Notary Recordbook Entry Requirements by State
This table contains links to the primary state statutes or rules regarding journal entry requirements. User is responsible for thoroughly reviewing all applicable statutes or rules. Information is updated frequently, but may not reflect very recently changed or enacted requirements.While some states' laws do not require recordkeeping, the practice is widely held to be a notarial best practice that is strongly recommended by commissioning officers and notary experts.
| STATE Red-font states have authorized remote/online notarization |
Tangible (Paper) Notarizations |
Electronic Notarizations (Physical Presence)
Rule of Thumb: If the basic journal requirement does not clearly apply ONLY to paper documents, then it also applies to electronic notarizations. |
Remote/Online Notarizations (RON)
NOTE: “A/V recording” means the notary’s recording of the audio-video communication session of a remote online notarization. |
| ALASKA |
Recordbook (journal) required for Notaries Public performing remote online notarizations. Notary must maintain at least one tangible journal in which all remote online notarizations shall be chronicled. Notary may additionally maintain one or more electronic journals to chronicle all remote online notarizations. Paper recordbook should be bound with sequentially numbered entries (and pages). Electronic recordbook format must permanent, tamper-evident and compliant with applicable regulations of the Lt. Gov. Online Notaries must create and maintain an audiovisual recording of each remote online notarization.
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ARIZONA
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Recordbook required.
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Record electronic notarizations in the paper journal; see link in 2nd column. Also see Arizona Admin. Code, R2-12-1203.
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Electronic journal required, and retention of audio-video communications session recording. See Ari. Rev. Stat. §41-374
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| CALIFORNIA | Recordbook required. Cal. Gov't Code §8206 |
Cal. Gov't Code §8206; see link in 2nd column.
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| COLORADO | Recordbook required. Col. Rev. Stat. §24-21-519 |
Col. Rev. Stat. §24-21-519; see link in 2nd column. |
A Remote Online Notary performing remote notarizations must record each such act in an electronic journal and must create an audio-video recording of each remote notarization communication session, subject to conditions specified in statutes (and any administrative rules).
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| DELAWARE | Recordbook required, Effective 8-1-2023 |
Del. Code Titl. 29, Chapt. 43, §4301 | |
| DISTRICT OF COLUMBIA |
Recordbook required.
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| FLORIDA |
Online Notary must keep records of online notarizations in one or more secure electronic journals. Must retain uninterrupted unedited copy of the remote notarization’s A-V recording session. See F.S. §117.245.
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| HAWAII | Recordbook required. Hawaii Rev. Stat. §456-15 | Hawaii Rev. Stat. §456-15; see link in 2nd column. | |
| IDAHO |
Effective 1-1-20, a recording of the audio-video communication session for every remote online notarization performed must be retained.
By administrative rule a Remote Online Notary may elect to maintain one or more journals (tangible or electronic format) in which all notarial acts for remotely relocated individuals are chronicled. See IDAPA 34.07.01, Sec. 016. scroll to see rule. |
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| INDIANA |
Electronic journal requirements in statutes and administrative rules also apply if a Notary voluntarily uses an electronic journal for recording paper or electronic notarial acts.
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See Ind. Code §33-41-17-8; and 75 IAC 7-6-1 (scroll to see rule).
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| IOWA |
A recording of the audio-video communication session for every remote online notarization performed must be retained; and the technology chosen by a Remote Online Notary for performance of remote online notarizations must provide an electronic journal that complies with Iowa's administrative rule requirements regarding documenting electronic notarial acts See IC 9B.14A 3.c.
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| KANSAS | Effective January 1, 2022, recordbook required. KRS. 53-5a20. Journal also KAR 7-43-15 |
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| KENTUCKY |
Electronic Notaries Public must record all electronic notarizations in one or more electronic journals. See KY Administrative Regs. Title 30, Chap. 8, Sec. 3(b)(1)(vii).
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An online notary public must record all electronic notarizations in an electronic journal. A recording of the audio-video communication session for every remote online notarization performed must be retained. See Ky. Rev. Stat. §423.380
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| LOUISIANA |
Recordbook (journal) required, notarial acts performed on specified instruments involving immovable property and required to be filed/recorded into public records (see LA R.S. §35:199).
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Once remote online notarization is operative in Louisiana, an Online Notary Public must maintain electronic records ("copies") of all online notarizations performed, including a recording of each online notarization's audio-video communication session. See enacting 2020 legislation.
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| MAINE | Not required. A notarial officer MAY maintain a journal for all paper notarization. Title 4, Chapter 39, §1920. Journal |
Title 4, Chapter 39, §1920. Journal |
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| MARYLAND |
Recordbook required.
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See Md. Code §18-219. A recording of the audio-video communication session for every remote online notarization performed must be retained.
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| MASSACHUSETTS |
Recordbook (journal) required; only one active journal at a time. See Mass. Gen. Laws Ch. 222 §22
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| MICHIGAN |
A notary performing notarial acts using a remote electronic notarization platform must maintain a journal. See MCL §55.286b
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| MINNESOTA | |||
| MISSISSIPPI | Recordbook required. Journal can be in tangible or electronic format, only one active journal at a time. If journal is tangible, it must be permanently bound with numbered pages. Rev. MS Statute § 25-34-37. Maintenance of journal by notary public chronicling all notarial acts; performance of notarial act and entry must be contemporaneous; entry information (see page 7) Rev. MS Notary Rules Part 5 Chapter 4: JOURNAL. (see pages 7 - 11) |
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| MISSOURI |
Recordbook required, paper and electronic notarial acts including remote online notarizations. Only one active, permanently bound journal at one time in which every notarial act (paper documents, electronic documents, and remote online notarizations) is recorded.
also
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Recordbook (journal) required for recording of all paper and electronic notarials acts (including electronic acts performed for remotely located individuals). Only one active, permanently bound journal may be maintained at one time.
