One of the requirements for a mobile notary public is to keep an active journal with jobs listed in sequential order. The journal must be kept in a locked and secured area (lock box or locked desk drawer), under the direct and restricted control of the notary public. Most people will find that a typical notary journal is comprised of one hundred and forty-one pages and has a great deal of space for information and finger prints.

The California notary public journal must include the items including date, time, and type of each official act (e.g., acknowledgment, jurat). Character of every instrument sworn to, affirmed, acknowledged or proved before the notary public (e.g., deed of trust). The signature of each person whose signature is being notarized.A statement that the identity of a person making an acknowledgment or taking an oath or affirmation was based on satisfactory evidence pursuant to Civil Code section 1185.

A single credible witness personally known to the notary public, the journal shall contain the signature of the credible witness or the type of identifying document, the governmental agency issuing the document, the serial or identifying number of the document, and the date of issue or expiration of the document establishing the identity of the credible witness

Two credible witnesses whose identities are proven upon the presentation of satisfactory evidence, the journal shall contain the signatures of the credible witnesses and the type of identifying document, the governmental agency issuing the document, the serial or identifying number of the document, and the date of issue or expiration of the document establishing the identity of the credible witnesses.

The notary journal is so important to the position of a notary public that if it is missing, stolen or somehow damaged the notary must immediately contact the California Secretary of State through registered or certified mail. The notification must include the periods of journal entries, the notary public commission number, the commission expiration date, and, when applicable, a photocopy of the police report that lists the journal. (Government Code section 8206(b).

An additional requirement is that once the notary public commission expires he or she must send all of their records and documents to the specific county clerk’s office where the notary public oath of office was taken.

Not all states require a notary journal but California is one of the few states that do require all California-based notary public to keep a notary journal at all times. Changes in notary laws may occur during or after a California-based notary filed his/her oath of office. It is important to check with the National Notary Association (membership required) or the Secretary of State for all current updates.