Part 2, Section 7
Copies of Journal Entries

If a member of the general public requests a copy of a journal entry, they must make their request in writing and the request must include:

• the name of the person whose signature was notarized;

• the type of document; and

• the month and year of the notarial act. 

Never allow anyone to browse through your journal looking for a particular entry.  Government Code § 8206(c)

You must respond to this request within 15 business days after the receipt of the request by either supplying a photocopy of the line item, or acknowledging that no such line item exists.  Government Code § 8206.5

When photocopying a page in your journal, cover the journal entries adjacent to the requested entries so as to protect the privacy of uninvolved individuals. 

You may charge 30¢ per photocopy.

If your employer requests copies of your journal entries, he or she may only request those entries that are directly related to notarial acts involving your employer’s business.  Your employer may also request copies of business-related entries on a regular basis.  The employer is then responsible for the safekeeping and confidentiality of those copies.  However, your notary journal is your property and you alone are responsible for it. 

You must not surrender your journal to your employer upon termination of employment or for any reason.

If you receive a subpoena “duces tecum” or court order, you must provide your notarial journal for examination and photocopying.  The photocopying must be performed in your presence, and you must certify the copies made from your journal.

The Secretary of State may make a written request for a certified copy of a journal entry, and the certified copies need to be provided by the deadline indicated. Government Code §8205(b)(1) 

Should you refuse to honor a lawful request for inspection or copying of your notarial journal, you would be guilty of a misdemeanor. 
Government Code § 8228.1

CERTIFICATION OF COPIES OF NOTARIAL JOURNAL ENTRIES

State of California     )
                                  )   ss.
County of (where       )
certificate is being
signed)

On this the (day of month) day of (month and year), I, (name of notary public), the undersigned Notary Public, hereby declare that the attached reproduction of a Notary journal entry involving (describe document, date, and signer(s)) is a true and correct photocopy made from a page in my Notary journal.

_________________________                                        (SEAL)
Signature of Notary

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