Quick answer. 24 of the 51 jurisdictions (50 states and DC) require a journal entry for every notarial act, and 2 more require one for certain acts. 13 require a journal only for remote or electronic acts. 5 recommend one without requiring it, 6 have no journal rule we could find, and in 1 (West Virginia) the law mentions a journal without spelling out the rule.
Filter the 51 rules
Showing all 51.
| State | Journal rule | ID number | Signature | Keep it | Checklist, kit, sources |
|---|---|---|---|---|---|
| Alabama | No journal rule found The notary sections amended in 2023 (Code of Alabama 36-20-70 to 36-20-75) contain no journal requirement for in-person acts. For remote acts, the audio-video recording is the required record, kept 7 years (36-20-73.1). |
Not a listed entry | Not a listed entry | No journal retention rule; remote recordings are kept 7 years (36-20-73.1). | Entry checklist · Alabama Notary Starter Kit Sources: Notaries Public, Alabama Secretary of State (checked November 6, 2026); SB322 (Act 2023-548), enrolled (checked November 2026). Unconfirmed: Whether Act 2026-536 (in effect October 1, 2026) adds a journal rule for remote acts: the Secretary of State's page mentions no journal and says to review the Act. |
| Alaska | No journal rule found The AS 44.50 text on the Lieutenant Governor's statutes page contains no journal requirement, and the commission pages the kit read do not mention one. The Updated Notarial Capabilities page on remote acts does not state a recording or record retention period. |
Not a listed entry | Not a listed entry | No retention period stated in the sources checked. | Entry checklist · Alaska Notary Starter Kit Sources: Alaska Notary Statutes (AS 44.50), Office of the Lieutenant Governor (checked November 2026); Updated Notarial Capabilities, Office of the Lieutenant Governor (checked November 6, 2026). Unconfirmed: Records rule for remote acts: the Updated Notarial Capabilities page doesn't mention journals, recordings or retention; ask the Notary Administrator. |
| Arizona | Required for every act Every act, in chronological order, in a paper journal for tangible records. Only one paper journal at a time, unless you keep a separate non-public journal for an employer (A.R.S. 41-319). |
Not a listed entry The entry list names the ID description and its issue or expiration date, not the number. |
Signer signs · Thumbprint: Required for some documents | 5 years after each act (A.R.S. 41-317). | Entry checklist · Arizona Notary Starter Kit Sources: A.R.S. 41-319 (checked November 2026); A.R.S. 41-317 (checked November 2026); A.R.S. 41-254 (checked November 2026); Remote & eNotary, Arizona Secretary of State (checked November 6, 2026). Unconfirmed: Journal format and retention for remote acts: the Remote & eNotary page says only that the platform creates an electronic journal entry and records the act; check A.R.S. 41-319. |
| Arkansas | Recommended, not required Not required by Arkansas law, but recommended by the Arkansas Notary Public & eNotary Handbook (p. 8). Journals are admissible as evidence in Arkansas courts. |
Not a listed entry | Suggested | The Handbook sets no retention period. | Entry checklist · Arkansas Notary Starter Kit Sources: Arkansas Notary Public & eNotary Handbook (Rev. 1-2025) (checked November 2026); eNotary FAQ, Arkansas Secretary of State (checked November 6, 2026). Unconfirmed: Records rule for eNotary acts: the eNotary FAQ says only that a platform often creates an electronic journal entry automatically; no retention is stated. |
| California | Required for every act One active sequential journal at a time, kept in a locked and secured area under your exclusive control (Gov. Code 8206). California notaries do not perform remote acts under current law; a video image is not personal appearance. |
Record the ID number Record the ID's number with its type, issuing agency and issue or expiration date. |
Signer signs · Thumbprint: Required for some documents | Kept by you while commissioned; at commission end the journals go to the county clerk. | Entry checklist · California Notary Starter Kit Sources: Notary Public Handbook (Gov. Code 8206), California Secretary of State; Notary FAQs, California Secretary of State, checked November 2026. |
| Colorado | Required for every act Every notarial act, including copy certifications and oral oaths (C.R.S. 24-21-519). A limited exception applies when your employer keeps copies with the same information. Remote acts go in a tamper-evident electronic journal that names the provider. If your main journal is paper, keep a separate electronic one for remote work. |
Not a listed entry The entry list names the identification method and type of ID. |
Signer signs | 10 years, under the commission-end options below. | Entry checklist · Colorado Notary Starter Kit Sources: Colorado Notary Handbook, Secretary of State; Notary FAQs, Colorado Secretary of State, checked November 2026. |
