New York requires all notaries — traditional and electronic — to keep a journal of every notarial act under 19 NYCRR Section 182.9. Records must be retained for 10 years and be available for inspection. Here’s exactly what the law requires and how NotaryAct covers every element.
| ⚖️ New York Notary Journal Law — Quick Reference | |
|---|---|
| Governing Regulation | 19 NYCRR Part 182, Section 182.9 |
| Enabling Statute | N.Y. Executive Law §§ 130, 135-c (2022–2023) |
| Effective Date | January 25, 2023 |
| Traditional (Paper) Notaries | Required by law ✓ |
| Electronic (eNotary) Journal | Required by law ✓ |
| RON Journal | Required by law ✓ (additional fields) |
| RON Audio-Video Recording | Required — 10-yr retention ✓ |
| Minimum Retention Period | 10 years from date of each act |
| Records Must Be Available To | Secretary of State and others as required |
| RON Authorized Since | January 31, 2023 |
| Commission Term | 4 years |
| Failure to Comply | Class A misdemeanor (official misconduct) |
📋 Legislative update — June 2026: A bill to remove the journal requirement for paper notarizations (A.7683/S.9775) passed the New York Assembly in April 2025 but has not passed the Senate. Governor Hochul vetoed an identical bill in November 2024. Section 182.9 is currently in full force. All New York notaries are required to maintain a journal of every notarial act. This page will be updated if the law changes.
Yes — and it applies to every commissioned New York notary, not just those doing electronic or remote online work. Under 19 NYCRR Section 182.9, which took effect January 25, 2023, all New York notaries must make a record of each notarial act they perform, whether it’s a wet-ink paper notarization or an electronic one, and retain those records for at least 10 years.
The regulation was adopted as part of a broader set of rules implementing New York’s 2022 and 2023 amendments to Executive Law Sections 130 and 135-c — the same package that authorized remote online notarization in New York for the first time. The journal requirement was included precisely because RON and electronic notarizations introduce new fraud risks that contemporaneous records help address.
The journal requirement has been controversial, particularly among attorneys who hold notary commissions and argued it was burdensome. The New York State Bar Association backed legislation to remove it for paper notarizations. Governor Hochul vetoed that bill in November 2024, and a second version is pending in the Senate as of June 2026. Until the Senate passes and the Governor signs new legislation, Section 182.9 remains the law for all New York notaries.
Section 182.9 specifies five required fields for every notarial act entry. Electronic and RON notarizations require two additional fields. NotaryAct captures all of them.
| # | Required Field | Paper | eNotary / RON |
|---|---|---|---|
| 1 |
Date, Approximate Time, and Type of Notarial Act When the notarization occurred and what type of act it was — acknowledgment, jurat, oath, affirmation, or certified copy. |
✔ | ✔ |
| 2 |
Name and Address of the Principal The full name and address of the person for whom the notarial act was performed. NotaryAct’s barcode scanner reads this directly from a driver’s license. |
✔ | ✔ |
| 3 |
Number and Type of Notarial Services Provided A description of the document or proceeding and how many notarial acts were performed in the session. |
✔ | ✔ |
| 4 |
Type of Credential Used to Identify the Principal The type of government-issued ID presented — driver’s license, passport, etc. — along with relevant details. NotaryAct logs ID type and supports a credential photo attachment. |
✔ | ✔ |
| 5 |
Verification Procedures Used for Personal Appearance How the notary confirmed the signer’s physical or electronic presence — in-person, credential analysis, knowledge-based authentication (KBA), or other approved method. |
✔ | ✔ |
| 6 |
Communication Technology Platform Used Electronic and RON only. The name and details of the audio-visual technology platform used to conduct the remote notarization. |
— | ✔ |
| 7 |
Certification Authority and Verification Providers Electronic and RON only (if not included in the platform record). The identity of any credential analysis or verification service used when not built into the platform itself. |
— | ✔ |
New York’s 10-year retention period is one of the longest in the country. Under Section 182.9(b), all journal records must be retained for at least 10 years from the date of each notarial act. Unlike some states where the retention clock starts when your commission expires, in New York it runs from the date of each individual act.
Section 182.9(c) adds a second requirement: records must be capable of being produced to the Secretary of State and others as necessary in relation to the performance of the notary’s legal obligations. This means a journal stored on a personal device that could be lost, damaged, or stolen is a liability. Your records need to be in a secure, accessible, and reproducible format at all times.
NotaryAct stores every entry in an encrypted, redundant cloud. Records are accessible from any device for the full 10-year period — and beyond. Automatic backups run continuously, and entries can be searched, printed, or exported at any time for inspection.
New York authorized remote online notarization on January 31, 2023, under Executive Law Section 135-c. RON notaries must meet the standard journal requirements plus several additional obligations:
Audio-video recording. The complete notarial act — including the identity verification portion — must be recorded. The recording must be maintained for at least 10 years. It must not include discussion or display of personally identifiable information that falls outside the Section 182.9 recordkeeping requirements.
