In-Person Paper Notarizations
Am I required by law to maintain a notary journal in Indiana?
No, a notary public in the State of Indiana is not required to maintain a notary journal. However, if remote online notarizations are legal in the State of Indiana and the notary public is performing online notarizations, they may want to check any specific guidelines surrounding record keeping for remote online notarizations.
Recommended best practices for notary journals
Although the State of Indiana does not require a notary public to complete a notary journal by law, it is considered “best practice” to maintain a notary journal to protect the notary public from lawsuits and potential liabilities.
The following pieces of information are considered “best practice” to collect in a notary journal
-
Date and time of each notarial act
-
A description of the document and type of notarial act (e.g., Deed of trust, Acknowledgment)
-
The printed full name, signature and address of each person for whom a notarial act is performed.
-
A description of the identification document, its serial or identification number and its date of issuance or expiration
-
The fee charged for the notarial service
It is important to remember that these “best practices” are just recommendations, and that a notary can include more or less information as long as they remain compliant with their State code.
Remote Online Notarizations
Is Remote Online Notarization (RON) approved in the State of Indiana?
Yes, notaries in the State of Indiana are authorized to perform remote online notarizations
Do I have to record the Remote Online Notarization session?
Yes
"Indiana law requires remote notaries to keep two types of records of remote notarizations:
-
An audiovisual recording of the entire remote notarization.
-
An electronic journal with informational entries prescribed by law."
What is the retention period for RON recordings?
10 years
"The recording must be retained for at least ten (10) years after the recording is made." (IAC 34.07.01.016.02)
Do I have to log RON sessions in a journal?
Yes
"Indiana law requires remote notaries to keep two types of records of remote notarizations:
-
An audiovisual recording of the entire remote notarization.
-
An electronic journal with informational entries prescribed by law."
Journal format
Electronic journal only
Journal entry requirements
-
The date and time of the remote notarization
-
The type of remote notarial act (acknowledgment, oath or affirmation, verification on oath or affirmation, signature witnessing, copy certification, etc.)
-
The title or description of the electronic record (document) notarized
-
The full name of the principal
-
A description of how the principal was identified.
-
A description of any identification credential (driver’s license, passport, etc.) and the credential’s date of expiration
-
A listing of every fee and the amount of the fee charged for the remote notarial act
-
Any other information required by the Secretary of State
You may not record in your electronic journal any of the following:
-
An identification number on an identification credential or passport that was assigned by a governmental agency or by the United States.
-
Any other number that could be used to identify the principal of the document.
-
A biometric identifier, including a fingerprint, voice print and retina or iris image.
Reference Links
Helpful resources for Indiana Notaries
-
Indiana Notary Public Guide
-
“A Notary’s Guide to Completing Journal Entries”
Disclaimer
The information provided on this website does not, and is not intended to, constitute legal advice; instead, all information, content, and materials available on this site are for general informational purposes only. Information on this website may not constitute the most up-to-date legal or other information. This website contains links to other third-party websites. Such links are only for the convenience of the reader, user or browser