| Connecticut | Recommended, not required Connecticut law does not require a journal, but the Secretary of the State strongly recommends one (Manual 4.18). For remote acts the Manual (4.25) adds the signer's location, the technology used and whether the video was kept. |
Not a listed entry | Suggested | Not stated in the sources checked. | Entry checklist · Connecticut Notary Starter Kit Sources: Connecticut Notary Public Manual (4.18, 4.25), checked November 2026. |
| Delaware | Required for every act Required for every commissioned notary since August 1, 2023 (29 Del. C. 4332). Keep one format only, paper or electronic (FAQ). |
Not a listed entry | Not a listed entry | 10 years after the last act in the journal. | Entry checklist · Delaware Notary Starter Kit Sources: 29 Del. C. chapter 43; FAQs, Delaware Notary Public Section, checked November 2026. |
| District of Columbia | Required for every act Every DC notary keeps a journal of all notarial acts (D.C. Code 1-1231.18). Separate journals for paper and electronic records are allowed. |
Not a listed entry The entry list names the credential and its issue and expiration dates. |
Signer signs | Keep the journal until you are required to send it to the Mayor; the Code sets no number of years. | Entry checklist · District of Columbia Notary Starter Kit Sources: D.C. Code 1-1231.18 (checked November 6, 2026); Notary Commissions, DC Office of the Secretary (checked November 2026). |
| Florida | Required only for remote or electronic acts Florida Statutes set no journal rule for in-person paper notarizations; the Governor's Notary Section calls a log book optional and recommends one. Online notaries keep an electronic journal (s. 117.245). |
Not a listed entry | Not a listed entry | Online journal and recordings: at least 10 years. | Entry checklist · Florida Notary Starter Kit Sources: Florida Statutes chapter 117 (s. 117.245); Become a Notary, Governor's Notary Section, checked November 2026. Unconfirmed: What happens to the online journal when the commission expires or is resigned or revoked: s. 117.245 covers only a notary's death or incapacity (the guardian or personal representative may delegate retention to a secure repository and notify the Department of State within 30 days); ask the Governor's Notary Section. |
| Georgia | Required for some acts Since January 1, 2025, a written or electronic journal of every notarial act for a self-filer (O.C.G.A. 45-17-8(g)(2), HB 1292). A self-filer is a party to a deed, mortgage, lien, plat or state tax execution who is not one of the professionals listed in 44-2-2, such as an attorney, title insurance agent, licensed real estate professional, lender's or servicer's agent, government official acting officially or licensed land surveyor. |
Record the ID number The ID's identifying number is an entry for self-filers. |
Signer signs | The bill text sets no retention period. | Entry checklist · Georgia Notary Starter Kit Sources: HB 1292 (2024), signed, amending O.C.G.A. 45-17-8; Georgia Notary Law, GSCCCA, checked November 2026. Unconfirmed: Retention period: not set in the bill text; ask the Clerk of Superior Court or GSCCCA. What happens to the journal when the commission ends: not stated in the sources checked; ask the commissioning office. |
| Hawaii | Required for every act Record every official act in a record book (Notary Public Manual, p. 4). Remote online notaries keep the electronic journal and audio-visual recording for 10 years. |
Record the ID number The Manual lists the ID number and expiration date. |
Signer signs | 10 years after you resign, your term expires or your commission is revoked; subject to Attorney General audit. | Entry checklist · Hawaii Notary Starter Kit Sources: Notary Public Manual (August 2022), Department of the Attorney General; HRS 456-17, checked November 2026. |
| Idaho | Recommended, not required Not required, but strongly recommended by the Secretary of State (FAQ). A journal you keep belongs to you. |
State training says leave it out The training course says not to record identifiers such as license numbers, Social Security numbers or birth dates. |
Suggested | Not stated in the sources checked. | Entry checklist · Idaho Notary Starter Kit Sources: Notary Public FAQ, Idaho Secretary of State; Notary Training Course, chapter 7, checked November 2026. |
| Illinois | Required for every act Every notary, including electronic notaries, records each act at the time of notarization (5 ILCS 312/3-107; 14 Ill. Adm. Code 176.900). Notaries employed by an attorney or law firm that keeps copies of the notarized documents are exempt. Remote and electronic acts go in the journal and are marked as such. |
