Colorado requires a journal for every notarial act. Full ID numbers should not be recorded. Thumbprints cannot be required of signers. The SOS can audit and inspect journals without restriction. NotaryAct is state-configured for Colorado — all required fields on, ID number recording handled correctly, fingerprint capture optional as the law intends.
| ⚖️ Colorado Notary Journal Law — Quick Reference | |
|---|---|
| Governing Law | CRS 24-21-519 · RULONA (CRS Title 24 Art. 21 Part 5) · 8 CCR 1505-11 |
| Journal Required? | Yes — every notarial act ✓ |
| Permitted Formats | Tangible (permanent, bound, numbered pages) OR electronic (permanent, tamper-evident) |
| RON — Electronic Journal | Required for all remote notarizations — include provider name ✓ |
| Full ID Number in Journal? | ⚠ Should NOT be recorded — last 4 digits only per SOS guidance (identity theft prevention) |
| Thumbprint / Fingerprint | Cannot be required of signer · Optional only · NotaryAct captures as optional |
| Journal Security | Kept in secure area under notary’s exclusive control ✓ |
| Retention Period | 10 years after last notarial act in journal |
| Lost / Stolen Journal | Notify SOS in writing within 30 days ✓ |
| SOS Inspection Authority | SOS may audit/inspect journal without restriction · Must surrender on written request ✓ |
| Public Inspection | Written request required (name, document type, month/year) · Notary may supply certified copy of line item |
| On Commission End | Transmit to state archives OR leave with firm/employer + notify SOS |
| RON Authorized Since | January 1, 2021 · Requires SOS training/exam and approved RON provider |
| RON Audio-Video Retention | 10 years (signer consent to recording required) |
| RON Max Fee | $25 per remote notarial act |
| Traditional Max Fee | $10 per notarial act |
| Commission Term | 4 years · No surety bond required · Exam required (100% passing score) |
Colorado adopted RULONA (the Revised Uniform Law on Notarial Acts) in 2018, with the journal statute codified at CRS 24-21-519. Every Colorado notary must maintain a journal of every notarial act they perform — traditional notarizations, electronic notarizations, and remote online notarizations are all covered.
Colorado gives notaries a genuine choice of format — a permanent bound paper register or a permanent tamper-evident electronic format are both acceptable — but adds a separate rule for RON: notaries who perform remote notarizations must use an electronic journal for those acts. A notary who works in both traditional and remote modes may keep one electronic journal covering both, or a separate electronic journal for RON acts in addition to a paper journal for traditional acts.
This is one of the most practical and actionable pieces of Colorado notary guidance, and one many notaries miss. While CRS 24-21-519 requires notaries to record “the type of identification credential presented,” the Colorado Secretary of State explicitly advises notaries not to record the full ID number:
“To prevent identity theft, the notary should not record the full ID number of the signer. Record the last 4 digits only, as evidence that the ID was inspected.” — Colorado SOS Notary Handbook
This is official Secretary of State guidance, not a statutory prohibition. The SOS’s reasoning is sound: journal entries are subject to public inspection on written request, and a full ID number in a public record creates an identity theft risk. Recording the last four digits achieves the evidentiary purpose — confirming the ID was inspected — without the exposure.
✔ NotaryAct’s Colorado configuration: NotaryAct is configured to capture the ID type and last four digits as the Colorado SOS recommends, rather than the full ID number. This aligns with SOS guidance and protects signers from identity theft risk while fully satisfying the statutory requirement to document the type of credential presented.
The Colorado SOS is direct on this point: thumbprints are not required by Colorado law, and — critically — a notary cannot require a signer to provide one. If a signer volunteers to provide a thumbprint, the notary may accept it. But conditioning a notarization on the signer’s agreement to provide a thumbprint is not permitted.
NotaryAct’s Colorado configuration makes fingerprint capture available as an optional field, clearly not required. The configuration reflects the SOS position: it is available for use when a signer voluntarily provides a print, but it cannot be presented as a condition of the notarization.
