Key Takeaways
- Ohio does NOT require a journal for traditional notarizations
- An electronic journal IS required for Remote Online Notarizations
- Keeping a journal is strongly recommended as best practice
- Journal provides protection in disputes and legal proceedings
- RON journals must be maintained in chronological order
Journal Requirements
Understanding Ohio's journal requirements—and the strong recommendation to keep one even when not required—is essential for responsible notary practice.
Traditional Notarization Journal
Legal Requirement
Ohio law does NOT require notaries to keep a journal for traditional (in-person) notarizations.
Secretary of State Recommendation
Despite no legal requirement, the Ohio Secretary of State's office strongly recommends that all notaries keep a journal of every notarial act.
Why Keep a Journal Anyway?
| Benefit | Explanation |
|---|---|
| Legal protection | Proves you performed notarization properly |
| Dispute resolution | Documents what happened and when |
| Fraud deterrence | Creates paper trail that discourages fraud |
| Professional practice | Demonstrates reasonable care |
| Memory aid | Helps recall details of past notarizations |
Recommended Journal Contents
If keeping a traditional notarization journal (recommended but not required):
| Entry | What to Record |
|---|---|
| Date and time | When notarization occurred |
| Type of act | Acknowledgment, jurat, etc. |
| Document type | Deed, affidavit, power of attorney, etc. |
| Signer information | Name, address, signature |
| ID presented | Type of ID, ID number, expiration |
| Fees charged | Amount and what for |
| Notes | Any relevant observations |
Remote Online Notarization Journal
Legal Requirement
Ohio law REQUIRES an electronic journal for all Remote Online Notarizations (RON).
| RON Journal Requirement | Mandatory |
|---|---|
| Electronic format | Yes |
| Chronological order | Yes |
| Detailed records | Yes |
| Retention period | According to rules |
Required RON Journal Contents
For each online notarization, record:
| Entry | Required? |
|---|---|
| Date and time | Yes |
| Type of notarial act | Yes |
| Document description | Yes |
| Signer information | Yes |
| ID verification method | Yes |
| Credential analysis result | Yes |
| Audio-video recording reference | Yes |
| Fees charged | Yes |
RON Journal Retention
| Requirement | Details |
|---|---|
| Storage | Electronic format, secure |
| Access | Notary must be able to produce records |
| End of authorization | Must deposit with SOS or approved repository |
| Backup | Recommended to prevent loss |
Journal Security
For any journal (traditional or electronic):
| Security Measure | Importance |
|---|---|
| Keep secure | Only notary should have access |
| Protect from theft | Locked storage |
| Backup electronic journals | Prevent data loss |
| Don't share access | Maintain confidentiality |
Responding to Subpoenas
Journals may be subpoenaed for legal proceedings:
| If Subpoenaed | Action |
|---|---|
| Review the subpoena | Understand what's requested |
| Comply with legal process | Provide requested records |
| Keep copies | Maintain your own records |
| Seek legal advice if needed | For complex situations |
Journal vs. No Journal: Comparison
| Scenario | With Journal | Without Journal |
|---|---|---|
| Dispute about notarization | Have records to prove your actions | No evidence of what occurred |
| Fraud allegation | Can demonstrate proper procedures | Vulnerable to accusations |
| Years later inquiry | Can look up details | Must rely on memory |
Best Practice Recommendations
Even though not required for traditional notarizations:
- Keep a journal for every notarization
- Use bound journal (pages can't be removed)
- Write in ink (can't be erased)
- Never skip pages (prevents insertion of entries)
- Store securely when not in use
On the Exam
Key points about journals:
- Traditional: NOT required, but strongly recommended
- RON: REQUIRED by law
- Why keep one: Protection, evidence, professionalism
- RON format: Must be electronic, chronological
- Security: Keep journals secure, only notary has access
Is an Ohio notary legally required to keep a journal for traditional in-person notarizations?
For Remote Online Notarizations, what type of journal is required?