Never record ID numbers No ID card or passport number, and no other number that could identify the principal (176.910). |
Not a listed entry · Thumbprint: Not allowed (no biometrics) | At least 7 years after the last entry (176.920). | Entry checklist · Illinois Notary Starter Kit Sources: 14 Ill. Adm. Code 176.910, Journal Entries and Prohibited Entries (checked November 6, 2026); 14 Ill. Adm. Code Part 176 (checked November 2026); Illinois Notary Public Act (5 ILCS 312) (checked November 2026). |
| Indiana | Required only for remote or electronic acts The Secretary of State materials the kit read set no journal rule for in-person paper notarizations. Remote notaries keep an electronic journal of every remote notarization, under their exclusive control, password protected and stored securely. It must allow copying, inspection and printing on request; items may not be removed or destroyed. If your platform does not provide one, you maintain it. |
Not a listed entry | Not a listed entry | Remote journal: at least 10 years. | Entry checklist · Indiana Notary Starter Kit Sources: Indiana Notary Public Update (2024), Secretary of State (checked November 6, 2026); Notary Public, INBiz (checked November 2026). Unconfirmed: The list of required remote journal entries: the Secretary of State's update doesn't list them; check IC 33-42. |
| Iowa | Recommended, not required Iowa Code 9B.19 is reserved, so chapter 9B has no journal requirement. The Secretary of State's Handbook strongly recommends one, written in ink before you complete the certificate, including requests you refuse. |
Not a listed entry | Suggested | The Handbook recommends 10 years. | Entry checklist · Iowa Notary Starter Kit Sources: Handbook for Iowa Notaries Public; Iowa Code chapter 9B (2026), checked November 2026. |
| Kansas | Required for every act Required since January 1, 2022 (K.S.A. 53-5a20). |
Not a listed entry | Not a listed entry | 10 years after the last entry, or transfer to the Secretary of State with Form NC. | Entry checklist · Kansas Notary Starter Kit Sources: Notary, Kansas Secretary of State; Notary Public Appointment Form NO, checked November 2026. |
| Kentucky | Required only for remote or electronic acts Only online notaries must keep a journal (KRS 423.380(1)). If you notarize only on paper, no journal is required. Covers every electronic notarization; it must be electronic, durable and resistant to alteration. |
Never record ID numbers Online journal entries may not record government ID numbers (30 KAR 8:005, section 6(5)). |
Not a listed entry · Thumbprint: Not allowed (no biometrics) | 10 years after the last entry. | Entry checklist · Kentucky Notary Starter Kit Sources: 30 KAR 8:005; Notary Public State at Large, Kentucky Secretary of State, checked November 2026. |
| Louisiana | No journal rule found The statutes and rules the kit read set no general journal requirement for in-person acts. Remote online notarizations: keep printable electronic copies of every remote act and the audio-video recording of each for at least 10 years, protected from loss and alteration. You may appoint a custodian if you keep unrestricted access (R.S. 35:629). |
Not a listed entry | Not a listed entry | No journal rule; remote copies and recordings at least 10 years (R.S. 35:629). | Entry checklist · Louisiana Notary Starter Kit Sources: Become a Remote Online Notary, Louisiana Secretary of State; Become a Louisiana Notary, Secretary of State, checked November 2026. |
| Maine | Required only for remote or electronic acts Optional for in-person paper acts, but strongly suggested by the Secretary of State. Required for all electronic and remote notarizations (4 M.R.S. 1920). |
Not a listed entry | Not a listed entry | 10 years after the last entry. | Entry checklist · Maine Notary Starter Kit Sources: 4 M.R.S. chapter 39 (checked November 2026); Notaries Public FAQ, Maine Secretary of State (checked November 6, 2026); 4 M.R.S. 1920 (Journal) (checked November 2026). |
| Maryland | Required for every act Required for every notarial act, made at the time of the act (State Government 18-219). |
Record the ID number The ID number is part of the identity entry. |
Not a listed entry | 10 years after the last act in each journal. | Entry checklist · Maryland Notary Starter Kit Sources: State Government Article 18-219; Notary FAQ, Maryland Secretary of State, checked November 2026. Unconfirmed: What happens to the journal when the commission ends: check COMAR 01.02.08 or the Notary Division. |
| Massachusetts | Required for every act Keep a chronological official journal (M.G.L. c. 222, s. 22). Attorneys, their employees and notaries employed by a government entity are generally exempt (s. 22(f)). |
Not a listed entry Never record Social Security or credit card numbers. |
