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What to do with full Notary journals

Three NNA Notary journals on a table

Updated 11-6-23. Notary journals contain valuable records of your past acts. But what do you do with Notary journals you no longer use? Do you send them to someone? Do you keep them? What if your Notary journal is lost or stolen? Here are some important tips.

Can I discard Notary journals I don’t use anymore?

Even if you’ve accumulated a large stack of full journals, don’t throw them out willy-nilly. In fact, doing so in some states is a violation of Notary law.

Generally, states that require Notaries to keep a journal also provide guidelines for keeping and disposing of journal records.

How long do I keep my Notary journals?

Some states require you to keep all journal records until you stop being a Notary, then turn them over to a government agency. In Colorado, when a Notary’s commission ends, the Notary may choose to keep a journal for 10 years and notify the Secretary of State of where it is kept, leave the journal with the Notary’s employer and provide the Secretary of State with the employer’s contact information or send the journal to the state archives and notify the Secretary of State. These provisions also apply to recordings of remote online notarial acts.

California requires its Notaries to keep all completed journals as long as they maintain a current Notary commission. California Notaries whose commissions end without being renewed must turn in their journals within 30 days to the county clerk’s office where their oath of office is on file. Willful failure to deliver journals to the county clerk of the county in which the Notary’s oath and bond are filed is a misdemeanor and subjects the Notary to personal liability to any person injured as a result.

Hawaii requires its Notaries to retain their journals for 10 years after the date of the last act recorded in the journal. If the Notary resigns their commission, the Notary retains the journal for the time period required by law and informs the Attorney General’s office of the location of the journal.

Other states allow Notaries to destroy old journal records after a certain period of time. Arizona requires Notaries to keep a journal record of every notarization for 5 years after the date it was performed. That means 5 years after the last entry was recorded. Only then may they be destroyed. However, if you stop being a Notary in Arizona, you must turn in journals with entries dated less than 5 years ago to the Secretary of State. However, Arizona allows Notaries to keep separate journals for public records and non-public records. Any records of notarial acts that are not public records are the property of the Notary’s employer and are not turned in to the Secretary of State.

Maryland requires Notaries to retain journal entries for 10 years after the last entry recorded in the journal, and inform the Secretary of State of the journal’s location when the Notary’s commission permanently ends. Massachusetts requires Notaries to keep all journal records for 7 years after they stop being a Notary.

Texas requires traditional journal records to be kept for 3 years or for the term of the commission in which the notarization occurred, whichever is longer. So if you perform a notarization and there are 2 years left on your Notary commission, you keep the journal record for 3 years. However, Texas officials recommend keeping journal records permanently as a best practice. Texas Notaries who perform remote online notarizations must maintain electronic records of their online notarizations for 5 years following the date of notarization. 

What if my employer wants my journals?

Only Arizona, Colorado and Oregon allow Notaries to turn journals over to employers — and even then, you only may do so under special circumstances. In other states, the journal is usually considered the Notary’s personal property and must remain exclusively under your control. It may not be kept by an employer even if your employer paid for your commission or you changed jobs.

What if my Notary journal is lost or stolen?

If any of your journals are lost or stolen, be sure to report the loss to the proper authorities as set out by your state laws. California and Montana require you to notify the Secretary of State. California requires the notice to be sent by certified or registered mail (or by any physical means of delivery with a receipt) and include the dates covered in the missing journal, along with your commission number and expiration date, and a copy of the police report, if applicable.

Arizona, Hawaii and Texas require you to report a lost or stolen journal to the Secretary of State (or Attorney General in Hawaii) and also to local police. Arizona and Hawaii require Notaries to report any lost or stolen journal within 10 days.

Illinois requires Notaries to report a lost, stolen or compromised journal to the Secretary of State’s office either in writing or electronically. The Illinois Notary must include the journal’s status (e.g. lost, destroyed or stolen); how the journal became lost, stolen or compromised; the date the Notary discovered the situation; a statement that the journal is destroyed or no longer in the possession of the Notary; and a second statement that if the journal is recovered the Notary will notify the Secretary of State in writing within 10 days after date of recovery with an explanation how the journal was reacquired (IAC 176.940 b)).

