Posted by Michelle/AL on 5/24/10 9:14am
Msg #337879

Old Notary Journals

I've decided to keep old journals out of storage and in my home office, at arms-length. Received a call over the weekend from someone asking me a about a form that they "think" I notarized for them years ago (they no longer have the form). They don't remember the exact date. I told them I would at least need the year. I checked as far back as 2006 - nothing. I asked her what led her to believe that I was the one who notarized the form(s). She said she found my business card in her father's wallet (now deceased). Unfortunately for me, her father must've selected a different notary.

It just seems as if I'm being asked to confirm or comment on notary work I've performed in the past and need to keep these journals handy. Wish I could use an electronic journal, or one in Excel. It would be a lot faster to search by name that way.

Reply by Ilene C. Seidel on 5/24/10 9:19am
Msg #337880

I just started scanning my journals into paperport. Then when a call comes in such as your's, you can do a search in paperport to find the customer and info.

Reply by Notarysigner on 5/24/10 9:27am
Msg #337883

Along with my Journal, I keep a spreadsheet for payment record keeping. If I have to I can get additional info besides whether I've been paid or not and how long it took and who? I use to just print out the comfirmation and pin it on the wall. When I got paid, I filed the confirmation,..too much paperwork.

Reply by Don Courtney on 5/24/10 10:10am
Msg #337888

Record keeping

I use Quick Books as my business accounting program. Not only does it make things much easier at tax time, but you can create all kinds of reports and track your customers.

Reply by Robert/FL on 5/24/10 10:13am
Msg #337889

I keep a paper journal and then an electronic index

with just the basic info - date, name, type of ID, etc. So I can use the "find" feature on the computer to locate the name and date and then check my journal for exact details. I never want to give up the paper journal because 1) I want the signer's signature in the journal and 2) It is more likely that my computer will crash than my journal to go up in flames for some reason.

Reply by BrendaTx on 5/24/10 10:57am
Msg #337892

Great tip!...paper journal and then an electronic index

I think it is a very good idea to create an index to your notary journals with Excel.

I can see why a notary who only pulls their stamp out once a week might not see the value in it but for crazy busy notaries it is a terrific idea.

Reply by Robert/FL on 5/24/10 11:01am
Msg #337893

The only problem is I forget to keep the index updated

and as of right now I think I am several weeks behind.

Reply by jba/fl on 5/24/10 12:18pm
Msg #337894

Schedule that as an appointment. n/m

Reply by Hugh Nations Signing Agents of Austin on 5/24/10 4:00pm
Msg #337937

Re: The only problem is I forget to keep the index updated

That's way beyond anything I'm capable of. I have trouble just keeping a current database of the addresses of my ex-wives so I'll know where to mail the checks. Of course, it's not made any easier with them always moving and taking out those damned protective orders.

Reply by Linda_H/FL on 5/25/10 5:28am
Msg #337986

That's exactly why I can't maintain my checking account

on my computer - I keep forgetting to record transactions - I'm must better with the old-fashioned paper record.

Can only imagine the mess I'd make of an electronic index..LOL

Reply by Linda_H/FL on 5/25/10 5:29am
Msg #337987

Oy..too early...s/b "much" better...:) n/m

Reply by Sylvia_FL on 5/25/10 8:26am
Msg #337999

Re: That's exactly why I can't maintain my checking account

I maintain all my bank accounts on the computer. Rarely write a check, and when Bruce uses a debit card I enter it in Microsoft Money. Every couple of days I download transactions from the banks to make sure I haven't missed anything.

Reply by lmb/CA on 5/24/10 10:48am
Msg #337891

Me too. I thought I was just in overkill mode, but it makes it much easier for me to decide who I want to work with again.

Reply by Art_PA on 5/24/10 12:37pm
Msg #337896

Maintaining a bound journal which is signed and records the ID presented & document notarized will help the notary on those rare time when you may have to prove that you did or did not notarize a signature. One comes to mind when I was questioned about notarizing a will years before. I was able to verify that only a PA was executed at that time.

This practice is for a notary's protection assuming the notary is honest. The journal can also p[rove that the notary did not notarize a document on the date indicated (referred to as fraud & backdating).