Signer signs | 7 years after your commission expires, is resigned or is revoked (s. 24). | Entry checklist · Massachusetts Notary Starter Kit Sources: M.G.L. c. 222; Massachusetts law about notaries public, checked November 2026. |
| Michigan | Required only for remote or electronic acts Michigan law does not require a journal for in-person paper notarizations. The Department recommends recording the signer's name, the ID presented, the date and other details. A journal is required for remote acts, made at the time of each act (MCL 55.286b). Electronic acts done in person need no journal; if you keep one, retain it 5 years after the last electronic act. |
Not a listed entry | Not a listed entry | Remote journal: at least 10 years after the last entry. | Entry checklist · Michigan Notary Starter Kit Sources: Michigan Law on Notarial Acts (MCL chapter 55); Notary FAQs, Michigan Department of State, checked November 2026. |
| Minnesota | Required only for remote or electronic acts Minnesota law does not require a journal for traditional acts, but the Secretary of State says it is prudent to keep one. Your stamp and official journal are your personal property (359.03, subd. 1). Remote online acts: a secure electronic journal with backups (358.645, subd. 4). |
Not a listed entry | Not a listed entry | Remote journal and recordings: at least 10 years (358.645, subd. 4). | Entry checklist · Minnesota Notary Starter Kit Sources: Minn. Stat. 358.645; Minn. Stat. 359.03; Become a Notary, Minnesota Secretary of State, checked November 2026. |
| Mississippi | Required for every act Every Mississippi notary keeps a journal, one at a time (Miss. Code 25-34-37). |
Last four digits only Never write a full Social Security, driver's license or account number; the last four digits are allowed (Rule 4.2(C)). |
Not a listed entry | 10 years after the last act (Rule 4.7). | Entry checklist · Mississippi Notary Starter Kit Sources: Revised Mississippi Law on Notarial Acts and notary rules; Notaries FAQs, Mississippi Secretary of State, checked November 2026. |
| Missouri | Required for every act Required for every notarial act: one permanently bound book with numbered pages, in date order, and only one active journal at a time (RSMo 486.700). A spiral notebook does not qualify. |
Not a listed entry Never record Social Security or credit card numbers. |
Signer signs | At least 10 years from the last entry. | Entry checklist · Missouri Notary Starter Kit Sources: Missouri Notary Handbook (checked November 6, 2026); Notary FAQ, Missouri Secretary of State (checked November 2026). Unconfirmed: Journal rules for remote online notarizations (RSMo 486.1180): the handbook text we could open stopped at that section; check the Missouri Notary Handbook. |
| Montana | Required for every act Required for every notarial act. |
Never record ID numbers Never record a Social Security, passport or driver's license number, or a birth date (MCA 1-5-618(4)). |
Signer signs | 10 years after the last act. | Entry checklist · Montana Notary Starter Kit Sources: Bonds, Stamps, and Journals - Tools of the Trade, Montana Secretary of State (checked November 2026); Montana Notary Public Handbook (checked November 2026); Notary Help Center, Montana Secretary of State (checked November 6, 2026); How long must a notary keep their journal and recordings?, Montana Secretary of State (checked November 6, 2026). Unconfirmed: What happens to a journal after a notary's death: the Help Center doesn't say; check MCA 1-5-618. |
| Nebraska | Required only for remote or electronic acts Nebraska law does not require a journal for general notaries, but the Secretary of State recommends one and posts a sample journal with instructions. If a principal brings a document with blank spaces, note in your journal how the principal dealt with them (FAQ 17). Online notaries keep a secure electronic record of each online act, with a backup (Neb. Rev. Stat. 64-409). |
Not a listed entry | Not a listed entry | Online record and backup: at least 10 years (64-409). | Entry checklist · Nebraska Notary Starter Kit Sources: Notary Frequently Asked Questions, Nebraska Secretary of State; Steps to Become an Online Notary, checked November 2026. |
| Nevada | Required for every act Required for every act (NRS 240.120). The journal is open to public inspection and must be kept secure: in your sole possession or a locked space only you control (NAC 240.300). |
Not a listed entry | Signer signs | 7 years after you stop being a notary. | Entry checklist · Nevada Notary Starter Kit Sources: NRS chapter 240; NAC chapter 240, checked November 2026. |
| New Hampshire | Required only for remote or electronic acts New Hampshire law does not require a journal for in-person paper acts. Required for acts for remotely located individuals (RSA 456-B:8-c). |
Not a listed entry | Not a listed entry | 10 years after the last entry. | Entry checklist · New Hampshire Notary Starter Kit Sources: RSA chapter 456-B; Notary Public, New Hampshire Secretary of State, checked November 2026. |
