Notary Bulletin

Hotline Tip: What Are The Best Practices Regarding Sharing My Journal?

Your journal is a public record, which means periodically someone might ask to examine it. But it is generally not the type of public record available for anyone to peruse for any reason. In fact, it's your job to keep the contents from prying eyes because the information you record often is sensitive and could easily be used for nefarious purposes. Legitimate requests, however, should be honored.

The best way to separate legitimate requests from "fishing" expeditions is to require a formal written request. Typically, the request should include the name of the signer, the approximate date of the notarization and the type of document notarized. You also should ask the requestor to present valid ID.

Once these conditions are satisfied, make sure to cover up other entries on a journal page when making a photocopy. This protects the information about notarizations unrelated to the request.

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Quiz: The Many Types Of Notarial Acts

Notaries perform many different duties for the public — and it’s easy to lose track of the different acts and what states they’re authorized in. Test your familiarity with common — and uncommon — notarial acts.

(A link to the correct answers is provided at the end of the quiz.)

Confronted with a tricky notarization? Unsure how to proceed? NNA members have unlimited access to our expertly trained Hotline counselors to help you with all of your notarial questions.

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