Retention periods
Retention rules vary by state. New Jersey notaries are expected to keep their journals for ten years, and other states use shorter or longer periods. Look up the rule for the state that commissioned you, and keep the record for at least that long.
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If your state has no explicit period, a long retention habit is still wise, since disputes can surface much later.
Remember that a retention period is a minimum, not a goal. Some notaries keep journals well past the required period, as long as storage stays secure, because the entries can help resolve questions about signings that happened long ago.
Safe physical storage
Keep the active journal on you or locked away, never in an unlocked car. A full journal belongs in a locked cabinet or safe at home. The journal contains personal information about strangers, so treat it like a sensitive file.
Do not leave it out where family, coworkers or clients can leaf through it.
A fireproof lockbox is a sensible upgrade for older books. Water and fire damage are more common causes of lost records than theft, and a metal box costs little compared to the trouble of a missing journal.
Electronic journals
If you use an electronic journal, secure it with a strong password and, where available, two-step sign-in. Make sure there is a backup that you control, and confirm how long the provider keeps data if you cancel the plan.
Test exports once in a while, so you know you can retrieve the data later.
If you switch to a different platform, export the old entries first and store the file with the same care as a paper journal. A provider that shuts down can take your records with it.
When your commission ends
Retiring or moving does not erase the duty to keep the journal. Many states require you to deliver it to a designated office or keep it for the stated period. Ask the commissioning office before you discard anything.
If you worked for an employer who owns the journal, clarify in writing who holds it.
Requests and subpoenas
If a court order or subpoena asks for journal entries, give only what is requested and talk to an attorney or the commissioning office if you are unsure. Do not hand over a whole journal when only one entry is needed, because it holds other people's private information.
Never let a signer photograph other people's entries.
Before you answer any outside request, confirm who is asking and what authority they have. Ask for the request in writing, keep a copy, and log the date you responded.
A yearly housekeeping routine
Once a year, count your full journals, label them by date range, and confirm the storage place is still secure. Note the date each journal may be destroyed. That small habit prevents the common problem of a box of unlabeled books in a garage.
A simple retention routine
Pick a retention rule from your state's commissioning office, not from memory, and write it on the inside cover of the journal. When a journal is full, mark the date range on the spine, store it in a locked place, and note the earliest date you may destroy it. If you use an electronic journal, confirm how long the provider keeps entries and keep your own exported copy as a backup.
Mistakes that get documents rejected
Throwing a journal out when the commission ends, storing it in the car, or leaving it where others can read entries are the common errors. Another is not writing down who has the journal if you leave a firm. Entries contain personal information, so protect them like client files.
Checklist before you book
Check your state's rule at each renewal. Keep full journals locked. Note the date they can be destroyed. Back up electronic entries. Ask the commissioning office what to do with the journal if your commission ends or you move.
Common questions
What if I lose my journal?
Report it promptly to the commissioning office and to local police if theft is suspected. Many states require notice.
Can I shred old journals after the period ends?
Once the required period has passed, secure destruction such as shredding is generally the safe approach. Confirm your state's rule first.
More notary guides
- First-Month Checklist for a New Notary in New Jersey
- Why Notaries Question Blanks on a Document
- Notary Commission Renewal and Ongoing Requirements
This guide is general information, not legal advice. Fees and procedures change; check with the office involved or an attorney for your situation.