| New Jersey | Required for every act A journal of all notarial acts, one journal at a time for paper and electronic acts (N.J.A.C. 17:50-1.11; Notary Public Manual, chapter 6). Attorneys, and employees of attorneys or licensed title insurers, may keep files regularly maintained for their practice instead. Remote and electronic acts go in the same single journal. |
Not a listed entry The Manual asks for the credential's type and dates, not its number. |
Not a listed entry | 10 years after the last notarial act in the journal, or write to the State Treasurer for secure transmission instructions. | Entry checklist · New Jersey Notary Starter Kit Sources: New Jersey Notary Public Manual, chapter 6 (Journal Requirement), checked November 6, 2026. |
| New Mexico | Required for every act Every notarial officer keeps a journal of every act (NMSA 14-14A-18). Paper or electronic. Remote online acts add the name of the platform provider. |
Not a listed entry | Not a listed entry | 10 years after the last act, whether or not you are still commissioned. | Entry checklist · New Mexico Notary Starter Kit Sources: New Mexico Notarial Officer Handbook; Become a Notary, New Mexico Secretary of State, checked November 2026. |
| New York | Required for every act Keep a record of every notarial act, made at the time of the act (19 NYCRR 182.9). Electronic acts add the technology and providers used. |
Not a listed entry The rule asks for the type of credential, not its number. |
Not a listed entry | At least 10 years. | Entry checklist · New York Notary Starter Kit Sources: Notary Public License Law (19 NYCRR 182.9), NY Department of State, checked November 6, 2026. Unconfirmed: What happens to the records when the commission ends: the Notary Public License Law (19 NYCRR 182.9) sets only the 10-year retention and the duty to produce records; ask the Department of State. |
| North Carolina | Required only for remote or electronic acts For traditional paper notarizations, G.S. 10B-38 says a notary "may" keep a journal, so it is optional. Remote electronic notarizations: a journal is required, the notary's exclusive property (G.S. 10B-134.15). Emergency video notarizations also need a journal (G.S. 10B-25(i)-(j)). If an employer keeps a journal of business notarizations when you leave, keep an accurate backup for 10 years (G.S. 10B-134.15(c)). |
Not a listed entry | Not a listed entry | Remote electronic and emergency video journals: at least 10 years. | Entry checklist · North Carolina Notary Starter Kit Sources: G.S. Chapter 10B, Article 2 (Electronic Notary Act); G.S. Chapter 10B, Article 1, checked November 2026. Unconfirmed: Required entries for remote electronic notarizations (as opposed to emergency video): check G.S. 10B-134.15 and 18 NCAC 07. |
| North Dakota | Required only for remote or electronic acts Not required by law for in-person acts; the Secretary of State says you may keep one for your own protection. Required for every notarial act performed for a remotely located individual. |
Not a listed entry | Suggested | Remote journal and audio-video recordings: 10 years. | Entry checklist · North Dakota Notary Starter Kit Sources: Notary Journal, North Dakota Secretary of State (checked November 6, 2026); Performing Notarial Acts, Secretary of State (checked November 2026). Unconfirmed: Required entries for remote acts: the Notary Journal page lists what an entry "should include" and labels none as required; ask the Secretary of State. |
| Ohio | Required only for remote or electronic acts The Revised Code sections the kit read set no journal rule for traditional paper notarizations. Online notarizations: a chronological, password-protected, tamper-evident electronic journal, plus a backup (R.C. 147.65). |
Not a listed entry Never record Social Security numbers. |
Signer signs | The Secretary of State or an approved repository keeps it 10 years after your online authorization ends. | Entry checklist · Ohio Notary Starter Kit Sources: Ohio Revised Code 147.65; R.C. Chapter 147, checked November 2026. |
| Oklahoma | Required only for remote or electronic acts The Secretary of State recommends a record or journal of all official acts, including the signature, printed name and address of each person. Remote online acts: a journal in a permanent, tamper-evident electronic format, with entries made at the time of each act (49 O.S. 206(A)). |
Not a listed entry | Suggested | Remote journal: at least 10 years after the last act it records (49 O.S. 206). | Entry checklist · Oklahoma Notary Starter Kit Sources: Oklahoma Statutes Title 49 (checked November 6, 2026); Oklahoma Secretary of State (checked November 2026). |
