California Notary Journal line item entries

from CA SOS:

" NotaryMailNotaryMail@sos.ca.gov

To:​You​

Thu 10/3/2024 10:42 AM

Dear Yolanda Adams,

Thank you for contacting our office with regards to journal entries.

Each notarized document must be captured in the journal separately. Grouping all the documents together on one line in the journal is not permissible.

You may wish to read the article “Protect Yourself: Journaling All Notarial Acts” on page 4 or our 2017 Notary Public Newsletter.

If you still have questions after reading the article, let us know.

Toni B.
Business Programs Division
California Secretary of State
Email: NotaryMail@sos.ca.gov"

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Overdone, imho. So glad I’m not a CA notary.

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Hear! Hear! (second that thought)

Have always utilized a journal, but can’t even imagine the cost of purchasing all the journals to contain signatures for EACH & EVERY DOCUMENT & then storing the journals once filled. UGH!

:swan:

Posted 07/12/2021 in Guidance by California League of Independent Notaries Staff

New Journal Guidance for CA Notaries

It has been asked, argued, and debated for years, must California Notaries create a separate journal line entry for each signature notarized on every document, or may they include multiple documents in one journal line entry for the same signer? At last, we have a definitive answer.

Bill Downs, California Secretary of State Notary Public Section Manager, has given us clear guidance on this hotly contested issue. A Notary Public may include more than one document in a single line entry for the same signer, provided the Notary follows specific guidelines. If a Notary Public uses a type of journal that allows for more than one document on a single line entry, the notarizations occur on the same date and time, fees are broken down to show what was charged for each notarization and include all information required by CA Government Code 8206, Notaries may list multiple documents in the same line entry. However, as best practice and preferred method, the CA SoSrecommends creating one journal line entry for each signature on every document notarized.

While this may be welcome news for California Notaries, the CLIN supports best practices and preferred methods for multiple reasons, including avoiding confusion later if a Notary receives a request from the public for a line item for a specific document notarized, if the notary journal is seized by law enforcement for probable cause in an investigation, or if the Notary is required to appear in court regarding a specific transaction in their journal. Also, journal entries including multiple documents may create privacy concerns when a line entry request is received for only a single document notarized. For example, a signer may not wish for a member of the public to be aware that they signed a financial affidavit when only a line item for a deed of trust was requested.

If you choose to practice single-line entry journaling, we recommend using a journal that will help keep you in compliance. The Integrity Notary Journal by Mobile Notary KC LLC and the

Modern Journal of Notarial Events by HUBCO have single line entry formats with checkboxes and other applicable sections required by law.

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@salliemaesioux you may want to read Yolicue’s post again - your info is dated 2021 - Yolicue’s response from the SOS division is dated just this past Thursday.

Use that most recent direct information as you will - but I have also heard that the CA SOS is cracking down on notaries who do not use their journals properly.

I’m from CA, and I agree :100:. (Which is why I now just simply stick to Field Inspections/Site Visits.)

Yes Yolanda, and I received the 2017 newsletter confirming it. Unfortunately not all “state certified” course instructors knew this and told notaries (like myself) the wrong information previously!
The wording in our Notary Public Handbook on journals “The signature of each person whose signature is being notarized” is a bit vague (it doesn’t actually say for each item…). It was easily misinterpreted, especially if you were told they only had to sign once, and at the training they sold notary journals set up for multiple documents on one signature line! No wonder the confusion. I say they need to update our handbook wording as well. My instructor for 2021 renewal course had it correct.

That’s the way it is in Pennsylvania. I have a bank box that will be delivered to my county recorder of deeds upon my death or non-renwal of my commission.

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Just use Jurat Inc. No journals to buy or keep. Legal in CA. I won’t go back to paper.

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If your journal is never subpoenaed no one knows how you keep it. I don’t cram multiple notaries onto one line, but I don’t waste space unnecessarily in my journal.

WA state doesn’t audit. And no one sees it without a subpoena.

How do you turn the journals in to your SOS if something happens to you or you resign your commission?

@Ev1 - All this as it pertains to California notaries.
Please educate me on electronic journal, Jurat Inc. I know absolutely nothing about them except what I just now saw on the website.

It appears the notary accesses the journal via the notary’s mobile device (phone, iPad, etc.) According to the website, the eJournal data is saved to Amazon Web Services (AWS), which is also used by Netflix, Twitter, Facebook and LinkedIn (Have these sites had any data breach?). This is where they lose me. The California Notary Handbook states: "Notary Public Journal
A notary public is required to keep one active sequential journal at a time of all acts performed as a notary public. The journal must be kept in a locked and secured area (such as a lock box or locked desk drawer), under the direct and exclusive control of the notary public. The journal shall include the items shown below. (Government Code section 8206(a))" Please note the phrase “under the direct and exclusive control of the notary public. (italics & bold type added by me for distinction) If that eJournal is in a cloud, any cloud, then it is NOT under my direct and exclusive control. IMHPO, this in itself rules the use of, at least, this eJournal non-compliant with California notary laws.

Pricing: $19 per month if on a month-to-month plan; $14 per month if on an annual plan. My journal costs me $12 (soft cover), has room for 488 entries.

Insofar as turning in your journals to the county clerk’s office when you are no longer a notary, here’s what they say: “What happens when I am no longer an active notary and don’t need the full subscription to the Notary eJournal?
We do not delete your entries when you cancel your subscription. If you cancel your paid subscription, you will not have to pay anything and we will continue to host your entries on our secure servers. If you wish to gain access to them and export them, you will simply need to upgrade to an active subscription again” Does the notary (or designated rep) have to print them ALL upon retirement/death to turn into the county clerk?

I’ll probably have other questions as soon as hit the reply button but that’s it for now. :wink:

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