NJ Notary Law, RON, and the
“One Journal” Requirement
A member recently asked:
“I have been a notary for many years, maintaining a bound paper journal. I recently signed up and became a Remote Online Notary as well. How do I continue to maintain a journal regarding RON activities?”
Thank you for your question, and for bringing up an important topic that many New Jersey notaries are now facing as Remote Online Notarization (RON) becomes more common.
What Does New Jersey Law Say?
New Jersey law requires notaries to maintain one journal recording all notarial acts, whether performed in person or through Remote Online Notarization (RON). The law allows the journal to be maintained either in paper or electronic format, but not both at the same time.
This can create confusion for RON notaries because most RON platforms automatically generate records of remote notarizations performed on the system.
For practical purposes, we recommend continuing to maintain your single journal, whether paper or electronic, and recording your RON notarizations there as well. The records automatically created by the RON platform are generated by the system as part of the remote notarization process.
Why This Creates Confusion
Many notaries who begin performing remote notarizations are surprised to discover that their RON provider automatically creates electronic records and audit logs for every transaction completed through the platform.
At the same time, New Jersey law clearly states that notaries are to maintain one journal covering all notarial acts.
Because the law does not specifically address how platform-generated RON records should be treated, many notaries are understandably unsure how to remain compliant.
Recommended Best Practice
To keep things simple and consistent, NJNA recommends:
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Continue using your existing journal, whether paper or electronic.
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Record all notarizations in that same journal, including RON transactions.
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Maintain your journal entries in chronological order.
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Reference the corresponding electronic RON transaction or platform record within the journal entry when appropriate.
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Allow the RON platform to maintain its own automated records as part of the remote notarization system.
For notaries who already maintain a bound paper journal, continuing to use that journal can help ensure compliance with the requirement to maintain a chronological record of notarial acts. The paper journal entry can also reference the electronic transaction record created by the RON platform.
This approach helps ensure that:
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all notarizations remain documented in one place,
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journal entries remain in chronological order,
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and the notary maintains a clear and consistent record of all acts performed during the commission.
Final Thoughts
RON technology continues to evolve, and many states, including New Jersey, are still working through practical questions involving electronic notarization procedures and recordkeeping.
For now, the safest and most straightforward approach is to maintain one journal containing all notarizations, while understanding that your RON provider may also generate separate system records as part of the remote notarization process.
Questions like these are exactly why the notary community matters. Many New Jersey notaries are navigating new laws, evolving technology, and real-world situations that are not always clearly addressed in statutes or regulations.
By joining the New Jersey Notary Association and participating in the community at the New Jersey Notary Association, notaries gain access to:
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ongoing education and updates regarding New Jersey notary law,
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practical guidance from experienced notaries,
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networking and professional support,
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discussions regarding best practices and compliance issues,
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and a growing community focused on elevating the notary profession throughout New Jersey.
Whether you are a brand-new notary or an experienced commissioned notary public adapting to RON, staying connected with a professional community can help you remain informed, confident, and compliant.
Maintaining One Journal
Frequently Asked Questions
Does New Jersey require a notary journal for all notarizations, including RON?
Yes. Under New Jersey notary requirements as commonly interpreted and applied in practice, notaries are expected to maintain a single journal of notarial acts that includes both traditional in-person notarizations and Remote Online Notarizations (RON). This journal serves as the official chronological record of all notarial activity.
Can I maintain both a paper journal and an electronic journal?
No. New Jersey’s approach is generally understood to require one unified journal system. Maintaining both a paper and electronic journal at the same time can create duplication and inconsistency issues. You should choose one format and use it consistently for all notarial acts.
If I become a Remote Online Notary, do I need a separate journal for RON transactions?
No. RON notarizations should be recorded in the same journal you already use for traditional notarizations. The format does not change the requirement that all notarial acts be documented in one chronological journal.
Do RON platforms replace my journal requirement?
No. RON platforms typically generate their own system logs, audit trails, and transaction records, but those are platform records—not a substitute for your official notary journal entry. Your journal remains your responsibility.
How should I record a RON notarization in my journal?
You should record RON notarizations just like in-person acts, including all required journal details. In addition, you may reference the RON platform transaction ID or audit record so there is a clear cross-reference between your journal and the electronic system record.
What should I do with the automatic records created by my RON platform?
You do not need to duplicate those records in your journal. The platform-generated logs are maintained by the provider as part of the notarization system. Your obligation is to maintain your own independent journal entry.
Do journal entries need to be in chronological order?
Yes. Your journal must be maintained in chronological order, regardless of whether the notarization was performed in person or remotely. This ensures a clear, continuous record of all notarial acts.
Can I switch from a paper journal to an electronic journal?
Yes, but you should maintain only one active journal format at a time. If you transition to an electronic journal, it should become your sole journal going forward, and all future notarizations (including RON) should be recorded there.
What happens if I forget to record a RON notarization in my journal?
Failing to record a notarization can create compliance issues, as the journal is considered the official record of your notarial acts. If an omission is discovered, it should be corrected as soon as possible in accordance with good recordkeeping practices, clearly noting the correction.
Should I include client signatures or digital signatures in my journal for RON acts?
Your journal should reflect the required identifying details of the notarization. You do not typically need to attach or reproduce digital signatures themselves, but you may reference that the act was completed through a RON platform and include the relevant transaction identifier.
What is the safest compliance approach for New Jersey notaries using RON?
The most straightforward approach is to maintain one consistent journal (paper or electronic) and record all notarial acts in it, including RON transactions, in chronological order. The RON platform’s built-in records serve as supplemental documentation, not a replacement.