If you are commissioned in a state that does not provide guidelines for reporting a missing journal and your records are stolen, the NNA recommends filing a report with local law enforcement.

What if my state does not have rules for keeping a journal?

Even if your state does not require keeping a journal (such as Alabama), or only requires a journal in certain cases (such as Florida, which requires a journal for online notarizations, but not for other types of notarizations) it’s still a good practice to keep a journal record of all your notarizations. The information in a completed journal could be vital to proving you acted properly if you’re ever accused of negligence or fraud in a court of law. Also, journals often contain sensitive personal information about your customers, such as addresses, driver’s license numbers or other data that could be used for fraud or identity theft. So even if your state does not require you to maintain old journal records, it’s advisable to keep them for a period of time in the event one of your previous notarizations is challenged or questioned in a court case.

In the absence of official state rules for the disposal of a journal, The Notary Public Code of Professional Responsibility recommends safeguarding and storing each journal for at least 10 years from the date of the last entry in the journal. 

David Thun is the Assistant Managing Editor with the National Notary Association.


Related Articles:

How to handle requests for your Notary journal entries

What every Notary needs to know about journals


View All: Best Practices

91 Comments

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Teresa

05 Jan 2017

What if there is nothing in my state statues that addresses whether notary journals must be kept when full, or when a person is no longer a notary? I haven't been a notary in 4 years, but don't want to shred my notary journal unless I know it's okay.

National Notary Association

11 Jan 2017

Hello Teresa. If state law does not address disposal of completed journals, the Notary Public Code of Professional Responsibility recommends keeping the journal stored in a secure place for 10 years from the date of last entry.

Ginna

17 Dec 2018

What if I left my journal at a previous employer as they told me to do since they paid for my Notary. I have not worked there in over 10 years and know they won't return my calls?

National Notary Association

17 Dec 2018

Hello. To help us answer your question can you please tell us what state you are commissioned in? Was your previous employer located in the state you are commissioned in?

Pat Harris

02 Feb 2019

I have an old notary journal from a previous employer. This journal is over 20 years old. May I dispose of it now? May I just shred the pages? I live in Utah.

National Notary Association

05 Feb 2019

Hello. “The length to which the notary should keep their journal after they are no longer a notary is left up to the notary to decide. We do suggest the notary keep the journal for a sufficient amount of time to be able to use as evidence if a notarization is called into question. The nationwide standard is 10 years” (Utah Lt. Governor's website, “New Notary Laws 2017”: https://notary.utah.gov/wp-content/uploads/sites/31/2017/05/New-Notary-Laws-2017.pdf)

Loretta

03 Mar 2019

I was a notary in California 2003-2007, with one notarization. I forgot/did not know I needed to turn in my journal. Now I am studying to become a notary again. Will this hurt me in anyway of becoming a notary now?

National Notary Association

04 Mar 2019

Based on what you’ve described, we think it would be best if you contacted our Hotline team by phone and provided them with a more detailed description of the situation. The NNA Hotline: 1-888-876-0827 Mon – Fri: 5:00 a.m. – 7:00 p.m. (PT) Saturday: 5:00 a.m. – 5:00 p.m. (PT) If you’re not an NNA Member or Hotline Subscriber, they will provide you with a one-time courtesy call.

Sarah

17 Jul 2019

I renewed my commission after I was laid off but the commission eventually expired a few years ago and I forgot to send my journals to the Secretary of State. I would like to do so, but I'm worried I'll be hit with serious penalties for not having already done so. What do they usually do to people in my position?

National Notary Association

22 Jul 2019

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

Susan J Barucca

30 Dec 2019

Hello, I was wondering if each document signed in a loan package that is notarized needs to be "separate" in the journal? Further, do you need to write-down the signer's name on each entry even though it is the same signer (i.e. "see above" for the address and D.L. information) also, do they need to thumbprint each entry in the journal (i.e. 20 total notarized documents - 20 thumbprinted entries for the same person)? I am thinking about some of the title company documents not lender documents such as title company affidavits that require notarization as well. Thank you for your response to this question.

