What is a "Journal of Notarial Acts" in the Digital Age?
Paper Journal vs. Electronic Journal • NJ Law • 10-Year Retention • Audit Trail
The Immutable Ledger: From Paper to Encrypted Bytes
10
Years retention (NJ law)
256
AES encryption bits
100%
Legal equivalence
1897
Traditional journal origins
📖 Every notarization—whether in-person or remote—creates a permanent, auditable record.
For centuries, this record lived in a bound paper journal, each entry signed in ink. Today, New Jersey law recognizes an equally rigorous alternative: the electronic journal. Secured by AES-256 encryption and stored in redundant, audited data centers, the digital journal is not merely a replacement—it is a superior evidentiary record, capturing metadata and video recordings that a paper book never could.
📋 Paper Journal vs. Electronic Journal
Traditional Paper Journal
Bound, sequential pages—cannot be removed
Handwritten entry per notarization
Signer signs journal directly
Physical storage; risk of loss, fire, damage
No audio/video record
Retention: 10 years (NJ)
📜 Historical standard
Electronic Journal (RON)
Encrypted digital ledger (AES-256)
Automated entry from notarization session
Includes full video recording
Tamper-evident audit trail
Geolocation, IP address, timestamp
Redundant cloud backup
🔐 NIST-compliant🎥 Video included
N.J.S.A. 52:16B-12.2(e): "A notary public shall maintain a journal of all notarial acts performed electronically. The journal may be maintained in an electronic format and shall be retained for 10 years from the date of the notarization."
⏳ 10-Year Retention: Legal Requirement
📄 Paper Journal
10 Years
Notary must retain physical book. Subject to inspection by Attorney General or State Treasurer.
💾 Electronic Journal
10 Years
Encrypted, redundant storage. Accessible on demand. Secure audit trail preserved.
Critical: The 10-year retention period runs from the date of notarization—not the date of commission expiration. Journals must be retained even after the notary's commission ends.
✓ Journal must be in a tamper-evident electronic format
✓ Must record the audio-video communication (RON sessions)
✓ Retained for 10 years from the date of notarization
✓ Available for inspection by the Attorney General or State Treasurer
N.J.S.A. 52:16B-12.2(e), (f), (g)
Note: Notaries performing both traditional and remote notarizations may maintain separate paper and electronic journals. Each must comply with the 10-year retention rule.
⚖️ Why the Journal Matters: Evidence & Liability
🛡️ Proof of Due Diligence
A complete journal entry demonstrates the notary followed legal requirements. It is the primary defense against claims of improper notarization.
🔍 Evidence in Court
Journal entries are admissible evidence. Electronic journals with video recordings provide definitive proof of the signer's appearance and identity.
📋 Regulatory Audit
The NJ Attorney General may inspect notary journals without notice. Incomplete or missing journals can result in commission revocation and fines.
✅ Client's Perspective: What You Should Know
💻 Digital Notarization
• You do not sign a physical journal
• Your ID and answers are securely recorded
• Video of your session is stored for 10 years
• You may request a copy (with consent)
📄 Traditional Notarization
• You sign the notary's bound journal
• Your signature is recorded
• No video or audio record
• Journal remains with notary
Digital Notary tip: The electronic journal is never shared with unauthorized parties. Your personal information is encrypted and protected under New Jersey's strict notary confidentiality rules.
Secure, Compliant, Auditable
Digital Notary maintains a fully compliant electronic journal for every remote notarization. Each session is recorded, encrypted, and retained for 10 years—giving you and the notary a permanent, verifiable record.
Summary: The journal of notarial acts is the permanent, official record of a notarization. In the digital age, it is an encrypted, video-rich, and court-admissible document—more comprehensive and secure than its paper predecessor.