MO 486.945. Journal of notarial acts, requirements also
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MO 486.1180. Electronic journals. MO 486.1185. Electronic journal recording requirements. MO 486.11.90. Additional requirements for electronic journal of remote online notarial acts and remote online notaries |
| MONTANA |
Recordbook required. Mont. Code Ann. §1-5-618 also
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Mont. Code Ann. §1-5-618 |
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| NEBRASKA | Neb. Rev. Stat. §64-310 |
Online Notary must keep "secure electronic record" of notarized electronic documents; also recording of audio-video conference.
Neb. Rev. Stat. §64-409 |
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| NEVADA |
Recordbook required.
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Nev. Rev. Stat. §240.201 | Nev. Rev. Stat. §240.201 also NRS §240.202 Nev. Admin Code 240.668 |
| NEW JERSEY | Recordbook required. NJSA 52:7-10.18 |
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| NEW MEXICO | Recordbook required. Journal can be in tangible or electronic format, only one active journal at a time. If journal is tangible, it must be permanently bound with numbered pages. NM 14-14A-18. Journal. |
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| NEW YORK | Effective 1-25-2023, recordbook required. TITLE 19 NYCRR, PART §182.9 Recordkeeping and Reporting |
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| NORTH CAROLINA | Each notary may maintain a journal of all notarial acts performed in the manner required for that type of notarial act and in accordance with rules adopted by the Secretary. See N.C. Gen. Stat. §10B-126 | N.C. Gen. Stat. §10B-126(e) |
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| NORTH DAKOTA | Not required. However, the ND SOS has these recommendations. |
Journal required under N.D. Cent. Code §44-06.1-16.1 applies for remote/online notarization of electronic and tangible documents as authorized by North Dakota law.
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| OHIO |
Online notary public must maintain one or more electronic journals for recording all online notarizations performed, including recording of the audio-video communication session. See Ohio Rev. Code §147.65
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| OKLAHOMA |
Notary public must record all remote online notarial acts in an electronic journal, and retain a recording of the audio-video communication session.
See Title 49, Oklahoma Statutes; search term journal; see §49-206. See Oklahoma Register; search term journal; see 655:25-11-8. |
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| OREGON | Recordbook required. Journal can be in tangible or electronic format. If journal is tangible, it must be permanently bound with numbered pages.
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Or. Rev. Stat. §194.300; see link in 2nd column.
Also OARs 160-100-0210 |
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| PENNSYLVANIA |
Recordbook required. Journal can be in tangible or electronic format. If journal is tangible, it must be bound with numbered pages.
RULONA Act 73, §319. Journal. also NOTARIES PUBLIC (57 P.S.) CHAPTER 7. Section 15. Register; Copies of records.
(Note: each notarial act must be indicated as a separate entry in the journal.) |
57 Pa. Cons. Stat. §319; see link in 2nd column.
(Note: each notarial act must be indicated as a separate entry in the journal.) |
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| TENNESSEE |
Recordbook required IF the Notary or Notary’s employer demands and receives fees for notarial services. Tenn. Code Ann. §8-21-1201
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Tenn. Code Ann. §8-21-1201; see link in 2nd column.
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“Secure electronic record” required, Online Notaries Public. See Tenn. Code Ann. §8-16-308 and Chap. 1360-07-03 (search “records” and “journal”)
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| TEXAS |
Recordbook required.
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Tex. Gov. Code §406.014,
Tex. Civ. Prac. & Rem. Code §121.012, 1 TAC §87.50; see links in 2nd column. |
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| UTAH |
Not required. However, IF a Notary maintains a journal for paper notarial acts, it must be chronological, permanently bound, with numbered pages.
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Electronic journal required, remote online notarizations. See Utah Code §46-1-13(2).
Also see Utah Code §46-1-14 and Utah Administrative Rule R623-100-6 and 7. |
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| VIRGINIA |
“Electronic record” (journal) of electronic notarial acts required. See Va. Code Ann. §47.1-14(C) and Virginia Electronic Notarization Assurance Standard, Article 1.3 (Pg 4, Line 32)
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Va. Code Ann. §47.1-14(C); See link in 3rd column.
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| WASHINGTON | Recordbook required. Only one tangible journal at a time. Journal must be permanently bound with numbered pages. RCW 42.45.180, Journal. WAC 308-30-190, Journal of notarial acts required. WAC 308-30-200, Format of journals of notarial acts. |
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RWC 42.45.180, Journal. RWC 42.45.280, Electronic records notary public. WAC 308-30-330, Retention of audio-visual recordings and repositories. See additional links in second column. |
| WEST VIRGINIA |
Not required. However, IF an electronic journal is voluntarily used by a Notary, it must comply with the Secretary of State’s administrative rules. See WV Code of State Rules §153-45-17. (Scroll to locate rule.)
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See information and links in 2nd column.
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| WISCONSIN |
Remote Online Notary must create and retain a recording of the audio-visual communication session for every remote online notarization performed. See Wisconsin Statutes §140.145.
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| WYOMING | Recordbook Required. W.S. 32-3-118. Audiovisial recordings; journal; security. |
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Recordbook Required. W.S. 32-3-118. Audiovisial recordings; journal; security. |
| Revised 2023 |
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