National Notary Association

02 Jan 2020

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

Carol Martone

30 Dec 2019

What is the rule for Connecticut?

National Notary Association

02 Jan 2020

Hello. Connecticut does not have a journal requirement for Notaries and therefore does not provide rules for disposal of completed Notary journals. We recommend you follow the suggested guidelines listed in the article under "What If My State Does Not Have Rules For Keeping A Journal?"

krumble@pahousegop.com

13 Jan 2020

What are the rules in Pennsylvania?

National Notary Association

14 Jan 2020

Hello. Pennsylvania Notaries must keep their journals until they permanently resign their commissions, the commission expires without renewal or their commission is permanently revoked, after which the Notary must deliver their journals to the office of the recorder of deeds in the county where the notary public last maintained an office within 30 days of the commission's expiration, resignation or revocation.

Valerie

18 Jan 2020

I stopped being a notary in California over 10 years ago but I still have ally journals and I would like to turn them in. Will I get fined for waiting this long to turn them in. Should I continued to store them myself? Orange County, California

National Notary Association

22 Jan 2020

Hello. California Notaries are supposed to turn in their journals to the county clerk's office where their oath of office was filed within 30 days of resignation. You may wish to contact to the county clerk's office to ask for instructions regarding turning in the old journals.

Valerie

04 Feb 2020

I was commissioned in Orange County California over 10 years ago. I forgot to turn my journals in right away and now I’m afraid if I turn them in I’ll get penalized or fined. Should I continue to hold on to them or is it safe to still turn them in? What should I do?

National Notary Association

06 Feb 2020

Hello. You may wish to contact the county clerk's office where you were supposed to turn in the journals and ask if they can provide instructions.

Lynn

26 May 2020

Hi! I was wondering if each document signed in a loan package that is notarized needs to be "separate entry" in the journal? (California)

National Notary Association

27 May 2020

Hello. Each notarization performed by a California Notary requires a complete, separate entry in the journal of notarial acts. For more information on CA journal requirements, please see this article: https://www.nationalnotary.org/notary-bulletin/blog/2016/12/record-multiple-notary-journal-one-assignment

Jknight

15 Jun 2020

I am a Notary in NYS. I plan to resign this month. Do I have to send a letter of resignation, and if yes, where do I send it. Also, how long do I have to hold onto my notary journal. Thank you.

National Notary Association

17 Jun 2020

Hello. While not a requirement in NYS, we recommend that you send a written notification informing state Notary officials that you are resigning. Because New York does not have a journal requirement, there are no statutory guidelines for maintaining or disposing of your Notary journal. If the state does not provide guidelines, the Notary Public Code of Professional Responsibility recommends safeguarding and storing each journal for at least 10 years from the date of the last entry in the journal.

Christine

06 Nov 2020

What do you do if you know if someone notarized a document with an expired license? MA requires valid ID. The person is a co-worker. Thank you.

National Notary Association

10 Nov 2020

Hello. If you wish to file a complaint about Notary misconduct, you should contact the Governor's Council at 617-725-4016 to request instructions.

Lucy Vehige

07 Dec 2020

I am retiring and leaving my place of employment where most of my notarizing took place. I have several journals from the past. All of this is happening in Missouri. What is the Missouri law about "old" journals? Can I just throw them in the shredder and use the current one?

National Notary Association

11 Dec 2020

“Upon resignation, revocation, or expiration of a notary commission, or death of the notary, the journal and notarial records shall be delivered to the secretary in accordance with [RSMo] section 486.795 or [RSMo] section 486.800 by any means providing a tangible receipt, including certified mail and electronic transmission” (RSMo 486.715.3).

Christopher Gentry

28 Dec 2020

What if you are currently a notary in Washington state but plan to move to another state and continue doing notary work? Do you surrender Wa State journals and start new in next state? Or do you keep all journals regardless until you are no longer a notary at all.

National Notary Association

29 Dec 2020

“The notary public shall retain the journal for ten years after the performance of the last notarial act chronicled in the journal. The journal is to be destroyed as required by the director in rule upon completion of the ten-year period” (RCW 42.45.180[1]).

