Illinois requires a journal for every notarial act — traditional, electronic, and RON. Fingerprints and all biometric data are expressly prohibited from journal entries under state regulations. NotaryAct is state-configured for Illinois — biometric capture is disabled automatically, and all required fields are on.
📋 Regulations updated January 1, 2025: Illinois Administrative Code was amended at 49 Ill. Reg. 584, effective January 1, 2025, updating journal entry requirements, the prohibited entries list, and electronic notary rules. All content on this page reflects the current regulations.
| ⚖️ Illinois Notary Journal Law — Quick Reference (Updated January 1, 2025) | |
|---|---|
| Governing Statute | 5 ILCS 312/3-107 · Illinois Notary Public Act |
| Governing Regulations | Ill. Admin. Code tit. 14 § 176.910 · Updated January 1, 2025 |
| Journal Required? | Yes — every notarial act, at the time of notarization ✓ |
| Permitted Formats | Paper OR electronic · Multiple journals permitted simultaneously |
| Fingerprints / Biometrics | ⛔ EXPRESSLY PROHIBITED — biometric identifiers banned from journals |
| Also Prohibited | Government ID numbers · Any identifying numbers · Electronic signatures of signers (for electronic acts) · Certain name + data combinations |
| Retention Period | 7 years after last notarial act in journal |
| RON Audio-Video Retention | 7 years minimum |
| RON Authorization | Requires separate Electronic Notary Public commission from IL SOS + $30,000 bond |
| Traditional Max Fee | $5 per notarial act |
| Electronic / RON Max Fee | $25 per notarial act |
| Commission Term | 4 years |
Under 5 ILCS 312/3-107, every Illinois notary — whether traditional, electronic, or remote — must record each notarial act in a journal at the time the act is performed. The journal must be maintained throughout the commission period and retained for 7 years after the last entry.
Illinois is more flexible than most states on journal format: both paper and electronic formats are permitted, and notaries may maintain more than one journal simultaneously. This means a notary can keep a separate journal for in-person acts and another for electronic or RON acts if they prefer, or combine everything in one.
Illinois is one of a small number of states that expressly prohibits fingerprints and other biometric identifiers from notary journal entries. This prohibition is codified in the Illinois Administrative Code at tit. 14 § 176.910(c) and was most recently updated effective January 1, 2025. It reflects Illinois’ broader sensitivity to biometric data under the Illinois Biometric Information Privacy Act (BIPA).
| Information Type | Permitted in IL Journal? |
|---|---|
| Date and time of notarial act | ✔ Required |
| Type of notarial act | ✔ Required |
| Description or type of document | ✔ Required |
| Name and address of each principal | ✔ Required |
| Identity verification method (personal knowledge or ID type) | ✔ Required |
| Fee charged | ✔ Required |
| Signer’s handwritten signature (optional) | ✔ Optional |
| Fingerprints, voice prints, or retina images (biometric identifiers) | ⛔ PROHIBITED |
| Government-assigned ID numbers (driver’s license number, passport number) | ⛔ PROHIBITED |
| Any other number that could identify the principal | ⛔ PROHIBITED |
| Electronic signature of signer (for electronic notarial acts) | ⛔ PROHIBITED |
If a notary inadvertently records any prohibited information, Illinois regulations require that the information be redacted before providing access or copies of the journal to any person.
✔ NotaryAct’s Illinois configuration: Fingerprint capture is disabled in the NotaryAct Illinois journal configuration. The feature does not appear in the Illinois journal entry flow. The ID fields are configured to capture only the ID type and expiration date — not the ID number itself. This is automatic — Illinois notaries do not need to take any action to ensure compliance with the prohibition.
Ill. Admin. Code tit. 14 § 176.910(a) specifies the required contents of each journal entry. All fields must be completed at the time of the notarial act.
| 1 | Date and Time of Notarial Act Auto-timestamped by NotaryAct at submission — locked and permanent. |
| 2 | Type of Notarial Act Acknowledgment, jurat, verification on oath, witnessing a signature, copy certification, or protest. NotaryAct provides a structured dropdown for all Illinois-authorized act types. |
| 3 | Description or Type of Document The title or type of document notarized. NotaryAct includes a dedicated document description field. |
| 4 | Name and Address of Each Principal Full name and current address of every person for whom the act is performed. NotaryAct’s barcode scanner auto-fills from any Illinois driver’s license — name and address only, no ID number. |
| 5 | Method of Identity Verification How the principal’s identity was established — personal knowledge, or the type of ID presented (e.g., “Illinois driver’s license”) plus the expiration date. Note: the ID number itself is prohibited. NotaryAct captures ID type and expiration only. |
| 6 | Fee Charged The fee charged, or a notation that no fee was charged. Illinois maximum is $5 per traditional act; $25 per electronic or RON act. NotaryAct includes a required fee field in every entry. |
| Illinois Requirement | How NotaryAct Covers It | Met? |
|---|---|---|
| Journal of every notarial act at time of act | All act types covered; auto-timestamp at submission | ✔ |
| Paper or electronic format permitted | Tamper-evident electronic format; print function produces tangible copy | ✔ |
| All 6 required entry fields | All fields in Illinois configuration; ID type and expiration only — no ID number | ✔ |
| Biometrics (fingerprints) expressly prohibited | Fingerprint capture disabled in Illinois configuration — automatic | ✔ |
| Government ID numbers prohibited | Barcode scan captures name and address only; ID number not stored | ✔ |
| 7-year retention from last entry | Encrypted cloud storage retains records well beyond 7-year minimum | ✔ |
| Records available for inspection | Instant search, print, and export; redaction tool for any inadvertent prohibited entries | ✔ |
Other state guides: California · Pennsylvania · Florida · Texas · Ohio · All 50 States →
NotaryAct is state-configured for Illinois — fingerprints and biometrics off, ID numbers not captured, all required fields on, 7-year encrypted cloud retention built in. Illinois compliance is automatic from the moment you submit your first entry.
This page is for informational purposes only and does not constitute legal advice. Information reflects the Illinois Notary Public Act (5 ILCS 312) and Ill. Admin. Code tit. 14 § 176.910 as amended at 49 Ill. Reg. 584, effective January 1, 2025. Consult the Illinois Secretary of State or qualified legal counsel for guidance specific to your situation.
