The Notary Journal:
A Complete Guide for 2026
What a notary journal is, what to record in every entry, which states require one, and how to choose between paper and electronic with links to the full rules for your state.
Quick answer: A notary journal is the chronological record of every notarial act a notary performs. Many states require one for every act, a few only recommend it, and the required fields, retention period and format (paper or electronic) differ by state. An electronic journal records the same fields with automatic timestamps, signature capture and searchable storage.
What Is a Notary Journal?
A notary journal (also called a notary log book or record book) is the notary’s official record of the notarizations they perform. It shows what was notarized, for whom, when, and how the notary confirmed the signer’s identity.
The journal protects three groups. It protects signers by creating a record that a proper notarization took place. It protects the public by giving investigators and the state a way to check a notary’s work. And it protects you: if a notarization is ever questioned, a complete entry is your evidence of what you did.
Notary Journal – Quick Reference
| What it is | A chronological record of each notarial act, kept by the notary. |
| Who needs one | Depends on the state. Required for every act in many states; recommended in others. |
| Typical entry fields | Date and time, type of act, document description, signer name and address, signature, how ID was verified, fee charged. |
| Formats | Paper (bound, numbered pages) or electronic (tamper-evident). Many states allow either. |
| Retention | Set by state. Examples: 5 years in Arizona, 7 in Illinois, 10 in Colorado, Texas and Alaska. |
| Thumbprints | Required for some documents in California; prohibited in Illinois, Pennsylvania and Texas. |
| Lost or stolen journal | Notify your state’s notary authority in writing. Colorado allows 30 days; New Jersey requires 10 days. |
Is a Notary Journal Required in My State?
It depends on where you are commissioned. The table shows a sample of states. Laws change often new journal mandates took effect in Utah and Virginia in 2026 so open your state’s guide for the full rule.
| State | Journal Requirement | Retention |
|---|---|---|
| Alabama | Optional (fee record required if charging) | – |
| Alaska | Required – all acts | 10 years |
| Arizona | Required – all acts | 5 years |
| California | Required – all acts · thumbprint for deeds & POAs | 10 years |
| Colorado | Required – all acts (CRS 24-21-519) | 10 years |
| Connecticut | Optional (strongly recommended) | 10 years (if kept) |
| Illinois | Required – all acts | 7 years |
| New Jersey | Required – one sequential journal | 10 years |
| Texas | Required – all acts | 10 years |
| Utah | Required – all acts (SB 139, eff. May 6, 2026) | 10 years |
| Virginia | Required – all acts (HB 163/SB 316, eff. July 1, 2026) | 10 years |
See the requirements for all 50 states + DC →
What Goes in a Notary Journal Entry?
Exact fields vary by state. This list follows Colorado’s statute, which is typical of states that have adopted the Revised Uniform Law on Notarial Acts. Entries must be made at the time of the notarization.
| Field | What to Record |
|---|---|
| Date and time | When the notarial act took place. |
| Type of act | Acknowledgment, oath or affirmation, copy certification, signature witnessing or protest. |
| Document description | Title or type, page count, and any foreign language used. |
| Signer name and address | Full name and address of each signer and witness. |
| Signature | The signer’s signature, and any witness signatures. |
| How identity was verified | Personal knowledge, ID credential type, or credible witness. Some states advise against recording the full ID number; Colorado recommends the last four digits. |
| Fee charged | The fee for each document notarized. Travel and other non-notary fees are not included. |
Some states add more. Colorado requires interpreter details when an interpreter is used, and remote notarizations require the name of the remote notarization provider.
Paper vs. Electronic Notary Journal
Where both are allowed, the choice comes down to how you work. A paper journal needs no device. An electronic journal fills in details for you and is easier to search and back up.
| Paper | Electronic | |
|---|---|---|
| Format rules | Usually a permanent, bound book with numbered pages. | Must meet your state’s standard, such as a tamper-evident format. |
| Entry speed | Everything written by hand. | Date and time are automatic; scanning a driver’s license fills in signer details. |
| Searching | Page by page. | Search by name, document type or date. |
| Risk of loss | One copy. If it is lost or stolen, the record is gone. | Cloud storage keeps the record if the device is lost. |
| Needs | A pen. | A phone, tablet or computer, and an app that meets your state’s rules. |
| Remote notarization | Not enough on its own where an electronic journal is required for remote acts. | Required for remote acts in states such as Colorado and Kentucky. |
Thumbprints and ID Numbers: What Not to Record
Most states are silent on thumbprints. These stand out:
| California | REQUIRED – thumbprint required in the journal for deeds, quitclaims and powers of attorney |
| Colorado | OPTIONAL ONLY – may be accepted if offered, but a notary cannot require one |
| Illinois | PROHIBITED – biometric identifiers, including fingerprints, may not be collected |
| North Carolina | NOT PERMITTED – thumbprints not authorized |
| Pennsylvania | PROHIBITED – biometric information prohibited in journal entries |
| Texas | PROHIBITED – fingerprints and biometric identifiers prohibited from the journal |
ID numbers. Some states advise against recording a full ID number because journal entries can be inspected. Colorado’s Secretary of State recommends recording the ID type and the last four digits only. A good electronic journal adjusts these fields for your state automatically.