CRS 24-21-519(3) specifies what each journal entry must contain. Entries must be made contemporaneously with the notarial act.
| 1 | Date and Time Auto-timestamped by NotaryAct at submission. |
| 2 | Type of Notarial Act Acknowledgment, oath, affirmation, copy certification, signature witnessing, or protest. Includes all oral oaths and affirmations. NotaryAct dropdown covers all Colorado-authorized types. |
| 3 | Description of Document Title, page count, and any foreign language used in the document. NotaryAct includes a document description field. |
| 4 | Name and Address of Each Signer and Witness Full name and address. NotaryAct’s barcode scanner auto-fills from any Colorado driver’s license. |
| 5 | Signature of Signer and Any Witnesses Electronic signature capture in NotaryAct for every entry. |
| 6 | Method of Identification and Credential Type How identity was established — personal knowledge, ID type, or credible witness. The credential type (e.g., “Colorado driver’s license”) and last four digits of ID number per SOS guidance. NotaryAct captures ID type and last four digits — not the full number. |
| 7 | Fee Charged Fee for each document notarized (listed separately for multiple documents). Non-notary fees like travel are not included. NotaryAct includes a required fee field. |
| + | Interpreter Details (If Used) If a foreign language interpreter assists, the journal must include the interpreter’s full name, address, and certification or credential number. Required since September 1, 2023. NotaryAct includes an interpreter field in the Colorado configuration. |
Colorado authorized RON effective January 1, 2021. To become a remote notary, a notary must complete a state-approved RON training course and exam, register with an approved RON platform provider, and notify the Secretary of State. The SOS maintains a list of approved RON providers on its website.
For every remote notarization, the notary must record the session in a tamper-evident electronic journal and must include the name of the RON provider used. The complete audio-video recording of each session — including the identity verification portion — must be stored for 10 years. Signers must give express verbal consent to recording before the session begins.
Colorado prohibits RON for wills, codicils, and petition circulator affidavits for state or local initiatives and candidacies. Zoom, FaceTime, Teams, and WebEx do not meet Colorado’s RON platform requirements — only SOS-approved platforms may be used.
Colorado’s journal inspection rules are notably broad. The Secretary of State may audit or inspect a notary’s journal without restriction at any time and may require the notary to surrender the journal upon a written request. Certified peace officers conducting official investigations have the same unrestricted access.
Members of the public may also request certified copies of specific journal entries. The request must be in writing and must include the name of the parties, the type of document, and the month and year of notarization. The notary may charge the standard copy fee for each certified line item.
When a notary’s commission ends, the journal must be transmitted to the Colorado state archives or left with the notary’s firm or employer in the regular course of business, with written notification to the SOS of which option was chosen.
| Colorado Requirement (CRS 24-21-519) | How NotaryAct Covers It | Met? |
|---|---|---|
| Journal of every notarial act | All act types covered; entries locked at submission with auto-timestamp | ✔ |
| Tamper-evident electronic format | Entries locked at submission; audit trail; encrypted cloud storage | ✔ |
| All required entry fields | All 7+ fields in Colorado configuration; interpreter field enabled for September 2023+ requirement | ✔ |
| ID type only — not full number (SOS guidance) | Configured to capture ID type and last 4 digits per SOS recommendation; full number not stored | ✔ |
| Thumbprint — optional, cannot be required | Available as optional field via camera or Bluetooth; not presented as required or as condition | ✔ |
| Secure area under exclusive notary control | Password/biometric access; notary-only login; encrypted cloud | ✔ |
| 10-year retention from last entry | Cloud storage retains records well beyond 10-year minimum | ✔ |
| Electronic journal for RON including provider name | RON-specific fields in Colorado configuration include provider name; tamper-evident electronic records | ✔ |
| Producible for SOS inspection or certified copy requests | Instant search, print, and certified export; specific entry retrieval by name, document type, date | ✔ |
Other state guides: Washington · California · Texas · New York · All 50 States →
NotaryAct is state-configured for Colorado — ID numbers captured as last 4 digits per SOS guidance, thumbprint available but not required, all required fields enabled including the interpreter field, and 10-year encrypted cloud retention. Producible for SOS inspection on demand.
This page is for informational purposes only and does not constitute legal advice. Information reflects CRS 24-21-519 and the Revised Uniform Law on Notarial Acts (CRS Title 24 Art. 21 Part 5) as in effect June 2026, along with Colorado Secretary of State Notary Handbook guidance. Consult the Colorado Secretary of State’s Business and Licensing Division Notary Program at coloradosos.gov or qualified legal counsel for guidance specific to your situation.
