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In-Person Paper/Electronic Notarizations

Am I required by law to maintain a notary journal in New Jersey?

Yes

"A notary public shall maintain a journal of all notarial acts performed” (NJSA 52:7-10.18.a).

Journal format

Paper/hardbound or electronic journal acceptable

 

“The journal may be created and maintained on a tangible medium or in an electronic format” (NJSA 52:7-10.18.a[1]).

Journal entry requirements

“For each notarial act, the notary public shall record in the journal:

  • (1) the date and time of the notarial act;

  • (2) the type of notarial act, including but not limited to the taking of an acknowledgment, the taking of a proof of a deed, the administration of an oath, or the taking of an affidavit;

  • (3) the name and address of each person for whom the notarial act is performed;

  • (4) if the identity of the individual is based on personal knowledge, a statement to that effect;

  • (5) if the identity of the individual is based on satisfactory evidence, a brief description of the method of identification and the identification credential presented, if any, including, if applicable, the type, date of issuance, and date of expiration of an identification document, or the name and signature of any identifying witness and, if applicable, the type, date of issuance, and date of expiration of a document identifying the witness; and

  • (6) an itemized list of all fees charged for the notarial act” (NJSA 52:7-10.18.b).

Journal retention

10 years

 

“The notary public shall either: 

  •  (1) retain the journal for 10 years after the performance of the last notarial act chronicled in the journal; or 

  • (2) transmit the journal to the Department of the Treasury, Division of Revenue and Enterprise Services, or a repository approved by the State Treasurer” (NJSA 52:7-10.18.d).

What happens to the journal upon resignation or death?

  • “On resignation from, or the revocation or suspension of, a notary public’s commission, the notary public shall either: 

  • (1) retain the journal in accordance with paragraph (1) of subsection d. of this section and inform the State Treasurer where the journal is located; or

  • (2) transmit the journal to the Department of the Treasury, Division of Revenue and Enterprise Services, or a repository approved by the State Treasurer” (NJSA 52:7-10.18.e).

  • “On the death or adjudication of incompetency of a current or former notary public, the notary public’s personal representative or guardian or any other person knowingly in possession of the journal shall, within 45 days, transmit it to the Department of the Treasury, Division of Revenue and Enterprise Services, or a repository approved by the State Treasurer” (NJSA 52:7-10.18.f).

Remote Online Notarizations

Is Remote Online Notarization (RON) approved in the State of New Jersey?

Yes, notaries in the State of New Jersey are authorized to perform remote online notarizations

Do I have to record the Remote Online Notarization session?

Yes

“A notarial officer located in this State may perform a notarial act using communication technology for a remotely located individual if … the notarial officer, or a person acting on behalf of the notarial officer, creates an audio-visual recording of the performance of the notarial act” (NJSA 52:7-10.10.d[3]).

What is the retention period for RON recordings?

10 years

 

“A notarial officer, a guardian, conservator, or agent of a notarial officer, or a personal representative of a deceased notarial officer, shall retain the audio-visual recording created under paragraph (3) of subsection d. of this section or cause the recording to be retained by a repository designated by or on behalf of the person required to retain the recording. Unless a different period is required by any rule or regulation adopted by the State Treasurer under paragraph (4) of subsection o. of this section, the recording must be retained for a period of at least 10 years after the recording is made” (NJSA 52:7-10.10.l).

Do I have to log RON sessions in a journal?

Yes, New Jersey law requires the notary to log the RON session in their journal. It is considered a notarial act and thus must be included in the journal

 

"A notary public shall maintain a journal of all notarial acts performed” (NJSA 52:7-10.18.a).

Journal format

Paper/hardbound or electronic journal acceptable

 

“The journal may be created and maintained on a tangible medium or in an electronic format” (NJSA 52:7-10.18.a[1]).

Journal entry requirements

“For each notarial act, the notary public shall record in the journal:

  • (1) the date and time of the notarial act;

  • (2) the type of notarial act, including but not limited to the taking of an acknowledgment, the taking of a proof of a deed, the administration of an oath, or the taking of an affidavit

  • (3) the name and address of each person for whom the notarial act is performed;

  • (4) if the identity of the individual is based on personal knowledge, a statement to that effect;

  • (5) if the identity of the individual is based on satisfactory evidence, a brief description of the method of identification and the identification credential presented, if any, including, if applicable, the type, date of issuance, and date of expiration of an identification document, or the name and signature of any identifying witness and, if applicable, the type, date of issuance, and date of expiration of a document identifying the witness; and

  • (6) an itemized list of all fees charged for the notarial act” (NJSA 52:7-10.18.b).

RON recordings & journal upon death?

“A notarial officer, a guardian, conservator, or agent of a notarial officer, or a personal representative of a deceased notarial officer, shall retain the audio-visual recording created under paragraph (3) of subsection d. of this section or cause the recording to be retained by a repository designated by or on behalf of the person required to retain the recording. Unless a different period is required by any rule or regulation adopted by the State Treasurer under paragraph (4) of subsection o. of this section, the recording must be retained for a period of at least 10 years after the recording is made” (NJSA 52:7-10.10.l).

Reference Links

Helpful resources for New Jersey Notaries

  1. New Jersey Notary Handbook

  2. State of New Jersey Notary Website

  3. “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

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