{"id":109,"date":"2013-11-19T14:24:45","date_gmt":"2013-11-19T21:24:45","guid":{"rendered":"http:\/\/abclegaldocs.com\/blog-Colorado-Notary\/?p=109"},"modified":"2024-05-07T14:14:57","modified_gmt":"2024-05-07T20:14:57","slug":"keeping-notary-journal","status":"publish","type":"post","link":"https:\/\/www.abclegaldocs.com\/blog-Colorado-Notary\/keeping-notary-journal\/","title":{"rendered":"Keeping a Notary Journal"},"content":{"rendered":"

\"Keeping<\/a>Keeping a Notary Journal<\/h1>\n

Colorado notaries<\/strong> are required to keep a notary journal<\/strong><\/a><\/span>.\u00a0 The specific requirements are listed in CRS 24-21-519.\u00a0 The notary must record in the journal, at the time of notarization:<\/p>\n

<\/span>Notary Journal Entries<\/span><\/h2>\n

1. Date and time of notarial act
\n2. Type of notarial act (oath, affirmation, acknowledgment, signature witnessing, certified copy)
\n3. Description of document\u00a0 (include the title, page count, and any foreign language used)
\n4. Name and address of each signer and any witnesses
\n5. Signature of signer\u00a0and any witnesses
\n6. Method of identification used: ID card, driver’s license, passport, personal knowledge, credible witness
\n7. Notary fee charged, if any (for multiple documents, list the fee charged for each document, do not include non-notary fees such as travel, shipping, printing)
\n8.\u00a0Any other information the notary considers appropriate to record
\n9. Effective September 1, 2023, if a foreign language interpreter is used, the name, address, and certification or credential number of the interpreter must be included in the notary journal, CRS 24-21-514.7<\/p>\n

<\/p>\n

<\/span>Best Practices<\/span><\/h2>\n

As a best practice<\/strong>, it is a good idea to complete the journal entry, including the customer’s signature, before notarizing the document.\u00a0 To prevent identity theft<\/strong>, the notary should not record the full ID number of the signer.\u00a0 Record the last 4 digits<\/strong> only, as evidence that the ID was inspected.<\/p>\n

Thumbprints are not required by Colorado law and cannot be required by the notary.<\/p>\n

The notary journal should include all completed transactions and any transaction that were not able to be completed for some reason such as lack of acceptable ID, unable to communicate due to a foreign language barrier, unable to pay notary fee, unable to sign the document knowingly and willingly, or a request for an unlawful or unauthorized notarial act.<\/p>\n

Because of medical privacy laws, do not include any medical information about the signer in the notary journal.<\/p>\n

If you are a mobile notary, include the address where the notarization took place. If you only notarize in your office, write the office address inside the front cover.<\/p>\n

When you retire, before turning in your notary journals to the state, make a copy for your records. Many document disputes do not occur until months or years after the notarization.\u00a0 You need your well-kept journals as evidence to defend yourself if you are accused of a notary error or omission.<\/p>\n

After the last journal entry, write End of Journal to prevent anyone from adding more entries.<\/p>\n

I use a special pen, uni-ball Signo 207<\/strong><\/a><\/span>, with blue ink<\/strong>, to sign documents and to make journal entries. It uses anti-fraud ink<\/strong> that is not water soluble to prevent tampering.<\/p>\n

Store your filled notary journals in a fireproof waterproof safe.<\/p>\n

<\/span>Making Journal Entries for Multiple Documents<\/span><\/h2>\n

\"notary<\/p>\n

Colorado notary law requires the customer’s signature to be included in the notary journal. The law and the Colorado notary handbook do not specifically require that if there are multiple documents notarized for the same signer that there must be an equal number of signatures in the notary journal.<\/p>\n

Several states, including Oregon and Montana, mention in their notary handbooks that a shortcut may be used to save time if several documents are notarized at the same time for the same signer.<\/p>\n

A diagonal line may be inserted across several signature boxes in the notary journal, spanning the entries for several listed documents that were notarized. Then, the customer places a single signature on the diagonal line, indicating all of the listed documents were notarized in the same session.<\/p>\n

In California, this signature shortcut is not acceptable. Separate signatures are required for each document.<\/p>\n