Erynne Johnson

28 Dec 2020

I have lost my journal that is going to be needed for a court dispute, it got lost in my transition from one job to another and prep of moving into a new house. What is going to happen? What do i need To do?

National Notary Association

29 Dec 2020

Hello. We're sorry, but you would need to speak with a qualified attorney to answer any legal questions regarding a court case.

Kathleen Huff

28 Dec 2020

What is the Ky rules on journals?

National Notary Association

29 Dec 2020

Hello. A journal is required for electronic (online) notarizations only (KRS 423.389[1]).

I.Y.

29 Jan 2021

My notary expired in Jan. 2010 in Nevada. Since it’s been more than 7 years, can I destroy my notary journal, stamp, and seal? What are the rules for Nevada?

National Notary Association

29 Jan 2021

Upon the resignation or death of a current Notary, the Notary — or the executor of the Notary’s estate — must notify the Secretary of State and destroy the official stamp (NRS 240.051[1]). “A notary public shall retain each journal that the notary public has kept pursuant to this section until 7 years after the date on which he or she ceases to be a notary public” (NRS 240.120[9]). “If I stop being a notary or if I die, what happens to my journal? — Notify the Secretary of State writing as to the location of the journal if it is within [7 years]. After this time frame, your estate may dispose of the journal(s) (website, “FAQs”).

karina

06 May 2021

Hello i am a notary in California, i recently renewed my commission but with the delays covid has caused my commission lapsed for 26 days, do i need to start a new journal or can i continue using the same one?

National Notary Association

08 Jun 2021

Hello. You may continue to use the same journal you started under the previous commission even through there has been a delay.

Ben Dover

16 Jun 2021

Hello. I am a Notary in California and my commission expired today. I have passed my test but the SOS is only processing applications from end of March. Do I need to turn in my journals since I will have a commission lapse?

National Notary Association

17 Jun 2021

Hello. You may continue to use the same journal you started under the previous commission even through there has been a delay.

Vincent Lee

21 Jul 2021

Hello, I’m currently a notary for California but recently moved out of state to Arizona. Will I be able to resign and send everything including resignation letter through mail?

National Notary Association

21 Jul 2021

Hello. Within 30 days of your move, you will need to send a letter of resignation to the Secretary of State’s office and deliver all of your notarial journals, records, and papers to the county clerk in which your current oath of office is on file; and destroy your seal (NPH; see also GC 8209).

Vincent Lee

21 Jul 2021

Hello as stated I have moved to Arizona and i am currently a notary for California. Now will I be able to mail all my items such as journals, records and papers to the County Clerk. It is specified that when resigning you just deliver all items but since I am out of state will I be able to mail them including the resignation letter. And also how would I know what county clerk to send this to as I became a notary in Los Angeles for a job was previously worked at?

National Notary Association

23 Jul 2021

Hello. You would need to deliver your journals to the county clerk in which your current oath of office is on file. You would need to contact the county clerk's office directly to ask if you can mail your journals to their office.

Heena

06 Sep 2021

My CA notary expired in October 2021 and I mistakenly forgot to turn in my journal. Is it ok for me to turn in my journal now?

National Notary Association

10 Sep 2021

Hello. Just to clarify, did you mean October 2020 or October 2021?

Yari

09 Nov 2021

I read that in Texas Notary Books must be kept for three years, is there a reference for this information? We are currently destroying old files and I need to list what publication states this information on our destruction log. Most of these books are from past employees.

National Notary Association

12 Nov 2021

Hello. “Records of a notarization other than an online notarization shall be retained, in a safe and secure manner, for the longer of the term of the commission in which the notarization occurred or three years following the date of notarization” (1 TAC 87.54[a]).

Marion Sylvester

13 Dec 2021

How / what do you do with "spent" journal's in the state of Indiana?

