Notary Record Retention: Policies and Best Practices

Proper recordkeeping is a cornerstone of responsible notary practice. Whether you’re a newly commissioned notary or a seasoned professional, maintaining accurate, secure, and accessible records of your notarial acts can protect you from legal liability, ensure compliance with state laws, and support the integrity of your public office.

In this guide, we explain everything you need to know about notary record retention, including how long to keep records, how to store them securely, and how to dispose of them safely when the time comes.

Understanding Notary Record Retention Requirements

Notaries are responsible for creating and preserving official documentation of their notarial acts. This typically includes maintaining a notary journal, a logbook, which documents each notarization performed. Key details often include:

• Date and time of the act
  
• Type of notarization (e.g., acknowledgment, jurat)
  
• Name and address of the signer
  
• Type of identification presented
  
• Document description
  
• Signature of the signer
  
• Any additional notes or thumbprints (if required by law)
  

Some jurisdictions also require notaries to retain copies of notarized documents, mainly when dealing with real estate, immigration, or international matters.

Reminder: Record retention rules are dictated at the state level. What’s required in one state may be optional in another.

How Long Should Notaries Keep Records?

Retention periods vary widely depending on state laws and the type of record. While some states specify exact durations, others leave the decision to the notary’s discretion.

Here’s a helpful comparison of retention requirements in select U.S. states:

Generally, 5–10 years is considered best practice for retaining your notary journal and related records, even if your state does not mandate a specific timeframe. If a notarized document becomes part of a legal proceeding years later, your journal can serve as critical evidence.

Secure Methods for Storing Notary Records

Record security is non-negotiable given the sensitive nature of notarization information—such as Social Security numbers, identification data, and signatures.

Here are the recommended storage practices:

For Physical Records (Paper Journals or Document Copies)

• Store the information in a locked file cabinet or safe that only you can access.
  
• Use fireproof and waterproof containers to protect against natural disasters.
  
• Avoid shared office spaces where others could access your materials.
  

For Digital Records (eNotary logs, video recordings, scanned docs)

• Use encrypted cloud storage or local drives with secure encryption protocols (AES-256 is a good standard).
  
• Regularly back up your files in multiple secure locations (cloud + external hard drive).
  
• Keep access limited—use strong passwords and two-factor authentication, and do not share login credentials.
  

Important: If your state allows remote online notarization (RON), you’re likely required to store video recordings and logs of those acts for a minimum number of years—often 5 to 10 years.

Proper Disposal of Outdated Notarial Records

Once a record has passed its legally required retention period, it is your responsibility to dispose of it securely and compliantly.

Improper disposal—like throwing journals or digital files in the trash—can expose sensitive data and violate privacy laws.

Recommended Disposal Methods:

• Paper Journals/Documents: Use a cross-cut shredder or partner with a professional document destruction service certified in data privacy compliance.
  
• Digital Files: To ensure files are irretrievable, use data wiping software that complies with federal standards (e.g., DoD 5220.22-M).
  
• Cloud Storage Accounts: Delete files permanently and request server-level deletion if the provider offers it.
  

If you’re unsure whether a record is safe to destroy, err on caution and retain it a few extra years.

Digital Recordkeeping: Benefits and Compliance Tips

As the notary profession evolves, many states allow or even encourage digital recordkeeping for traditional and electronic notarizations. These modern solutions make it easier to search, back up, and share records (when legally required).

Benefits of Going Digital:

• Searchable entries improve efficiency.
  
• Automated backups reduce data loss risks.
  
• Easier to comply with RON and eNotarization standards.
  

Compliance Tips for Digital Notary Records:

• Choose state-approved platforms that meet compliance criteria for encryption, retention, and security.
  
• Maintain records in legal formats (e.g., MP4 for video, PDF/A for logs).
  
• Keep a log of all entries and modifications to protect yourself in audits.
  

Even with digital logs, some states still require a physical journal, so follow your state’s laws precisely.

Best Practices for Staying Organized and Audit-Ready

Being organized helps you stay compliant and makes responding to audits or legal inquiries easier. Here’s how to maintain notary records professionally:

• Use a consistent journal format—pre-printed or electronic.
  
• Record entries in real time, not at the day’s or week’s end.
  
• Include thumbprints where legally required (often in real estate or high-value transactions).
  
• Label and date everything, including digital folders.
  
• Perform annual checks to review storage, backups, and retention deadlines.
  

If you leave your position, resign, or move to another state, consult your state authority about what to do with your existing records. Some states, like California, require notaries to turn in their journals to the county clerk.

Keeping accurate, secure notary records is a responsibility that should never be taken lightly. Your journal entries and supporting documents may one day serve as vital evidence in a legal dispute or audit. By following state laws, applying best practices, and embracing secure technologies, you protect yourself and the trust the public places in you.

Ready to Elevate Your Notary Practice?

Visit NotaryPublicAssociation.org for trusted resources on state-specific retention information, and industry-leading courses to keep your skills sharp and compliant. Whether you’re just starting out or refreshing your knowledge, we have everything you need to notarize confidently.