NJ Notary Journal Requirements Recordkeeping for New Jersey Notaries

New Jersey law requires every commissioned Notary Public to maintain a journal of notarial acts. The journal must be a permanently bound register with sequentially numbered pages, and entries must be recorded in chronological order.

A New Jersey Notary must maintain one active journal, whether that journal is paper or electronic. Maintaining multiple concurrent journals for traditional notarizations is not compliant practice.

Journal compliance is not optional. It is a statutory requirement tied directly to the integrity of your commission.

Is a Journal Required in New Jersey?

Yes. A New Jersey Notary Public must maintain a journal that:

Is permanently bound (for paper journals)
Contains sequentially numbered pages
Records entries in chronological order
Includes required statutory elements for each act

Loose-leaf pages, removable sheets, or informal recordkeeping systems do not satisfy the statutory requirement.

Failure to maintain a compliant journal may expose a notary to discipline or weaken their defense if a notarization is later challenged.

One Journal Requirement

New Jersey requires notaries to maintain a single journal at a time for recording notarial acts.

You may choose either:

A compliant bound paper journal, or
A compliant electronic journal (where permitted)

However, you should not maintain multiple simultaneous journals for the same category of notarial acts.

Maintaining one consistent, chronological record preserves the integrity of your documentation.

Paper vs Electronic Journals

New Jersey permits compliant electronic journals in appropriate contexts. However, electronic recordkeeping systems must meet statutory standards for security, tamper resistance, and retention.

The New Jersey Notary Association recommends the use of a properly bound paper journal for traditional notarizations. A paper journal:

Does not require internet access
Does not depend on battery power
Cannot be disabled by technical failure
Provides immediate, permanent documentation

While electronic systems may be appropriate in certain contexts, paper journals offer reliability and independence from technical disruption.

Choosing the correct journal format is a compliance decision, not a convenience decision.

Why Journal Compliance Matters

A notary journal serves as:

Evidence that identity was properly verified
Proof that the notarial act was performed
Documentation of date, type of act, and fee
A safeguard in disputes or investigations

If your actions are questioned, your journal becomes your primary defense.

Incomplete or noncompliant records significantly increase risk.

What Must Be Recorded?

New Jersey law specifies required elements for each journal entry, including:

Date and time of the act
Type of notarial act performed
Identity verification method
Description of the document
Signer information
Fee charged

The specific formatting, sequencing, and compliance standards matter.

Maintaining compliant entries requires more than minimal notation.

Members of the New Jersey Notary Association receive structured instruction and examples of defensible journal entries as part of our NJ-specific education.

Bound and Sequentially Numbered Pages

For paper journals, the register must be:

Permanently bound
Sequentially numbered
Recorded in chronological order

These requirements exist to prevent tampering, removal of pages, and alteration of records.

Using an unbound notebook or non-numbered format can create compliance exposure, even if the notarization itself was otherwise proper.

Proper journal selection is addressed in NJNA education.

Retention Requirements

New Jersey requires journals to be retained for the statutory retention period of ten years following the last recorded act.

Improper disposal, premature destruction, or loss of journal records may expose a notary to disciplinary action.

Understanding retention obligations is part of responsible commission management.

Journal Mistakes That Create Risk

Common compliance issues include:

Using multiple journals simultaneously
Using an unbound notebook
Failing to record required elements
Leaving blank lines between entries
Incomplete identity documentation
Recording entries out of sequence

Many of these errors occur when notaries rely on minimal guidance rather than structured, New Jersey-specific instruction.

Clear recordkeeping protects your commission.

Journal Compliance and Unauthorized Practice of Law

Your journal demonstrates that you performed only authorized notarial acts under New Jersey law.

In the event of an allegation involving improper conduct or the Unauthorized Practice of Law, a complete and compliant journal record can be critical.

See: Unauthorized Practice of Law

Education and Defensible Practice

Journal compliance is one of the most overlooked areas of notarial risk.

The New Jersey Notary Association provides education covering:

Journal structure and statutory compliance
Single-journal requirement
Sequential numbering standards
Record retention obligations
Risk mitigation strategies

Professional. Compliant. New Jersey focused.

If you are serious about protecting your commission, structured education matters.

See: Education

Journal Requirements
Frequently Asked Questions

Does NJ require a bound journal?

Yes. A paper journal must be permanently bound with sequentially numbered pages.

Can I keep more than one journal?

New Jersey requires maintaining one active journal at a time for notarial acts.

Can I use an electronic journal?

Yes, if it complies with statutory security and retention requirements. NJNA recommends paper journals for traditional notarizations due to reliability and independence from technical failure.

What happens if my journal is not compliant?

Noncompliant recordkeeping may weaken your defense in disputes and may expose you to disciplinary action.