For notaries in the state of Illinois, keeping a proper notary journal is crucial to maintaining a record of all notarial acts performed. The Illinois Notary Journal serves as an official record book for notaries to document their activities, ensuring compliance with state regulations and providing a reliable source of information for future reference.
Importance of the Illinois Notary Journal
The Illinois Notary Journal is an essential tool for notaries to maintain accurate records of their notarial acts. It helps protect both the notary and the public by providing a clear record of all transactions and serves as evidence of the notary’s actions. The journal acts as a safeguard against fraudulent activities, as it allows for the identification of any irregularities or inconsistencies.
What to Include in an Illinois Notary Journal
When using the Illinois Notary Journal, notaries must record specific details for each notarial act. These details typically include:
- Date and time of the notarial act
- Name and address of the person for whom the notarial act was performed
- Type of identification used to verify the person’s identity
- Description of the document or type of notarial act
- Fees charged for the notarial act
- Any additional information related to the notarial act
Notaries are required to sign each entry in the journal and ensure that the information recorded is accurate and complete. The journal should be kept in a secure location to prevent unauthorized access or tampering.
Retaining and Destroying Notary Journals
According to Illinois law, notaries must retain their journals for at least 7 years after the performance of the last notarial act recorded in the journal. After this period, notaries may destroy the journals, provided that no legal proceedings or investigations are pending that require the retention of the records.
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