How Long to Keep Your Journal – and What to Do If It’s Lost
- Retention. Arizona requires 5 years, Illinois 7 years, and Colorado, Texas and Alaska 10 years. Where your state counts from the last entry, the clock starts when you make the final entry in that journal.
- Lost or stolen. Notify your state’s notary authority in writing. Colorado gives 30 days to notify the Secretary of State; New Jersey requires notice to the State Treasurer within 10 days.
- End of commission. Rules differ. In Colorado, you transmit the journal to the state archives, or leave it with your firm or employer and notify the Secretary of State.
- Inspection. In Colorado, the Secretary of State may inspect your journal at any time, and the public can request certified copies of specific entries.
How to Choose an Electronic Notary Journal
Use this checklist to compare any app. For a longer comparison, see our guide to the best electronic notary journals.
- State-specific fields. Required fields should match your state, with thumbprint and ID-number handling set correctly.
- Tamper-evident entries. Each entry should lock when you save it, with an audit trail.
- Signer capture. Signature capture, and ID scanning that fills in the signer’s details.
- Security. Notary-only login and encrypted storage.
- Retention and export. Records must outlast your retention period, and you must be able to search, print and export entries for an inspection.
- Remote notarization support. If you do remote acts, check for provider-name fields.
How NotaryAct Covers Each Requirement
| Requirement | How NotaryAct Covers It | Met? |
|---|---|---|
| State-specific fields | Choose which fields you capture, which are required, and their order – configured for your state. | ✔ |
| Tamper-evident entries | Entries lock at submission with an automatic timestamp and GPS tag. | ✔ |
| Signer details | Scan a driver’s license barcode to auto-fill the signer. Electronic signature capture for every entry. | ✔ |
| Thumbprint and ID rules | Fingerprint capture is optional where the law allows it and disabled where it is prohibited, such as Texas. | ✔ |
| Security | Notary-only login with Face ID or Touch ID, and AES-256 encrypted cloud storage. | ✔ |
| Inspection and export | Search, view and print your journal in the app or any browser. | ✔ |
Notary Journal – Frequently Asked Questions
What is a notary journal?
A notary journal is a chronological record of the notarial acts a notary public performs. Each entry typically shows the date, the type of act, a description of the document, who signed, how their identity was verified, and any fee charged. States set their own rules for what a journal must contain and who must keep one.
Are notaries required to keep a journal?
It depends on the state. Many states require a journal for every notarial act, including Alaska, Arizona, California, Colorado, Illinois, New Jersey and Texas, and newer laws added mandatory journals in Utah (May 6, 2026) and Virginia (July 1, 2026). Others, such as Alabama and Connecticut, do not require one for traditional notarizations but strongly recommend it.
What information must be recorded in a notary journal?
Most states require the date and time, the type of notarial act, a description of the document, the signer’s name and address, the signer’s signature, how identity was verified, and the fee charged. Some states add requirements, such as Colorado’s interpreter details or the remote notarization provider’s name. Check your state’s guide for the exact list.
Can I keep an electronic notary journal?
Many states allow an electronic journal in place of a paper one. Colorado allows either a bound paper journal or a tamper-evident electronic one, and Texas allows a bound book or an electronic record that is adequately protected. Some states, such as Kentucky, require an electronic journal for electronic and remote notarizations.
How long do I have to keep my notary journal?
Retention periods vary by state. Arizona requires 5 years, Illinois 7 years, and Colorado, Texas and Alaska 10 years. Where your state counts from the last entry, the clock starts on the date of the final entry in that journal.
What should I do if my notary journal is lost or stolen?
Notify your state’s notary authority in writing within your state’s deadline. Colorado gives 30 days to notify the Secretary of State, and New Jersey requires notice to the State Treasurer within 10 days. An electronic journal stored in the cloud reduces the risk of permanent loss.
Do notary journals require a thumbprint?
Only in some cases. California requires a thumbprint in the journal for deeds, quitclaims and powers of attorney. Colorado does not allow a notary to require one, and Illinois, Pennsylvania and Texas prohibit biometric identifiers such as fingerprints in the journal.
Is there a free electronic notary journal?
NotaryAct offers a free 30-day trial of its electronic notary journal for iOS, Android and the web, with no credit card required. See the pricing page for plans after the trial.
A Notary Journal That Follows Your State’s Rules.
Scan a driver’s license and log a complete, locked journal entry in seconds. Required fields, thumbprint handling and retention are set up for your state. Try it free for 30 days no credit card required.
This page is for informational purposes only and does not constitute legal advice. State details reflect NotaryAct’s state guides as of October 2026. Confirm requirements with your state’s notary commissioning authority or qualified legal counsel.
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