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In-Person Paper/Electronic Notarizations

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

Yes, a notary public in the State of Pennsylvania must maintain a notary journal.

 

“A notary public shall maintain a journal in which the notary public records in chronological order all notarial acts that the notary public performs.” (57 Pa.C.S. 319[a]).

Journal format

Paper/hardbound or electronic journal acceptable

 

“A journal may be created on a tangible medium or in an electronic format” (57 Pa.C.S. 319[b]).


Tangible Journal:
"If the journal is maintained on a tangible medium, it shall be a bound register with numbered pages” (57 Pa.C.S. 319[b]).

 

Electronic Journal: 

“If the journal is maintained in an electronic format, it shall be in a tamper-evident electronic format complying with the regulations of the department” (57 Pa.C.S. 319[b]).

Journal entry requirements

  • “An entry in a journal shall be made contemporaneously with performance of the notarial act and contain all of the following information:

  • (1) The date and time of the notarial act.

  • (2) A description of the record, if any, and type of notarial act.

  • (3) The full name and address of each individual for whom the notarial act is performed.

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

  • (5) If identity of the individual is based on satisfactory evidence, a brief description of the method of identification and any identification credential presented, including the date of issuance and expiration of an identification credential.

  • (6) The fee charged by the notary public” (57 Pa.C.S. 319[c]).

Journal retention

Indefinitely while commissioned

 

Pennsylvania law requires the notary journal to be submitted to the notary's county of office upon the end of their commission

What happens to the journal upon resignation or death?

“A notary public shall deliver the journal of the notary public to the office of the recorder of deeds in the county where the notary public last maintained an office within 30 days of:

  • (1) expiration of the commission of the notary public, unless the notary public applies for a commission within that time period;

  • (2) resignation of the commission of the notary public; or

  • (3) revocation of the commission of the notary public” (57 Pa.C.S. 319[e]).

“On the death or adjudication of incompetency of a current or former notary public, the personal representative or guardian of the notary public or a person knowingly in possession of the journal of the notary public shall deliver it within 30 days to the office of the recorder of deeds in the county where the notary public last maintained an office” (57 Pa.C.S. 319[g]).

Remote Online Notarizations

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

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

Do I have to record the Remote Online Notarization session?

Yes, a Notary Public who performs notarial acts for remotely located individuals must keep an audio-visual recording of each such notarial act (57 Pa.C.S. 306.1[b][3]).

What is the retention period for RON recordings?

10 years

 

“(1) This subsection applies to:

  • (i) a notary public;

  • (ii) a guardian, a conservator or an agent of a notary public; or

  • (iii) a personal representative of a deceased notary public."

"(2) A person under paragraph (1) shall retain the audio-visual recording created under subsection (b)(3) or cause the recording to be retained by a repository designated by or on behalf of the notary public. The person shall retain the recording:

  • (i) for at least 10 years after the recording is created; or

  • (ii) as otherwise required by the regulations promulgated under [57 Pa.C.S. 306.1] subsection (g)(4)” (57 Pa.C.S. 306.1[e]).

Do I have to log RON sessions in a journal?

Yes, Pennsylvania law requires the notary to log the RON session in their journal

 

The law does not differentiate journal requirements between in-person notarizations and remote online notarizations, and simply states the following

 

“A notary public shall maintain a journal in which the notary public records in chronological order all notarial acts that the notary public performs.” (57 Pa.C.S. 319[a]).

Journal format

Paper/hardbound or electronic journal acceptable

 

“A journal may be created on a tangible medium or in an electronic format” (57 Pa.C.S. 319[b]).

 

Tangible Journal:

"If the journal is maintained on a tangible medium, it shall be a bound register with numbered pages” (57 Pa.C.S. 319[b]).

 

Electronic Journal:

“If the journal is maintained in an electronic format, it shall be in a tamper-evident electronic format complying with the regulations of the department” (57 Pa.C.S. 319[b]).

Journal entry requirements

  • “An entry in a journal shall be made contemporaneously with performance of the notarial act and contain all of the following information:

  • (1) The date and time of the notarial act.

  • (2) A description of the record, if any, and type of notarial act.

  • (3) The full name and address of each individual for whom the notarial act is performed.

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

  • (5) If identity of the individual is based on satisfactory evidence, a brief description of the method of identification and any identification credential presented, including the date of issuance and expiration of an identification credential.

  • (6) The fee charged by the notary public” (57 Pa.C.S. 319[c]).

Reference Links

Helpful resources for Pennsylvania Notaries

  1. Pennsylvania Department of State Notary Website

  2. Pennsylvania Electronic/Remote Notarizations 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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