Key Takeaways
- Pennsylvania REQUIRES notaries to maintain a journal under RULONA
- The journal must be a bound book with numbered pages OR electronic format
- Each notarial act must be recorded in chronological order
- Journals must be retained for 10 years after commission ends
- Lost or stolen journals must be reported within 15 days
Last updated: January 2026
Journal Requirements
Under RULONA, Pennsylvania REQUIRES all notaries to maintain a journal of notarial acts. This is mandatory, not optional.
Journal Format Options
| Format | Requirements |
|---|---|
| Paper journal | Bound book with sequentially numbered pages |
| Electronic journal | Secure, tamper-evident, with audit trail |
Note: A notary may maintain separate journals for tangible (paper) and electronic records.
Required Journal Entries
Each journal entry must include:
| Entry | Description |
|---|---|
| Date and time | When the notarial act occurred |
| Type of notarial act | Acknowledgment, verification, etc. |
| Type of document | Deed, affidavit, power of attorney, etc. |
| Signer's full name | As it appears on the document |
| Signer's address | Current address |
| Identification method | Personal knowledge or ID type |
| ID description | Type of ID and terminal numbers |
| Fee charged | Amount collected |
| Signer's signature | Signer signs the journal |
Identification Recording
| What to Record | What NOT to Record |
|---|---|
| Type of ID presented | Full SSN |
| Terminal numbers (last 4 digits) | Full driver's license number |
| Expiration date | Date of birth |
| Method (personal knowledge/ID) | Place of birth |
| Mother's maiden name |
Privacy Protection: Pennsylvania regulations specifically protect personally identifiable information.
Journal Security
| Security Measure | Requirement |
|---|---|
| Physical security | Locked storage when not in use |
| Access control | Only notary accesses journal |
| Tamper protection | Bound book prevents page removal |
| Electronic security | Encrypted, password-protected, backed up |
Public Inspection Rights
| Inspection Type | Requirement |
|---|---|
| Viewing journal | Must permit inspection upon request |
| Request format | Oral or written request acceptable |
| Notary presence | Inspection must occur in notary's presence |
| Certified copies | Must provide within 15 days of request |
Retention Requirements
| Period | Duration |
|---|---|
| During active commission | Maintain securely |
| After commission ends | 10 years |
| Upon notary death | Personal representative handles disposition |
Lost or Stolen Journal
If your journal is lost or stolen:
| Step | Timeframe |
|---|---|
| Notify Department of State | Within 15 days of discovery |
| Notification must include | Statement you don't possess journal |
| Date of discovery | |
| Additional steps | File police report (if stolen) |
| Begin new journal |
"Lost" includes: Misplaced, destroyed, or otherwise made unavailable.
Electronic Journal Requirements
| Requirement | Purpose |
|---|---|
| Tamper-evident | Prevent alterations |
| Audit trail | Track changes |
| Backup capability | Prevent data loss |
| Printable | Produce paper copies |
| Searchable | Retrieve entries |
On the Exam
- Journal required: YES in Pennsylvania
- Format: Bound book with numbered pages OR electronic
- Retention: 10 years after commission ends
- Lost/stolen: Report within 15 days
- Privacy: No full SSN, license numbers, DOB
Test Your Knowledge
Is a notary journal required in Pennsylvania?
A
B
C
D
Test Your Knowledge
How long must a Pennsylvania notary retain their journal after their commission ends?
A
B
C
D
Test Your Knowledge
A notary discovers their journal was stolen. Within how many days must they notify the Department of State?
A
B
C
D