| Oregon | Required for every act Required for every notary, for all acts except those listed in ORS 194.300(11), where it is optional: protests, oaths or affirmations, certified copies, affidavits, billing-statement verifications and verifications on oath. |
Not a listed entry | Signer signs | 10 years after the last act in the journal. | Entry checklist · Oregon Notary Starter Kit Sources: ORS chapter 194 (checked November 6, 2026); Notary Training, Oregon Secretary of State (checked November 2026). |
| Pennsylvania | Required for every act Record every notarial act in chronological order, at the time of the act (57 Pa.C.S. 319). |
Not a listed entry | Optional | Kept while commissioned; then delivered to the county recorder of deeds. | Entry checklist · Pennsylvania Notary Starter Kit Sources: Notaries, Pennsylvania Department of State, checked November 2026. |
| Rhode Island | Recommended, not required Rhode Island general law does not require a journal, but the Department of State strongly suggests one. For remote acts, the Remote Notary Guide says to complete an electronic journal entry stating that remote online notarization was used. |
Not a listed entry | Suggested | The Manual recommends 7 years after your commission expires or ends. | Entry checklist · Rhode Island Notary Starter Kit Sources: Rhode Island Notaries Public, Department of State; Remote Online Notarization Performance Guide, checked November 2026. |
| South Carolina | Required only for remote or electronic acts Paper acts: not required by law, but the Secretary of State strongly encourages a journal. The Reference Manual's sample entry has date and time, fee, document date, type of act, document type, signer's address, identification method, signer's signature and comments. Electronic notaries must keep a journal (S.C. Code 26-2-90), never surrender it to an employer and never let another notary use it. |
Not a listed entry Never record Social Security numbers in an electronic journal (26-2-90). |
Not a listed entry | Not stated in the kit. | Entry checklist · South Carolina Notary Starter Kit Sources: S.C. Code Title 26, Chapter 2; Notary Public Reference Manual (2023), checked November 2026. Unconfirmed: Retention period for the electronic journal: check S.C. Code 26-2-90. |
| South Dakota | No journal rule found The SDCL chapter 18-1 text and the handbook the kit read set no journal requirement. Electronic remote acts: keep an electronic audio-visual copy of each act for 10 years, yourself or through a designated repository (SDCL 18-1-11.3). |
Not a listed entry | Not a listed entry | No journal rule; remote audio-visual copies 10 years (18-1-11.3). | Entry checklist · South Dakota Notary Starter Kit Sources: SDCL chapter 18-1; South Dakota Notary Public Handbook, checked November 2026. |
| Tennessee | Required for some acts Traditional notaries: a record is required when you charge a fee, in a well-bound book or an electronic file (T.C.A. 8-21-1201). With no separate fee, none is required. Online notaries keep an electronic journal as the Secretary of State's rules require and describe their journal method in the online application. |
Not a listed entry | Not a listed entry | Online records: 5 years after the notarization, with a backup also kept 5 years (Rule 1360-07-03-.03). | Entry checklist · Tennessee Notary Starter Kit Sources: Tennessee Notary Public Handbook, Knox County Clerk; Register as an online notary, Tennessee Secretary of State, checked November 2026. Unconfirmed: Entries the statute itself requires for fee records, and how long to keep traditional records: check T.C.A. 8-21-1201. What happens to the journal when the commission ends: not stated in the sources checked; ask the commissioning office. |
| Texas | Required for every act Keep a record book whether or not you charge fees (Gov't Code 406.014). A notary who administers an oath under Code of Criminal Procedure article 45.019 need not record that oath. |
Never record ID numbers 1 TAC 87.40 forbids recording the ID card or passport number, or any other number that could identify the signer. The Secretary of State says a number related to the residence may be recorded. |
Not a listed entry | The longer of the commission term in which the notarization happened or 3 years after the notarization (Secretary of State FAQ). The Secretary of State calls keeping copies permanently the best practice. | Entry checklist · Texas Notary Starter Kit Sources: Notary Public Educational Information, Texas Secretary of State (checked November 6, 2026); Notary Public, Texas Secretary of State (checked November 2026); Notary Public FAQs, Texas Secretary of State (checked November 6, 2026). |
| Utah | Required for every act Required for notaries commissioned or renewed on or after May 6, 2026 (S.B. 139). Current notaries need not keep one until they renew; anyone who already kept a journal remains subject to its retention and inspection rules. Only remote online notarizations may be recorded in an electronic journal. |
