Maryland Notary Journal Requirements: What You Must Record

Maintaining a complete and compliant notary journal is one of the greatest safeguards a Maryland notary can rely on. Whether working in person, electronically, or through remote online notarization (RON), the journal serves as a legal record that protects both the notary and the public. Maryland law outlines detailed requirements for what must be documented and how long records must be stored, and these rules apply to every commissioned notary in the state.

The Notary Public Association provides extensive training to ensure that notaries understand these obligations clearly, avoid common mistakes, and maintain records that withstand scrutiny.

Maryland’s Legal Framework for Notary Journals

Maryland law requires every notary to maintain a journal of all notarial acts. This journal may be tangible or electronic, but in either format it must meet state rules for permanence, accessibility, and security. The journal must be kept for ten years after the last entry, even after a notary resigns, transfers, or has their commission expire.

The Maryland Notary Handbook and the statute in Maryland State Government Article § 18‑219 outline the official requirements. These rules apply universally to traditional notarizations, electronic notarizations, and RON sessions.

Required Entries for Every Notarial Act

Every journal entry must provide a clear picture of what occurred, who was involved, and how identity was verified. Maryland requires that entries be made contemporaneously with the act, and that they include certain mandatory elements for each signer.

Below are the components that must appear in each journal entry.

Date and Time of the Notarial Act

Maryland law requires that the exact date and time of the notarization be documented. This establishes the timeline of events, especially if multiple signers are involved or if a transaction later comes under review.

Description of the Record and Type of Notarial Act

The journal must list the title or nature of the document and whether the act was an acknowledgment, oath, or affirmation, a copy certification, or other authorized service. This helps clarify the purpose of the notarization without recording unnecessary private details.

Name and Address of the Signer

For every individual whose signature is notarized, the journal must include their full legal name and address. This confirms the identity of the signer and allows for future contact if the transaction is questioned.

Method Used to Identify the Signer

Maryland requires the notary to document how the signer’s identity was verified. If identification was established through personal knowledge, note that clearly. If a credential was used, the journal must include the type of document, issuing authority, issuance and expiration dates, and identification number.

Fee Charged

Whether the notary charges a fee or performs the act free of charge, the journal entry must document the amount. This creates a record of compensation and prevents disputes.

Indication of In-Person or Remote Appearance

Maryland requires that the journal indicate whether the signer appeared in person before the notary or remotely via communication technology.

Remote Online Notarization (RON) Journal Requirements

Remote online notarization adds unique journal and recordkeeping responsibilities. The journal entry must still include all standard required elements, but additional details help demonstrate compliance with Maryland’s RON laws.

RON entries are especially important because the notary may never meet the signer in person, making the journal and audio-visual recording critical evidence.

Indicating a Remote Appearance

The notary must note that the signer appeared remotely by communication technology. Although not required by statute, best practices include noting the platform used and any session ID provided by the vendor.

Required Audio-Visual Recording

Every RON session must be recorded, and the recording must be retained for a minimum of ten years. This recording is separate from the journal itself but must be stored with the same level of security and confidentiality. Maryland allows notaries to contract with a third-party vendor to store recordings, provided the contract ensures long-term retention and secure transfer in the event of discontinuation.

Security and Storage of RON Records

Maryland requires electronic journals and audio-visual recordings to be protected against unauthorized access by password or cryptographic process. Notaries must ensure that their RON platform maintains reasonable security measures for identity verification, the communication stream, and the electronic document.

Storage, Retention, and Security Requirements

Journal maintenance involves more than creating accurate entries. Maryland law requires long-term protection and secure handling of records throughout and after the notary’s commission.

Every journal, paper, or electronic document must be retained for ten years after the last notarization recorded in it has occurred. If the journal is lost or stolen, the notary must promptly notify the Secretary of State.

When a notary resigns or their commission expires, the journal must be either retained securely for the remainder of the ten-year period or transferred to an approved repository. In the event of a notary’s death, personal representatives must ensure the journal is delivered to a repository approved by the Secretary of State.

Privacy and Protection for Sensitive Information

Notaries routinely handle personal information, identification documents, and financial or legal documents. Maryland’s security requirements aim to protect this information from misuse or unauthorized disclosure.

Electronic journals must be safeguarded by password protection or cryptographic methods, and physical journals must be stored in a secure location where unauthorized individuals cannot access them. When copies of entries are requested, notaries are encouraged to minimize disclosure by redacting identification numbers unless a court order requires them.

Notary Public Association trains notaries to follow a privacy-first approach, use secure storage tools, and respond appropriately when journal information is requested.

Best Practices for Documenting Unusual Circumstances

While Maryland law sets the minimum standards, certain situations benefit from additional documentation. The Notary Public Association teaches its members how to clearly and factually record unusual circumstances without violating privacy or adding unnecessary commentary.

Refusals or Aborted Notarizations

If a notarization cannot proceed, notaries should make a brief note indicating the reason, such as lack of satisfactory identification, signs of coercion, or inability to communicate with the signer.

Use of Credible Witnesses

If a credible witness is used, the notary should document the witness’s name, address, how the witness was identified, and their relationship to the signer.

Signers Using a Mark or Alternative Signature

When a signer uses a mark, the notary should note the presence of required witnesses and the method used to validate the signer’s identity and intent.

RON Technical Issues

If a remote session is interrupted or restarted, the journal should include a factual note about the connection problems and confirm whether identity-proofing was repeated.

How Notary Public Association Supports Compliant Recordkeeping

Notary Public Association helps Maryland notaries understand and confidently apply their legal responsibilities. Through structured training, practical examples, and professional support, members learn to keep journals that meet state requirements and protect them against liability.

Training includes walkthroughs of journal elements, RON procedures, security requirements, privacy expectations, and special-case documentation. Members also receive templates, checklists, and examples to make compliant journaling easier and more consistent.

Notary Public Association emphasizes the importance of accuracy, security, and professionalism, helping Maryland notaries maintain records that stand as strong evidence of proper conduct..