Correcting the Record on Journal Requirements for MD Notaries
In a recent blog post on Maryland Notaries In Action, we discussed the importance of adhering to proper journal-keeping practices for Maryland notaries. The post was based on information provided by Candice Willie, the organizer of Maryland Notaries In Action, who had communicated with a staff member from the Office of the Secretary of State. At that time, it was stated by the staff at the Office of the Secretary of State: “You can only use an electronic journal for electronic notarizations. A notarization on a tangible record requires a tangible journal.”
However, both Candice Willie and the staff member from the Office of the Secretary of State were incorrect in their interpretation. After further review, the staff member retracted their original statement and clarified: “You can maintain an electronic journal for tangible record notarial acts. Sorry for the confusion caused by our original answer.”
This updated interpretation significantly impacts the way notaries in Maryland can approach their record-keeping practices, offering more flexibility while ensuring compliance with state guidelines.
What Does This Mean for Maryland Notaries?
The key takeaway from this revised interpretation is that Maryland notaries are not restricted to using a physical, hardcopy journal for tangible records. For some time, notaries have had the option to maintain an electronic journal for all notarial acts, whether they involve tangible or electronic records. Being able to utilize an electronic journal allows for greater convenience and efficiency in managing your notarial records.
For notaries seeking a reliable electronic journal, Jurat, Inc. is the preferred choice of Maryland Notaries In Action. Jurat, Inc. offers a secure, tamper-evident platform that aligns perfectly with the updated guidelines, enabling notaries to efficiently manage and record their notarial acts, whether they involve tangible or electronic documents.
Updated Journal-Keeping Practices:
Tangible Records: These are physical documents such as paper contracts, deeds, or affidavits. While you can still use a physical, hardcopy journal to record these notarial acts, you now have the option to record them in an electronic journal. Jurat, Inc. provides an excellent solution for notaries who prefer to maintain a single, streamlined electronic journal.
Electronic Records: These refer to digital documents notarized electronically, such as through remote online notarization (RON) platforms. Typically, these records are logged in an electronic journal that is integrated in the platform which the notary completes before or during the notarization session.
Why This Matters:
Maintaining accurate and compliant records is important for notaries. The flexibility to use electronic journals for tangible records streamlines the process, reduces the risk of lost or damaged physical journals, and enhances the security and searchability of records. By using a trusted platform like Jurat, Inc., notaries can ensure their records are kept secure and compliant with Maryland state guidelines.
Final Thoughts:
We sincerely apologize for any confusion caused by the initial interpretation shared in our previous blog post. Our commitment at Maryland Notaries In Action is to provide the most accurate and up-to-date information to support Maryland notaries in their practice. We would like to encourage you to stay informed about any further updates from the Office of the Secretary of State and to adjust your record-keeping practices accordingly.
If you would like more information or clarification, you can contact the Office of the Secretary of State directly by email at [email protected] or by phone at (410) 974-5521. We also recommend revisiting your current laws and regulations to ensure full compliance.
To read the original blog post that discussed the previous interpretation, click here.
P.S. It was decided not to take the original blog down but instead created this new corrective blog and added a notation at the top of the original blog, advising readers to read the most up-to-date and accurate blog on the topic. Maryland Notaries In Action strives to take ownership when something on this platform is not correct. We believe taking ownership is a strong sign of integrity. When individuals or organizations acknowledge and correct their mistakes, it demonstrates honesty, accountability, and a commitment to upholding ethical standards. It shows that they value truthfulness and are dedicated to providing accurate and reliable information, even when it means admitting an error. One of our goals is to ensure that the information we provide is as accurate and helpful as possible. With that said, let’s continue to support and inform one another and perform our duties with diligence and accuracy. Cheers to being the best notaries we can be!
