Why I Keep a Notary Journal (and What Happens to Your Information)

What is a notary journal?

My journal is a permanent, step-by-step record of every notarization I perform. Each entry typically includes:

• The date and time
• The type of notarization (acknowledgment, oath, etc.)
• The type of document
• The signer’s name and address
• How I identified the signer, such as the type of ID they showed
• The signer’s signature
• The fee charged

Why I start with it

Filling out the journal first means everything is checked and recorded before any stamp goes on your document. If something doesn’t line up, such as an ID problem, we can sort it out before the notarization is complete, not after.

Tennessee requires it

Tennessee generally requires a notary to keep a record when the notary or the notary’s employer demands and receives a fee for notarial services. Tennessee Code § 8-21-1201 includes exceptions when no notarial fee is charged or when other services are charged without a separate notarial fee. The University of Tennessee’s CTAS guidance also explains the recordkeeping requirement.

I keep a journal record of every notarization I perform. It’s not just paperwork. It’s part of doing this job the right way.

How it protects you

The journal isn’t only for my benefit. It protects you, too.

• If your document is ever questioned. Years from now, if someone challenges a will, deed, or power of attorney, my journal can help document that you appeared in person, how I identified you, and the notarization I performed. It supports the record of the appointment; it does not by itself establish the document’s legal validity or conclusively prove willingness.
• If your document is lost. The journal can help confirm that a notarization took place.
• It discourages fraud. Someone trying to sign as another person is far less likely to follow through when they have to leave a signature in a permanent record.

How I protect your information

I know this information is personal, and I treat it that way.

• My paper journal stays in my possession and is kept in a locked and secure location.
• I don’t sell your information. I limit disclosure to authorized purposes and situations where applicable law requires it.
• When I complete an entry, I cover the other entries on the page so other signers can’t see them.
• If someone requests a copy of a journal entry, I review the request under applicable Tennessee law, limit disclosure to information that may or must be released, and protect unrelated signer information to the extent permitted by law.

My Privacy Policy explains more about notarial records, temporary identification copies, and information submitted through this website.