National Notary Association

17 Dec 2021

Hello. Indiana requires an electronic journal when performing remote notarizations. “A remote notary public who resigns or whose commission expires shall maintain the contents of an electronic journal for at least the (10) years after the performance of the last recorded remote notarial act” (IC 33-42-17-8[h]). While the state does not require a paper journal for traditional pen-and-paper notarizations, it is recommended. In cases where the state does not provide guidelines for storage and disposal of paper journals,The Notary Public Code of Professional Responsibility recommends safeguarding and storing each journal for at least 10 years from the date of the last entry in the journal.

Ryvona Stephens

13 Dec 2021

I am currently 80 yrs old, still actively working as a mobile Notary in Idaho, when I pass, does my estate have to notify the Attorney General office of my death and how long do journals need to be kept?

National Notary Association

17 Dec 2021

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

Ryvona Stephens

17 Dec 2021

I am in the state of Idaho. I put that in my question dated 13 Dec 2021 Upon my death, how long do journals need to be kept and does my estate have to notify the Attorney General of Idaho that I am deceased?

National Notary Association

17 Dec 2021

Hello. Idaho does not require Notaries to keep a journal, though the state does require Notaries who perform remote notarizations to create and retain an audio-visual recording of each remote notarial act. The state recommends the following guidelines for storage and disposal of journal records if a Notary chooses to keep a journal: “It is the notary’s personal responsibility to maintain possession of all journals created during the entire time the notary holds an active commission. A notary does not have to turn his/her journal in when the commission is renewed; one journal may, in fact, contain the records for several years if the notary does only a few notarizations” (NPH). “When a journal is full, store the journal for a minimum of seven years from the date of the last entry” (CC, Vol. 3). If the Notary performs remote notarizations and has stored recordings of those remote notarizations: “A notary public, a guardian, conservator, or agent of a notary public, or a personal representative of a deceased notary public, shall retain the audio-visual recording … or cause the recording to be retained by a repository designated by or on behalf of the person required to retain the recording. The recording must be retained for at least ten (10) years after the recording is made or as otherwise required by rule…” (IC 51-114A[6]; see also IAC 34.07.01.016.02). “On the death or adjudication of incompetency of a current or former notary public, the notary public's personal representative or guardian or any other person knowingly in possession of a recording shall: (1-2-20)T ”a. Comply with the retention requirements of this subsection; (1-2-20)T ”b. Transmit the recording to one or more repositories under Subsection 016.03 of this chapter; or (1-2-20)T ”c. Transmit the recording in an industry-standard readable data storage device to the Secretary of State. (1-2-20)T” (IAC 34.07.01.016.02). The state does not provide guidelines regarding your question about notification after a Notary's death.

Chrissy

29 Aug 2022

I'm in California and I just went to look for my notary journals and about 5 years of journals are missing. What do I need to do. I don't know how long they've been missing or where they are.

National Notary Association

07 Sep 2022

“If a sequential journal of official acts performed by a notary public is stolen, lost, misplaced, destroyed, damaged, or otherwise rendered unusable as a record of notarial acts and information, the notary public shall immediately notify the Secretary of State by certified or registered mail. The notification shall include the period of the journal entries, the notary public commission number, and the expiration date of the commission, and when applicable, a photocopy of any police report that specifies the theft of the sequential journal of official acts” (GC 8206[b]).

Tricia

05 Dec 2022

Does North Carolina have rules for the retaining the Notary Journal

National Notary Association

06 Dec 2022

Hello. The state Notary Public Guidebook recommends that North Carolina Notaries maintain their journals for a minimum of 10 years after the expiration of their final commission. However, Notaries may choose to keep possession of their journals for a much longer period of time based on the business practices of their specific industry.

Federico B Saiki

05 Dec 2022

I'm in FL, can I scan my 10 year old jornadas to keep an electronic copy?

National Notary Association

13 Dec 2022

Hello. Only Florida online Notaries are required to keep a secure electronic journal record of their online notarizations (FS 117.245[1]). Florida does not require a journal for pen-and-paper notarizations and does not provide guidelines for the storage of physical pen-and-paper journals.

Rita Gates

05 Dec 2022

I had a call from an Attorney requesting proof of a real estate transaction from 3 years ago. Apparently, the signers were taken to court to prove Notarization and soundness of mind. Thank God I had the notarization available.