Identity verification. RON notaries must use state-approved methods: credential analysis of government-issued IDs plus knowledge-based authentication (KBA). The method used must be recorded in the journal.
Technology platform. The platform used must be capable of secure audio-visual communication, identity verification, and recordkeeping. The journal must identify the specific platform used for each session.
Electronic registration. Before performing any electronic notarial act, a New York notary must register the capability to notarize electronically with the Secretary of State and pay the required fee.
New York’s journal requirement has been at the center of a significant policy debate since it took effect. Understanding the current situation is important for every New York notary.
The Journal Abolition Bill (A.7683 / S.9775). Introduced in April 2025, this legislation would add Section 135-d to New York’s Executive Law, exempting all paper (wet-ink) notarizations from the Section 182.9 journal requirement. Electronic notarizations would remain covered. The bill was passed by the State Assembly on April 28, 2025. As of June 2026, it awaits action by the State Senate and has not become law.
Why it matters. Governor Hochul vetoed an essentially identical bill (A.7241-A / S.8663) in November 2024, citing the journal’s role in protecting against deed fraud — the use of forged notarized documents to illegally transfer property. The New York City Bar Association strongly opposed both bills, arguing that eliminating wet-ink journal requirements would expose New Yorkers to rising home theft and documentary fraud.
What this means for you right now. Section 182.9 is in full effect. Every New York notary — traditional, electronic, and RON — is required to keep a journal of every notarial act. Until the Senate passes new legislation and the Governor signs it, that obligation does not change. Notaries who stop keeping records in anticipation of a law change that hasn’t happened face real legal exposure.
| New York Requirement (19 NYCRR § 182.9) | How NotaryAct Covers It | Met? |
|---|---|---|
| Date, approximate time, and type of act | Auto-timestamped at submission; act type via structured dropdown | ✔ |
| Name and address of each principal | Auto-filled via driver’s license barcode scan; manual entry also supported | ✔ |
| Number and type of notarial services | Document type field and multiple-act-per-session support | ✔ |
| Type of credential used to identify principal | ID type field; optional credential photo attachment | ✔ |
| Verification procedures for personal appearance | In-person, personal knowledge, and credible witness options; KBA notation for RON | ✔ |
| Communication technology platform (RON) | Platform name field included in every electronic entry | ✔ |
| Certification authority / verification provider (RON) | Provider name field for entries where verification is separate from platform | ✔ |
| 10-year minimum retention | Encrypted cloud storage; records accessible well beyond the 10-year minimum | ✔ |
| Records producible for inspection | Instant search, print, and export from any device at any time | ✔ |
Are New York notaries required to keep a journal?
Yes. Under 19 NYCRR Section 182.9, in effect since January 25, 2023, all New York notaries must maintain a journal of every notarial act — paper, electronic, and RON — and retain those records for at least 10 years. A bill to exempt paper notarizations has passed the Assembly but has not become law as of June 2026.
Does the journal requirement apply to attorneys who are also notaries?
Yes. Section 182.9 applies to all commissioned New York notaries regardless of their profession. The New York State Bar Association supported legislation to remove the requirement for attorneys, but the Governor vetoed that legislation in November 2024. Attorneys with notary commissions are currently required to maintain a journal of all their notarial acts.
Can I keep a paper journal or does it have to be electronic?
Both are permitted for traditional notarizations. The New York regulation allows either a bound paper journal or an electronic journal. For electronic and RON notarizations, an electronic record is required. An electronic journal like NotaryAct is far more practical for the 10-year retention requirement — searchable, automatically backed up, and available for inspection without hunting through physical books.
What are the penalties for not keeping a journal in New York?
New York notaries are considered public servants. A notary who knowingly fails to perform a duty imposed by law — including the journal requirement — may be guilty of official misconduct under New York Penal Law Section 195.00, which is a Class A misdemeanor. The Secretary of State can also revoke a notary’s commission for failure to comply.
Does New York require audio-video recordings for RON notarizations?
Yes. The complete notarial act including the identity verification must be recorded and retained for 10 years. The recording must exclude discussion or display of personally identifiable information outside the Section 182.9 requirements.
What is the commission term for a New York notary?
New York notary commissions are for four years. Renewal applications can be submitted within 90 days of commission expiration. Applications are handled online through the New York Business Express portal managed by the Department of State.
Where can I find the official New York notary regulations?
The full text of 19 NYCRR Part 182 is available through the New York State Department of State. Official guidance is available at dos.ny.gov/notary-public. The Notary Public License Law publication, updated January 2023, is the primary reference document for all New York notary obligations.
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NotaryAct captures all five standard fields plus both RON-specific fields required by 19 NYCRR Section 182.9. Encrypted cloud storage, tamper-proof records, and 10-year retention built in — for paper, electronic, and remote online notarizations.
This page is for informational purposes only and does not constitute legal advice. Information reflects 19 NYCRR Part 182 Section 182.9 as in force June 2026, the New York Executive Law, and the legislative status of A.7683/S.9775 as of June 27, 2026. Laws and regulations are subject to change. Consult the New York Department of State or qualified legal counsel for guidance specific to your situation.
