Key Takeaways
- Seal must be destroyed when commission ends
- Journal should be kept for potential legal proceedings
- RON electronic journals must be deposited with SOS or approved repository
- Do not allow anyone else to use or possess your seal
- Keep records even after commission expires
Last updated: January 2026
Seal & Journal Upon Commission End
When your notary commission ends—whether through expiration, resignation, or revocation—you must properly handle your seal, journal, and other notarial materials.
When Commission Ends
Your commission may end due to:
| Reason | Circumstances |
|---|---|
| Expiration | 5-year term ends without renewal |
| Resignation | You voluntarily resign |
| Revocation | Secretary of State revokes commission |
| Death | Commission terminates automatically |
| Attorney license loss | For attorney notaries |
Seal Disposition
Immediate Destruction Required
When your commission ends, you must immediately destroy your notary seal:
| Action | Method |
|---|---|
| Rubber stamp | Cut into pieces |
| Embosser | Break mechanism, deface plates |
| Electronic seal | Deactivate per platform requirements |
Why Destruction Is Critical
| Risk of Not Destroying | Consequence |
|---|---|
| Fraudulent use | Someone could forge notarizations |
| Identity theft | Your name used improperly |
| Liability | You could be held responsible |
Destruction Procedure
- Confirm commission has ended (expiration date, resignation effective, revocation notice)
- Gather all seals (rubber stamps, embossers)
- Physically destroy each seal device
- Dispose of pieces separately (don't leave intact in trash)
- Document destruction (optional but recommended)
Journal Disposition
Traditional (Paper) Journals
If you kept a journal for traditional notarizations:
| Action | Recommendation |
|---|---|
| Keep the journal | May be needed for legal proceedings |
| Store securely | Protect privacy of signers |
| Retention period | Keep indefinitely or per legal advice |
| Destruction | Only after statute of limitations expires |
RON Electronic Journals
For Remote Online Notarization journals, specific requirements apply:
| Requirement | Details |
|---|---|
| Deposit with SOS | Submit to Secretary of State, OR |
| Approved repository | Deposit with an approved repository |
| Timing | Upon expiration of RON authorization |
| Format | Maintain in required electronic format |
Why Keep Records?
| Reason | Explanation |
|---|---|
| Legal proceedings | May be subpoenaed as evidence |
| Fraud investigations | Prove your proper procedures |
| Title disputes | Real estate transactions may be questioned years later |
| Professional protection | Demonstrate reasonable care |
End of Commission Checklist
Upon Commission Expiration/Resignation/Revocation:
- Stop performing all notarial acts immediately
- Destroy physical seal(s)
- Deactivate electronic seal (if RON authorized)
- Deposit RON journal with SOS or approved repository
- Secure paper journal for future reference
- Update any employer about your commission status
- Remove notary designation from business cards, email signatures, etc.
If You Plan to Renew
If you're renewing your commission (rather than ending it):
| Scenario | Action |
|---|---|
| New seal ordered | Continue using old seal until new arrives |
| New seal arrives | Destroy old seal immediately |
| Gap in commission | Cannot notarize until new commission active |
| RON renewal | Separate renewal process for RON authorization |
Death of Notary
If a notary dies:
| Responsibility | Action |
|---|---|
| Family/estate | Destroy seal, secure journal |
| Employer (if applicable) | Return materials to family/estate |
| No one uses seal | Seal belongs to the notary, not employer |
Liability After Commission Ends
Even after your commission ends:
| Concern | Reality |
|---|---|
| Past notarizations | You can still be questioned about them |
| Errors discovered later | May still face liability |
| Fraud claims | Statute of limitations may apply |
| Journal records | May be needed for defense |
On the Exam
Key points about commission end:
- Seal destruction: Immediate and complete
- Journal retention: Keep for potential legal needs
- RON journals: Must deposit with SOS or repository
- Cannot notarize: Once commission ends
- Liability continues: For past acts
Test Your Knowledge
What must you do with your notary seal when your commission expires?
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Test Your Knowledge
What happens to RON electronic journals when a notary's online notarization authorization ends?
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D