 for updated journal requirements. A recording of the audio-video communication session for every remote online notarization performed must be retained.
       
MASSACHUSETTS
Recordbook (journal) required; only one active journal at a time. See Mass. Gen. Laws Ch. 222 §22
   
       
MICHIGAN    
A notary performing notarial acts using a remote electronic notarization platform must maintain a journal. See MCL §55.286b
       
MINNESOTA    
       
MISSISSIPPI Effective 7-1-21, journal statutes will reflect revisions in 2020 enacted legislation.
Effective 7-1-21, journal statutes will reflect revisions in 2020 enacted legislation.
 
       
MISSOURI*
Until 8.28.20: Recordbook (bound, paper, numbered pages) required, paper and electronic notarial acts. See
Mo. Rev. Stat. §486.260

Effective 8.28.20: Recordbook required, paper and electronic notarial acts including remote online notarizations. Only one active, permanently bound journal at one time in which every notarial act (paper documents, electronic documents, and remote online notarizations) is recorded. See enacting legislation.
Until 8.28.20:
Recordbook (bound, paper, numbered pages) required, paper and electronic notarial acts; see link in 2nd column.
Effective 8.28.20: Recordbook (journal) required for recording of all paper and electronic notarials acts (including electronic acts performed for remotely located individuals). Only one active, permanently bound journal 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 journal of electronic notarial acts performed. 
See enacting legislation.
Effective 8.28.20:
See information and link in 2nd column.
       
MONTANA
1-5-623.Signature If Principal Unable To Sign. (1) If a principal intending to execute a record is physically unable to sign a record, the principal may direct an individual other than the notarial officer to sign the principal's name on the record. The notarial officer shall insert "Signature affixed by (name of the other individual) at the direction of (name of principal intending to execute the record)" or words with similar intent. (2) A notary public shall record in the notary's journal the name and address of the individual who signs the record as well as the name and address of the principal unable to sign.
Mont. Code Ann. §1-5-618(2)-(12); see link in 2nd column.
Mont. Code Ann. §1-5-618(1)-(12); see link in 2nd column.
       
NEBRASKA   Neb. Rev. Stat. §64-310
Online Notary must keep "secure electronic record" of notarized electronic documents; also recording of audio-video conference.
Neb. Rev. Stat. §64-409
       
NEVADA Nev. Rev. Stat. §240.201 Nev. Rev. Stat. §240.201
       
NORTH CAROLINA  
Secretary may require an electronic notary to create and to maintain a record, journal, or entry of each electronic notarial act. See N.C. Gen. Stat. §10B-126
 
       
NORTH DAKOTA
Journal required under N.D. Cent. Code §44-06.1-16.1 applies for remote/online notarization of electronic and tangible documents as authorized by North Dakota law. See link in 3rd column.
 
       
OHIO    
Online notary public must maintain one or more electronic journals for recording all online notarizations performed, including recording of the audio-video communication session. See Ohio Rev. Code §147.65
       
OKLAHOMA    
Notary public must record all remote online notarial acts in an electronic journal, and retain a recording of the audio-video communication session.
See Title 49, Oklahoma Statutes; search term journal; see §49-206See Oklahoma Register; search term journal; see 655:25-11-8.
       
OREGON
Or. Rev. Stat. §194.300; see link in 2nd column.
Also OARs 160-100-0210
 
       
PENNSYLVANIA
57 Pa. Cons. Stat. §319
(Note: each notarial act must be indicated as a separate entry in the journal.)
57 Pa. Cons. Stat. §319; see link in 2nd column.
(Note: each notarial act must be indicated as a separate entry in the journal.)
 
       
TENNESSEE
Recordbook required IF the Notary or Notary’s employer demands and receives fees for notarial services.  Tenn. Code Ann. §8-21-1201(b)
Tenn. Code Ann. §8-21-1201(b); see link in 2nd column.
“Secure electronic record” required, Online Notaries Public.  See Tenn. Code Ann. §8-16-308 and Chap. 1360-07-03 (search “records” and “journal”)
       
TEXAS
Tex. Gov. Code §406.014,
Tex. Civ. Prac. & Rem. Code §121.012,
1 TAC §87.40;
see links in 2nd column.
       
 UTAH
IF a Notary maintains a journal for paper notarial acts, must be chronological, permanently bound, with numbered pages.  See Utah Code Annotated §46-1-13.
 
Electronic journal required, remote online notarizations.  See Utah Code §46-1-13(2).
Also see Utah Code §46-1-14 and Utah Administrative Rule R623-100-6 and 7.
       
       
VIRGINIA  
“Electronic record” (journal) of electronic notarial acts required. See Va. Code Ann. §47.1-14(C) and Virginia Electronic Notarization Assurance Standard, Article 1.3 (Pg 4, Line 32)
Va. Code Ann. §47.1-14(C); See link in 3rd column.
       
WASHINGTON*
Effective 10-1-20 (effective date of remote notarization), §42.45.180 would be applicable to notarizations performed remotely and would also be subject to any administrative rules that are adopted. Also eff. 10-1-20 a Remote Online Notary must create and maintain an audio-visual recording of every online notarization performed. See enacting legislation.
       
WEST VIRGINIA
Journal use is not required, but if an electronic journal is voluntarily used by a Notary, it must comply with the Secretary of State’s administrative rules. See WV Code of State Rules §153-45-17. (Scroll to locate rule.)
See information and links in 2nd column.
 
       
WISCONSIN    
Remote Online Notary must create and retain a recording of the audio-visual communication session for every remote online notarization performed. See Wisconsin Statutes §140.145.
       

This table contains links to the primary state statutes or rules regarding journal entry requirements. User is responsible for thoroughly reviewing all applicable statutes or rules.  Information is updated frequently, but may not reflect very recently changed or enacted requirements.

While some states' laws do not require recordkeeping, the practice is widely held to be a notarial best practice that is strongly recommended by commissioning officers and notary experts.

Updated August 2020
All Images and Content Copyright 2005 - 2020 American Society of Notaries
All Rights Reserved. Reproduction is prohibited without the express, written permission of ASN.
Privacy Policy Notary Supplies Notary Training ASN Membership Find a Notary Site Map

www.notaryeducation.com www.onlinenotarytraining.org www.notaries.org

This page is secured with 128-bit SSL technology, provided by Starfield Certification Authority™