In-Person Paper Notarizations
Am I required by law to maintain a notary journal in Rhode Island?
No, a notary public in the State of Rhode Island is not required to maintain a notary journal. However, if remote online notarizations are legal in the State of Rhode Island 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 Rhode Island 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
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Date and time of each notarial act
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A description of the document and type of notarial act (e.g., Deed of trust, Acknowledgment)
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The printed full name, signature and address of each person for whom a notarial act is performed.
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A description of the identification document, its serial or identification number and its date of issuance or expiration
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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 Rhode Island?
Yes, notaries in the State of Rhode Island are authorized to perform remote online notarizations.
This is a temporary authorization (effective 4/3/2020) for Rhode Island notaries to perform Remote Online Notarizations, as seen in the link below
https://www.sos.ri.gov/assets/downloads/documents/RI-RON-guidance-document.pdf
Do I have to record the Remote Online Notarization session?
Yes
"a notary public commissioned under Rhode Island laws may perform a notarization for a remotely located individual not in the physical presence of the notary if... [the notary public] either directly or through an agent...creates an audio and visual recording of the performance of the notarization" (Section 8, as seen here)
What is the retention period for RON recordings?
10 years
"shall retain the audio-visual recording or cause the recording to be retained by a repository designated by or on behalf of the notary public. Unless Rhode Island law requires a different period of retention, the recording must be retained for a period of at least ten (10) years after the recording is made" (Section 8, as seen here)
Do I have to log RON sessions in a journal?
No, Rhode Island does not have the specific requirement for the notary to log their remote online notarizations in a journal.
Reference Links
Helpful resources for Rhode Island Notaries
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Standards of Conduct, Rhode Island Notaries Public
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RON Guidance, Rhode Island
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Notary Public Handbook
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“A Notary’s Guide to Completing Journal Entries”
Disclaimer
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