The image shows an example of a diagonal signature line from the Oregon Notary Public Guide<\/a><\/strong><\/span>.\u00a0 Montana Notary Handbook<\/a><\/strong><\/span><\/p>\n

<\/span>Electronic Notary Journals<\/strong><\/span><\/h2>\n

Some electronic notary journals are available, but I recommend using a paper journal<\/strong>.\u00a0 The paper journal does not\u00a0require any batteries<\/a><\/span>,<\/strong> software<\/strong>, Internet<\/strong> connection or cloud storage<\/strong>;\u00a0is rugged<\/strong> and not\u00a0damaged if you drop it.<\/p>\n

In some secure facilities<\/strong>, such as a jail, prison, military base, government office, government contractor or research facility, visitors may not take electronic devices<\/strong> inside.\u00a0 So, a\u00a0paper journal is required.<\/p>\n

With an electronic notary journal, a signature made by using a fingertip or stylus may not look like a normal signature made with a pen on paper.<\/p>\n

The signer may be reluctant to enter a signature on an electronic device where the data and signature are transmitted and stored in a remote location using cloud storage<\/strong>.\u00a0 The notary has a duty to\u00a0keep the journal secure.\u00a0 Using cloud storage increases the risk of a data breach<\/strong><\/a><\/span> by a storage vendor employee or\u00a0criminal<\/strong> breaking into electronic records.<\/p>\n

There is also a jurisdiction<\/strong> issue and some Internet law questions. Can an electronic notary journal be stored on a remote computer located in another city, county, state, territory or foreign country? Most businesses are required to keep records at their principal place of business<\/strong>.<\/p>\n

What happens if the remote storage vendor website goes down due to a malfunction, malware, operator error, outage or disaster or the vendor goes out of business?<\/p>\n

Notary laws vary.\u00a0 Be sure to follow the laws for keeping a notary journal in your state.<\/p>\n

Visit our website for Colorado Springs Mobile Notary<\/a><\/strong>\u00a0services or Colorado Notary Training<\/a>\u00a0<\/strong>classes.<\/p>\n

[Last-Modified Date 2023-06-10] updated for RULONA laws<\/p>\n

\u00a9 Copyright 2013 ABC Legal Docs, LLC All rights reserved. Do not copy. Citations welcome. Terms of Use apply.<\/p>\n","protected":false},"excerpt":{"rendered":"

Keeping a Notary Journal Colorado notaries are required to keep a notary journal.\u00a0 The specific requirements are listed in CRS 24-21-519.\u00a0 The notary must record in the journal, at the time of notarization: Notary Journal Entries 1. Date and time of notarial act 2. Type of notarial act (oath, affirmation, acknowledgment, signature witnessing, certified copy) 3. Description of document\u00a0 (include the title, page count, and any foreign language used) 4. Name and address of each signer and any witnesses 5. Signature of signer\u00a0and any witnesses 6. Method of identification used: ID card, driver’s license, passport, personal knowledge, credible witness 7. <\/p>\n","protected":false},"author":1,"featured_media":4177,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_monsterinsights_skip_tracking":false,"_monsterinsights_sitenote_active":false,"_monsterinsights_sitenote_note":"","_monsterinsights_sitenote_category":0,"_jetpack_memberships_contains_paid_content":false,"footnotes":""},"categories":[12],"tags":[150,155,17,156,1640,153,151,507,148,5,149,154,152],"class_list":["post-109","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-notary-law","tag-best-practice","tag-cloud-storage","tag-colorado","tag-criminals","tag-data-breach","tag-electronic-journal","tag-identity-theft","tag-jurisdiction","tag-notaries","tag-notary","tag-notary-journal","tag-secure","tag-thumbprint","has_thumb"],"yoast_head":"\nKeeping a Notary Journal - Notary Colorado Springs<\/title>\n<meta name=\"description\" content=\"notary journal, electronic journal,best practice,cloud storage,Colorado,criminals,identity theft, notaries,notary, secure, thumbprint,data breach, jurisdiction\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/whitesmoke-spoonbill-796872.hostingersite.com\/blog-Colorado-Notary\/keeping-notary-journal\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Keeping a Notary Journal - 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