Does My Journal Need Bound Pages?

Is there any reason why I cannot use a three-ring binder for my journal as long as I log all of the required information and keep the pages sequential? — D.D., California

California Notaries are required to keep one active sequential journal of all of their official acts. A permanently bound record book (not loose-leaf) with numbered pages and entry spaces is best for preserving the sequence of notarial acts and for protecting against unauthorized removal of pages or tampering (Government Code, Section 8206).

The California Secretary of State’s Notary Public Section provided the following additional clarification to the NNA in response to a question about the use of loose-leaf journals in May 2013:

“California Government Code section 8206(a)(1) requires that a California Notary Public maintain one active sequential journal under the Notary Public’s direct and exclusive control, which means that the journal must be bound and continually contain all of its pages and every line item recorded. Loose separate pages removed or added at a later time are not in sequence and are not in the one active journal. All of the information prescribed by California Government Code section 8206 must be completed in the journal sequentially at the time each notarial act is completed and all previous entries must be continuously maintained in one bound journal. A California Notary Public cannot maintain multiple active journals. A California Notary Public may have access to a spare blank Notary Public journal; however, once a notarial transaction is recorded in the spare journal, the Notary Public cannot use the previous journal again.”

Some other states also require the journal of notarial acts to be in a bound format. Nevada requires a journal to be kept “in a bound volume with preprinted page numbers” (NRS 240.120[6][b]). Oregon requires the journal to be bound in a way to “prevent the insertion or removal of the cover or a page” (OAR 160-100-0200[1]). If you are commissioned in a state that does not specify journal format, the NNA recommends using a journal with bound pages as additional protection against unauthorized removal or tampering with your journal entries.

Hotline answers are based on the laws in the state where the question originated and may not reflect the laws of other states. If in doubt, always refer to your own state statutes. – The Editors

David Thun is an Associate Editor at the National Notary Association.

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23 Comments

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Catherine Fawcett

20 Oct 2014

I did not see specific information relating to FL notaries and the bounding of my journal. Could you please shed light on thus matter? Thank you

National Notary Association

21 Oct 2014

Hello Catherine, Florida does not require its Notaries to keep a journal. However, if a Florida Notary chooses to keep a journal, page 42 of the Governor's Reference Manual For Notaries states" "We recommend that your journal be bound (not loose-leaf) and have consecutively numbered pages, so that a page could not be removed without being detected." A PDF link can be found here: http://www.flgov.com/wp-content/uploads/notary/ref_manual41-68.pdf

Connie Hartman

10 Nov 2014

How about Pennsylvania, must the journal be bound?

11 Nov 2014

Hello Connie, From the PA Department of State's website: http://www.portal.state.pa.us/portal/server.pt/community/03_2_notaries_equipment/12624 "Every notary public must keep and maintain custody and control of an accurate chronological register of all official acts. The register must contain the date of the act, the character or type of the notarial act, the date and the parties to the instrument, and the amount of the fee collected. Each notarization performed by the notary must be indicated separately. "A notary public register is the exclusive property of the notary public, may not be used by any other person and may not be surrendered to any employer of the notary public upon termination of employment. When required, each notary public must give a certified copy of the register in the notary public's office to any person requesting it. The register and other public records of the notary public shall not be liable to be seized, attached or taken in execution for debt for any demand whatsoever." While binding is not specified in Pennsylvania, the NNA strongly recommends a bound journal to help prevent tampering.

Evelyn

19 Nov 2014

So, in theory, while not a best practice, we could utilize a binder, so long as it was kept under our direct control to avoid tampering. This would make it easier for those of us doing signings of multiple documents/signers, which require 10+ journal entries. We could print pages with the signer's information via word processing for signatures and thumbprints, then keep in our binder sequentially....

Hi Evelyn, As stated in the article, California, Nevada and Oregon require the Notary's journal to be in a bound format. If you are commissioned in a state that does not specify journal format, the NNA recommends using a journal with bound pages as additional protection against unauthorized removal or tampering with your journal entries.

Wolfgang Boernert

31 Jul 2017

I have seen several notary applications for smart phones. Some with very handy tools. Can this be used instead of a bound book? NJ Notary

02 Aug 2017

Hello. While New Jersey does requires Notaries to keep a record of every protest performed (NJSA 7:5-3), and state officials recommend keeping a journal record of other notarial acts even though not required by law, state law does not address whether journal records may be kept in an electronic format or not.

Berjoh

29 Sep 2020

Can the journal be bound with coil binding, preventing pages from being easily removed and replaced, as well as pages and entries in chronological order?

30 Sep 2020

Hello. To help us answer your question can you please tell us what state you are commissioned in?

I’m in Florida

02 Oct 2020

Hello. Florida does not require a journal for traditional pen-and-paper notarizations, so it does not provide guidelines for these types of journals. However, Florida Notaries performing remote online notarizations are required to keep a secure electronic journal of their online acts.

Maria

28 Apr 2021

In California. Can the journal be bound with coil binding as long as it is chronologically entered? or does it have to be glue or string bound?

29 Apr 2021

Hello. The California Secretary of State's office provided the following statement to the NNA when previously asked about this topic: "California Government Code section 8206(a)(1) requires that a California notary public maintain one active sequential journal under the notary public’s direct and exclusive control, which means that the journal must be bound and continually contain all of its pages and every line item recorded. Loose separate pages removed or added at a later time are not in sequence and are not in the one active journal. All of the information prescribed by California Government Code section 8206 must be completed in the journal sequentially at the time each notarial act is completed and all previous entries must be continuously maintained in one bound journal."

Catherine Schwartz

28 Dec 2021

What about Texas? I’ve researched and haven’t found an answer.

30 Dec 2021

Hello. In Texas, "A Notary must keep in a book, in a computer or in another storage device, a record of each document notarized (GC 406.014[a] and [e] and CPRC 121.012[a])." "An online notary public shall keep a secure electronic record of electronic documents notarized by the online notary public" (GC 406.108[a]).

03 Jan 2022

Texas - can it be in a spiral bound notebook?

05 Jan 2022

“Notary records, other than records of online notarizations, may be maintained either in a book or electronically in a computer or other storage device so long as the records are adequately backed-up and are capable of being printed in a tangible medium when requested” (1 TAC 87.51[a]).

Mike

07 Jan 2022

After reviewing California Code, Subsection 8206, 1revised 12/10/2021, there is no requirement for the journal pages to numbered or to be permanently bound as stated above in the first paragraph. Can NNA produce or direct me where the California Code supports these requirements?

10 Jan 2022

Hello. Please see the message from the California Secretary of State's office in the Hotline Tip answer above.

Would NNA remove my email address from the comment dated 07 Jan 2022 please. Also from this post if not done already. Thank you.

Irish

18 May 2023

In AZ: Can the notary journal be spiral bound? If yes, then can I take a regular bound journal and change it to spiral?

19 May 2023

Hello. The state Notary Public Reference manual says, “Additionally, although not required by law, use of a permanently bound journal is recommended for the notary’s protection. Permanently bound pages are more difficult to remove or lose than loose-leaf pages.although not required by law, use of a permanently bound journal is recommended for the notary’s protection. Permanently bound pages are more difficult to remove or lose than loose-leaf pages” Pages in a spiral notebook are designed for easy removal.

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