Marie Eads

05 Dec 2022

I'm a California notary and have had my commissions in 3 different counties, upon my resignation or death my journals need to be returned to each county clerk or can it be returned to the current county clerk? If it is returned to each separate county clerk, is that based on the 1st or last journal entry since I've continued using my journals regardless of the county of my commission?

National Notary Association

11 Jan 2023

Hello. You would need to send the journals to the county where your most recent oath is on file.

Coraleen Stuart

06 Dec 2022

How long do I have to keep my Notary journal for the state of Virginia? I still have them (2) and starting on my third journal.

National Notary Association

06 Dec 2022

Hello. Virginia only specifies Notary records retention rules for Notaries who perform electronic notarial acts: “The electronic record of an electronic notarial act shall be maintained for a period of at least five years from the date of the transaction” (COV 47.1-14[C]). In the absence of official rules for disposition of the journal of notarial acts, the Notary Public Code of Professional Responsibility recommends that the Notary safeguard and maintain sole control of each journal for at least 10 years from the date of the last entry in the journal.

Kenneth Lucas

04 Jun 2023

Hi. My Ca. notary comission expired May 11, 2023. I failed my notary exam in April, but I'm retaking the exam on June 9. Do I still need to turn in my current journal?

National Notary Association

09 Jun 2023

Hello. Yes, you need to turn in your current journal as soon as possible: "Within 30 days from the date the notary public commission is no longer valid, the notary public must deliver all notarial journals, records and papers to the county clerk’s office where the oath is on file. If the notary public willfully fails or refuses to do so, the notary public is guilty of a misdemeanor, and shall be personally liable for damages to any person injured by that action or inaction." (Government Code section 8209)

Brenda Washington

24 Jun 2023

Are Notary books archived at the local clerks office here you took your oath and if so for how long and can the public still request a transaction entry from a notary book that has been turned in?

National Notary Association

26 Jun 2023

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

Kat Al

28 Jun 2023

Does Ohio have any specific rules for how long to keep the journal? I was looking but unable to find. Thank you for your help!

National Notary Association

30 Jun 2023

Hello. In Ohio, a journal is required for online notarizations only (ORC 147.65). “Except as provided in division (E) of section 147.66 of the Revised Code, an electronic journal required under division (A) of this section and the audio-video recordings required by division (D)(3) of this section shall be maintained by the online notary public during the term of the online notary public’s authorization to perform online notarizations” (ORC 147.65[F][1]).

Mary Jane Cardenas

02 Aug 2023

The notary didn't file the notary journal i look can't find it i call the state journal but i did file my notary living trust my sister is suing me is my living trust good when i go to court for so they can not take it to probate

National Notary Association

04 Aug 2023

Hello. You will need to contact an attorney and ask them to review your document to answer any legal questions about your situation.

Mehrnoosh

17 Sep 2023

Hi, I'm a notary in california from 2019 and renewed it on time and still a notary. I don't have any space to keep my notary journal. Can I return it to county clerk? If not , what should I do with them?

National Notary Association

18 Sep 2023

Hello. You are required to keep your journal in a locked and secure area for the duration of your commission: “The journal shall be kept in a locked and secured area, under the direct and exclusive control of the notary. Failure to secure the journal shall be cause for the Secretary of State to take administrative action against the commission held by the notary public pursuant to Section 8214.1” (GC 8206[a][1]).

Leah Moroles

27 Nov 2023

I have been a Notary in California over 17 years. What do other California Notaries do with their completed journals?

