Notary Public Underwriters Blog
How Do I Keep My Current and Filled Journals (Record books) Secure?
- Details
- Published: October 6, 2025
Questions:
As a notary commissioned in Texas, I’m required to record all my notarial acts in a record book (journal).
I’m worried about record book security. How should I store the active record book that I’m currently using? And once my current record book is filled, what is the proper way to store it?
Answers:
You’re right to be concerned, because very sensitive customer information is routinely recorded in a notary’s record book (journal) of notarial acts. Every notary must always take the necessary time to securely store their active book, and any books that are filled or simply no longer in use.
“Secure” storage of a notary’s record book (journal) should satisfy at least these two requirements:
- The storage method allows for access only by the notary who actually owns the records, or by persons—with the cooperation of the notary—who have a legal or official right to examine the records.
- The method of storage makes the notary’s records reasonably safe against damage or deterioration from threats such as excess moisture, fire, theft or—if your records are electronic—data exposure or intrusion.
Suitably “secure” record book storage can be achieved in different ways. For example, you might store active and past record books under a physical lock-and-key, or if your journal records are electronic, you might store them using techniques such as encryption and passwords.
The requirement that a notary must have “exclusive control” over active and filled record books provides another effective layer of security for notarial records. Texas Administrative Code (Title 1, Part 4, Chapter 87, Subchapter A, Sec. 87.51(c)) requires a notary’s records to remain “within the exclusive control of the notary public” at all times. Even if this rule didn’t exist, notary experts have always strongly insisted, as an essential practice, that a notary’s “exclusive control” is necessary to fully protect the sensitive customer information in each journal or record book entry.
Some employers mistakenly believe that when employee notaries notarize for them, the employer is entitled to control the employee notary’s records. But since each employee notary must maintain exclusive control of their own notarization records, the employee notary may (instead) give their employers copies of all journal records detailing work-related notarizations.
The main exceptions to a notary’s “exclusive control” of their record book or journal records occur when the Secretary of State, or a member of law enforcement who is investigating a case, requests or demands a notary’s records. Depending on the circumstances, copies of records may be insufficient; the notary would need to produce their original record books or journals.
Notaries, follow your state laws and rules—and these tips—to maintain safe and secure control over your active and filled record books (journals).
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