For years, Massachusetts notaries were only "encouraged" to keep a journal. Since the notary law reform took effect in 2017, a journal is a legal requirement for most notaries, and the 2023 amendments added electronic journals and new entry fields. This guide covers exactly what the Massachusetts notary journal requirements are, who is exempt and how long you must keep your records.
Is a journal required in Massachusetts?
Yes, for most notaries. M.G.L. c. 222 § 22 requires a notary to keep, protect and make available for lawful inspection a chronological official journal of notarial acts. Entries are made at the time of the notarization, not later from memory.
You may see older references to Executive Order 455 "suggesting" a journal. That order was rescinded effective January 4, 2017, when the statute took over. Today the requirement comes from Chapter 222 itself.
Required entries for each notarial act
For each notarial act, except issuing a summons or subpoena or giving an oral oath, your journal entry must include:
| Entry | Details |
|---|---|
| Date and time | Of the notarial act |
| Type of act | Acknowledgment, jurat, signature witnessing, copy certification and so on |
| Document or transaction | Its type, title or description. One entry can cover several documents signed by the same person in one transaction or on one date. |
| Principal and witness information | Signature, printed name and address of each principal and witness. For a protected person under the battered-person provisions, note that the address is not open to public inspection. |
| Satisfactory evidence of identity | Type of ID, issuing agency, serial or ID number and issue or expiration date; or whether identity was established by credible witness or personal knowledge |
| In person or remote | Whether the act was performed in person or remotely |
| Fee | The fee charged, including whether a technology services fee was charged and its amount |
| Location | The address where the notarization took place (for remote acts, the notary's address and each participant's address) |
You must also record the reason whenever you decline to complete a notarial act someone requested. That entry can be valuable later if a refused signer complains.
What you must never record (SSNs, card numbers)
Section 22 prohibits recording Social Security numbers or credit card numbers in the journal. If an ID uses a Social Security number as its identification number, write "Social Security number" or "SSN" in place of the digits. The same caution applies when you photocopy or photograph documents; do not create extra records of sensitive numbers.
Paper journals: one bound register with numbered pages
A paper (tangible) journal must be a permanent, bound register with numbered pages. Loose-leaf binders, spiral notebooks with removable pages and spreadsheets do not meet the standard. You may keep only one paper journal at a time; when it fills up, start the next one and keep the old one with your records.
Electronic journals: tamper-evident rules
The 2023 amendments allow electronic journals. An electronic journal must be in a permanent, tamper-evident electronic format that complies with the Secretary of the Commonwealth's rules, including regular transfers of entries to the Secretary. Unlike paper, you may keep more than one electronic journal if each meets the requirements.
In practice, the Secretary has not yet issued those rules or launched remote online notarization, so most Massachusetts notaries continue to use a bound paper journal. Watch the Secretary's notary information page and our RON status guide for updates.
Who is exempt (attorneys, staff, government notaries)
- Attorneys and their employees: under c. 222 § 12 and § 22, a notary who is an attorney, or who works for an attorney and notarizes in that job, does not have to keep a journal. If they choose to keep one, attorney-client privilege and work product protections are preserved.
- Government-employed notaries: not required to keep a journal for acts performed within their government job.
The employee exemption covers notarizations performed through that job, so keep a journal for any notarial work outside it. Keeping a journal is good practice even when exempt, because it is the best evidence of what happened.
Keeping the journal secure and what happens when you leave a job
When not in use, the journal must stay under your exclusive control, or that of a third-party technology provider you designate by mutual agreement. No other notary may use your journal.
The journal belongs with you, not your employer. Section 22 says it must not be surrendered to an employer when your employment ends. It may be examined by law enforcement during an official investigation, subpoenaed by court order or surrendered at the Secretary's direction; you may still seek a protective order from a court where appropriate. Otherwise, journals and notarial records may be surrendered or destroyed only as the law, a court order, a regulation or the Secretary directs.
Retention after your commission ends
Under c. 222 § 24, when your commission expires, is resigned or is revoked, you must keep your journals and records for seven years and destroy or deface your seals so they cannot be used. If you renew, carry your journal forward and keep the older volumes safe; they remain your records.
For remote notarizations, once available, § 28 adds a separate rule: the audio-video recording must be kept for 10 years.
Where to buy a journal
- State Bookstore (Room 116, State House): a soft-bound 8.5 x 11 notary journal for $12 plus tax, which you can also order from the State Bookstore website. The listing notes it is not endorsed by the Commonwealth.
- Office supply stores and notary supply vendors: look for a bound journal with numbered pages and columns for every Massachusetts entry, including fee and location.
New notary? Pair this with our how to become a notary guide and seal requirements. When you are ready for clients, get listed in the Boston Notary Co. directory.
FAQ
Do Massachusetts notaries have to keep a journal?
Yes, unless exempt. Chapter 222 § 22 requires a chronological journal of notarial acts. Attorneys, attorneys' employees notarizing in that role, and government-employed notaries acting in their official duties are exempt.
Can I keep my notary journal on a spreadsheet?
No. A paper journal must be a permanent, bound register with numbered pages, and an electronic journal must be tamper-evident and comply with the Secretary's rules.
Does my employer get my journal if I quit?
No. The law says the journal must not be surrendered to an employer when employment ends.
How long must I keep my notary journal?
Keep it for seven years after your commission expires, is resigned or is revoked, under c. 222 § 24.
This guide from Boston Notary Co., a privately operated directory and not a government agency, is general information, not legal advice; confirm current law and procedures with the official sources linked above.