National Notary Association

30 Nov 2023

Hello. In California, “The journal shall be kept in a locked and secured area, under the direct and exclusive control of the notary. Failure to secure the journal shall be cause for the Secretary of State to take administrative action against the commission held by the notary public pursuant to Section 8214.1” (GC 8206[a][1]). “California Government Code sections 8206(a)(1) and 8207 require the journal and stamp to be stored in a locked and secure area under the direct and exclusive control of the notary public. “An unattended locked car or briefcase should not be considered a secure location to store your notary public journal and stamp. A locked office safe or file cabinet that is accessible by others is not acceptable, nor is a locked desk at home if other family members have access to the contents of the desk” (SOS Notary newsletter, 2018). "(a) If any notary public resigns, is disqualified, removed from office, or allows his or her appointment to expire without obtaining reappointment within 30 days, all notarial records and papers shall be delivered within 30 days to the clerk of the county in which the notary public’s current official oath of office is on file. If the notary public willfully fails or refuses to deliver all notarial records and papers to the county clerk within 30 days, the person is guilty of a misdemeanor and shall be personally liable for damages to any person injured by that action or inaction. “(b) In case of the death of a notary public, the personal representative of the deceased shall promptly notify the Secretary of State of the death of the notary public and shall deliver all notarial records and papers of the deceased to the clerk of the county in which the notary public’s official oath of office is on file. “(c) After 10 years from the date of deposit with the county clerk, if no request for, or reference to such records has been made, they may be destroyed upon order of court” (GC 8209).

L. Ayala

28 Nov 2023

What happens when you loose them to flood damage and lost storage? I’ve lost them in both instances?

National Notary Association

30 Nov 2023

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

Cicsley Galloway

29 Nov 2023

I don't know what the law is on disposal in SC. Can you assist me with that?

National Notary Association

30 Nov 2023

Hello. Only Notaries who perform electronic notarizations in South Carolina are required to keep a journal (SCC 26-2-90[A]). An electronic Notary's journal must be retained for at least ten years after the last notarial act chronicled in the journal (SCCR 113-480.C).

James K

06 Dec 2023

Notary in CA, about to expire and I have never notarized anything. Do I need to send in my unused journal?

National Notary Association

08 Dec 2023

Hello. Since you did not perform any transactions, there is no need to send your blank journal to the County Clerk's office.

Marilyn Lewis

27 Jan 2024

My original notary started in Los Angeles county. I am age almost 89 and stopped many years ago and want to turn in my journal. Who do I mail it to , please provide a name and address. Thank you Marilyn Lewis

National Notary Association

29 Jan 2024

Hello. California Notaries are supposed to turn in their journals within 30 days of the end of their commission to the clerk of the county in which the notary public’s current official oath of office is on file (GC 8209).

Christina M

22 Feb 2024

I’m in California and my commission expired last year and I just realized I failed to return my journal. If I turn in my journal now are there penalties?

National Notary Association

23 Feb 2024

“(a) If any notary public resigns, is disqualified, removed from office, or allows his or her appointment to expire without obtaining reappointment within 30 days, all notarial records and papers shall be delivered within 30 days to the clerk of the county in which the notary public’s current official oath of office is on file. If the notary public willfully fails or refuses to deliver all notarial records and papers to the county clerk within 30 days, the person is guilty of a misdemeanor and shall be personally liable for damages to any person injured by that action or inaction. “(b) In case of the death of a notary public, the personal representative of the deceased shall promptly notify the Secretary of State of the death of the notary public and shall deliver all notarial records and papers of the deceased to the clerk of the county in which the notary public’s official oath of office is on file. “(c) After 10 years from the date of deposit with the county clerk, if no request for, or reference to such records has been made, they may be destroyed upon order of court” (GC 8209). If you discovered a journal you unintentionally did not turn in, you may wish to contact the Secretary of State's office at 916-653-3595 to request instructions for disposal of the journal.

Regina H.

03 Jun 2024

I was a Texas Notary. I believe my commission expired sometime last year and I do not intend to renew it. I am unsure of what to do with one of my notary books where the last record dated is 2019. Please advise. Thanks!

National Notary Association

07 Jun 2024

Hello. In Texas, “Records of a notarization other than an online notarization shall be retained, in a safe and secure manner, for the longer of the term of the commission in which the notarization occurred or three years following the date of notarization” (1 TAC 87.54[a]).

June A Fiebig

25 Jul 2024

SO I WAS A NOTARY AT THE LAST COMPANY I WORKED FOR, I RETIRED 3 YEARS AGO, SO WHAT DO I DO WITH MY RECORD BOOKS? I HAVE DESTROYED MY STAMP

National Notary Association

29 Jul 2024

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

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