Last four digits only Record only the last four digits of the ID number. |
Signer signs | 10 years after the last recorded act, then destroy it; this applies even if you are no longer a notary. | Entry checklist · Utah Notary Starter Kit Sources: Notary Journal (May 6, 2026), Utah Lieutenant Governor's Office; S.B. 139 Notary Amendments: Updates and Guidance, checked November 6, 2026. |
| Vermont | No journal rule found 26 V.S.A. chapter 103 and the Administrative Rules for Notaries Public contain no journal requirement. Remote acts: keep the audio-visual recording. The statute says at least 10 years unless OPR rules set a different period (5379(k)); Rule 8-2(f)(i) says at least 7 years. |
Not a listed entry | Not a listed entry | No journal rule; remote recordings at least 7 or 10 years (see note). | Entry checklist · Vermont Notary Starter Kit Sources: 26 V.S.A. chapter 103; Administrative Rules for Notaries Public, checked November 2026. |
| Virginia | Required for every act Traditional notaries keep, protect and make available for lawful inspection a record of each notarial act (Code of Virginia 47.1-14). Electronic notaries keep a journal of all electronic acts, with a backup, and protect its integrity and security. |
Not a listed entry The entry list names the type of ID. |
Not a listed entry | At least 5 years from the date of the transaction. | Entry checklist · Virginia Notary Starter Kit Sources: Notary Handbook (July 2026), Secretary of the Commonwealth, checked November 2026. Unconfirmed: What happens to records when the commission ends: check the Notary Handbook. |
| Washington | Required for every act Required for every notarial act since July 1, 2018, made at the time of the act (chapter 308-30 WAC). For a remote act, note that it was remote instead of collecting a signature. |
Not a listed entry | Signer signs | 10 years after the last act in the journal. | Entry checklist · Washington Notary Starter Kit Sources: Chapter 308-30 WAC; Chapter 42.45 RCW, checked November 2026. |
| West Virginia | Unclear: ask the state W. Va. Code 39-4-30 ties the $10 fee to each signature "and the proper recordation thereof in the journal of notarial acts", and 39-4-36 lets the Secretary of State destroy original journals it holds once an electronic copy is kept. Neither section, nor the article's section list, sets out a journal requirement, entries or a retention period for notaries. Remote acts: keep the audio-visual recording at least 5 years (39-4-37, 39-4-38). |
Not a listed entry | Not a listed entry | Not stated in the sections read; remote recordings at least 5 years. | Entry checklist · West Virginia Notary Starter Kit Sources: W. Va. Code chapter 39, article 4 (checked November 6, 2026); Applying for a Notary Public Commission, West Virginia Secretary of State (checked November 2026); W. Va. Code 39-4-30 (checked November 6, 2026); W. Va. Code 39-4-36 (checked November 6, 2026). Unconfirmed: Whether a journal is required, its entries and retention: not in W. Va. Code 39-4 as read; ask the West Virginia Secretary of State's Notary Division. |
| Wisconsin | No journal rule found The Wisconsin statute sections and DFI pages the kit read set no journal requirement for in-person acts, and DFI's March 2024 remote guidance lists none for remote acts. Remote acts must be recorded on audio and video, and the recording kept at least 7 years (Wis. Stat. 140.145(6)). |
Not a listed entry | Not a listed entry | No journal rule; remote recordings at least 7 years. | Entry checklist · Wisconsin Notary Starter Kit Sources: Wis. Stat. 140.02; Wis. Stat. 140.145; Notary Public General Information, DFI, checked November 2026. |
| Wyoming | Required for every act Keep one or more journals recording all your notarial acts (W.S. 32-3-118(d)). The Secretary of State's education presentation says to log every notarial act, every refusal and every certificate correction. |
Not a listed entry | Not a listed entry | The statute sets no retention period; the Secretary of State recommends keeping the journal for your entire term. | Entry checklist · Wyoming Notary Starter Kit Sources: 2021 Senate File 29 (W.S. 32-3) (checked November 6, 2026); Notary Education Presentation, Wyoming Secretary of State (checked November 2026). Unconfirmed: The list of required entries: W.S. 32-3-118 doesn't list them; check the Secretary of State's rules. What to do with the journal when a commission simply expires: W.S. 32-3-118 doesn't say; ask the Secretary of State. |
Where state journals differ most
A generic journal page has columns for date and time, type of act, document, signer's name and address, ID and fee. These states ask for something different, or forbid something a generic page invites you to write.
