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Do I Need To Include The Driver’s License Number In My Notary Journal?

New Hotline Resized 3Should my Notary journal entry contain the driver’s license number or should I just record the type of ID used to identify the person? — S.T., South Carolina

The South Carolina Notary Public Reference Manual provides direction for entering this information: “The manner in which the signer was identified.” Simply entering a description such as: “Personally known to me”, or “SC Driver’s License”, “Mexico Passport” or “oath of credible witness”, may be sufficient.

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

Confronted with a tricky notarization? Unsure how to proceed? NNA members have unlimited access to our expertly trained NNA Hotline counselors to help you with all of your notarial questions. Call 1-888-876-0827, Monday through Friday, 5 a.m. to 7 p.m. PST; Saturday, 5 a.m. to 5 p.m. PST.

 

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16 Comments

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Jack Crawford

26 Feb 2018

As a CA notary I always record the DL or passport number in my journal along with the signer's name and address. Since we are such a mobile society the address info is often out of date. I normally enter the address that appears on the DL unless the signer calls my attention to the change of address. Does it matter which address is recorded?

National Notary Association

01 Mar 2018

Hello. California does not require Notaries to record the signer's address in the journal entry. For the full list of required information that must be entered, please see here: https://www.nationalnotary.org/notary-bulletin/blog/2017/04/notary-guide-completing-journal-entries

Donald Wilkins

27 Feb 2018

I am disappointed with the response. Normally, NNA answers the question (as was done), and then gives a quick tutorial that covers other states. I was looking for the tutorial since I am not in South Carolina.

Betty

03 Mar 2018

There is a column in your NNA journal for the location of the notarization. If it differs from a signer's DL, or if the signer uses another form of ID that doesn't have the same address I also record the location address. Sometimes signers will come to my husband's law office to sign and I write That down as the location address. I have also had spouse's whose DL address was different from their home address where I witnessed their signing and I take time to record that, too. And, of course, there are the signings that take place in a restaurant, which IS the location in which you witness. The attorneys I work with tell me that a borrower/signer can sign every page of their loan documents or other witnessed documents in the State of Illinois and not be wrong. You cannot be too thorough, since your journal could be called upon to be evidence in a court of law.

Rebecca S W.

31 Oct 2018

In Minnesota I just had a legal document Notarized and it concerns me that the Notary put my Drivers License Number on the document. Should not he of Journaled it rather then to write it on all my legal documents. I feel he has made me a target as per the subject of the document.

National Notary Association

01 Nov 2018

Hello. We can't comment on the specific details of your transaction without more information, but we can tell you that writing a signer's driver's license number on a document is not a normal part of the notarization process in Minnesota. If you would like to discuss your situation further with one of our Hotline Counselors, you can contact them at 1-888-876-0827. If you aren't a NNA member, you may still make a one-time courtesy call.

michelle norton

28 Sep 2021

I received a written notary journal entry request (properly)N however I feel the need to not disclose the signers Drivers License info, due to the requester being aggressive and distraught. Safety is my deepest concern and 3rd party discloser. Do i give this requester a copy of the entry along with the signors drivers license info?? Feels unethical

National Notary Association

28 Sep 2021

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

michelle N.

28 Sep 2021

Yes, I am commission in the State of California. I am very concerned about the privacy act and giving private information to a 3rd party, even though properly requested.

National Notary Association

28 Sep 2021

Thank you. California Notary law says the following regarding requests for copies of a Notary's journal entry: “Upon written request of any member of the public, which request shall include the name of the parties, the type of document, and the month and year in which notarized, the notary shall supply a photostatic copy of the line item representing the requested transaction at a cost of not more than thirty cents ($0.30) per page” (GC 8206[c]). GC 8206[c]) does not state that the Notary may alter or censor the copy of the journal entry that has been requested. However, the Notary should cover and avoid providing copies of any journal entries on the same page that are unrelated to the request to protect the privacy of any information in unrelated journal entries on the page.

michelle N

28 Sep 2021

Thank you. This is the same info I was able to find, what i am not finding is a direct question about disclosing someone's drivers license to a requester the privacy act is contradicting

National Notary Association

28 Sep 2021

We can forward your question to our Information Services Counselors if you are looking for additional information. Can you please clarify what "privacy act" you are referring to, please?

michelle n

28 Sep 2021

https://www.justice.gov/opcl/overview-privacy-act-1974-2020-edition/criminal Any officer or employee of an agency, who by virtue of his employment or official position, has possession of, or access to, agency records which contain individually identifiable information the disclosure of which is prohibited by this section or by rules or regulations established thereunder, and who knowing that disclosure of the specific material is so prohibited, willfully discloses the material in any manner to any person or agency not entitled to receive it, shall be guilty of a misdemeanor and fined not more than $5,000.” 5 U.S.C. § 552a(i)(1). “Any officer or employee of any agency who willfully maintains a system of records without meeting the notice requirements of subsection (e)(4) of this section shall be guilty of a misdemeanor and fined not more than $5,000.” 5 U.S.C. § 552a(i)(2). “Any person who knowingly and willfully requests or obtains any record concerning an individual from an agency under false pretenses shall be guilty of a misdemeanor and fined not more than $5,000.” 5 U.S.C. § 552a(i)(3). Comment: The Privacy Act allows for criminal penalties in limited circumstances. An agency official who improperly discloses records with individually identifiable information or who maintains records without proper notice, is guilty of a misdemeanor and subject to a fine of up to $5,000, if the official acts willfully. Similarly, any individual who knowingly and willfully obtains a record under false pretenses is guilty of a misdemeanor and subject to a fine up to $5,000.

National Notary Association

29 Sep 2021

Hello. We forwarded your question to our NNA Notary Hotline team. Here is their response: There is nothing in CA Notary law that says that the Notary must redact ID information before providing a copy of the journal entry. If the requesting party provided the required information, then by law the Notary is required to respond with the journal entry copy or letting them know that no such entry exists in their journal.

Michelle N

28 Sep 2021

https://www.justice.gov/opcl/overview-privacy-act-1974-2020-edition/criminal There are numerous laws that govern how DMV information is protected or disclosed. DMV complies with the Information Practices Act of 1977, the Driver’s Privacy Protection Act, and the Vehicle Code. Under the Information Practices Act of 1977 (IPA), an agency shall not disclose any personal information in a way that would link the information to the individual to whom it pertains, with certain exceptions (Civil Code 1798.24). Additionally, the federal Driver’s Privacy Protection Act (DPPA) requires all States to protect the privacy of personal information contained in a person’s motor vehicle record.

michelle n

28 Sep 2021

Driver License Number, when combined with a person’s name, is protected by State law (Civil Code 1798.29). There is actually a very large amount of information out there protecting DLN The question is??? Is it safe to give out???

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