DUTY OF CONFIDENTIALITY
One of the most fundamental and paramount of a notary public’s duties is the legal obligation to
safeguard the confidentiality of client data logged in their notary journal. When not in use, many states require notaries to keep their journal locked in a secure area that is under the notary's direct and exclusive control (so a locked drawer accessible by your employer is not compliant). Because a notary journal is the notary's exclusive property, many states prohibit the notary from providing access to their journal to anyone other than a police officer or county clerk.
Accordingly, when meeting with clients, the American Association of Notaries directs notaries to "cover any previous journal entries" which means all filled journal entries must be concealed from the current client, credible witnesses, and anyone else present during each notarization.
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Failing to preserve client data confidentiality is so serious that fines, suspension or revocation of the notary’s commission, and even criminal charges are imposed as disciplinary sanctions by many states. Fortunately, a good notary journal makes it easy to comply with client confidentiliaty laws. ​
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All 24 GUARDIAN NOTARY JOURNALS facilitate confidentiality
Every GUARDIAN NOTARY JOURNAL makes it easy for any notary to conceal prior client data from current and future clients.
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Loan Signing Agent or Notary Signing Agent (NSA/LSA)
Certified Notary Trust Delivery Agent (CNTDA)​​​​​​
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(i) companion bi-fold Data Shield: orients in multiple directions to conceal any visible filled journal entry in these 22 landscape journals (to learn more or order, email me). ​
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(ii) coil spiral-binding* (at FedEx/copy store or buy your own machine for business marketing):
allows the landscape journal to fold back underneath itself so it lays completely flat (added bonus) and is therefore effortless to write in​​​​ (since the binding was removed)
â–ª odd entries (top entry): no shield is needed (all filled entries are concealed in prior pages)
▪ even entries (bottom entry): cover the top entry with any half sheet of letter-sized paper​​​​​​
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* Ensure spiral-bound journals are lawful in your state. For example, California notary laws are usually the most strict in the U.S.,
but as of July 2023, the CA Secretary of State affirmed that spiral-bound journals are approved for use in CA (as long as they
otherwise comply with California notary laws).
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