Building a notary business? The loan signing agent course.
| State | What stands out | Checklist |
|---|---|---|
| Texas | No ID or passport numbers at all; adds the grantee's name and residence and, for land, the county. The entry list doesn't ask for the signer's signature. | TX entries |
| Illinois | No ID numbers, no fingerprints or other biometrics, no electronic signatures. Records where both you and the principal were. | IL entries |
| California | Right thumbprint for real property documents and powers of attorney, plus the ID number and each signer's signature. | CA entries |
| Arizona | Right thumbprint for the same document types as California, and the signer signs. Kept 5 years after each act; leaving without reappointment, the journal and seal go to the Secretary of State within 3 months. | AZ entries |
| Utah | Only the last four digits of the ID; refusals and inspections are entries too. Applies to commissions issued or renewed on or after May 6, 2026. | UT entries |
| Mississippi | Full ID and account numbers are banned but the last four digits are allowed; the signer's city and state, not a full address. | MS entries |
| Montana | No Social Security, passport or driver's license number and no birth date. | MT entries |
| Georgia | Journal only for self-filers on real property filings; needs the self-filer's phone number and the ID's identifying number. | GA entries |
| Massachusetts | Place of the act, any technology fee, and why you declined a request. | MA entries |
| Nevada | Whether an oath was given and the type of certificate. | NV entries |
| New York | How many notarial services were provided and the verification procedures used. | NY entries |
| Colorado | An interpreter's name, address and credential number when one is used. | CO entries |
| Pennsylvania | Signer signature is optional; at commission end the journal goes to the county recorder of deeds within 30 days. | PA entries |
| Tennessee | A record only when you charge a fee. | TN entries |
Reading a row
- Required for every act covers in-person paper acts; in most of these states remote acts go in a journal as well, sometimes a separate electronic one. Oregon makes a few act types optional, and Utah's rule starts with commissions issued or renewed on or after May 6, 2026.
- Required only for remote or electronic acts means the state sets no journal rule for paper acts. Several of these, such as Florida, Maine, Michigan and Oklahoma, still recommend one.
- Not a listed entry means the source's entry list doesn't ask for it. It doesn't mean it's forbidden, except where the row says so.
- Unconfirmed notes name what the official sources didn't settle and where to check. We leave those blank rather than guess.
Choosing between a bound book, printable pages and an electronic journal is covered in notary journal options compared; a blank sheet is at the free journal template. For the full list of what to write for one state, open its entry checklist.
General information from each state's own law, rules or handbook, cited in its row and checked November 2026. It is not legal advice, and we are not lawyers. Rules change; your commissioning office has the final word. MCC Solutions isn't affiliated with any state. The filter runs in your browser.
Common questions
Which states require a notary journal for in-person notarizations?
By our count from official sources, 24 jurisdictions require one for every act (including DC, New Jersey, New York, Pennsylvania, California and Texas) and 2 more for some acts: Georgia for self-filers on real property filings and Tennessee when you charge a fee. Tick the in-person filter on this page to list them.
Can a notary write down the signer's driver's license number?
It depends on the state. California, Hawaii and Maryland list the ID number as an entry, and Georgia does for self-filers. Texas and Illinois forbid recording it, Kentucky forbids it in online journals, Montana bans driver's license and passport numbers, and Utah and Mississippi allow only the last four digits.
Do I need a journal if I only do remote online notarizations?
Almost always. 13 states that set no rule for paper acts still require an electronic journal for remote or electronic acts, and the every-act rules elsewhere generally reach remote acts as well; check your row. A few, such as Alabama, South Dakota, Vermont and Wisconsin, rely on keeping the audio-video recording instead.
How long do I keep my notary journal?
Ten years after the last entry is the most common rule. Illinois and Nevada use 7 years, Massachusetts 7 years after the commission ends, Arizona and Virginia 5 years. Texas asks for the longer of the commission term or 3 years. Pennsylvania, California and Texas send the journal to a county office when the commission ends, and Missouri sends it to the Secretary of State.
My state doesn't require a journal. Should I keep one anyway?
Many state offices recommend it, among them Arkansas, Connecticut, Iowa, Idaho and Rhode Island, because it is your record of whom you identified and how if an act is ever questioned. Before you write ID numbers or take thumbprints, check that your state doesn't forbid them.