Thread Topic: How do you keep journal records for multiple documents to one person?
Topic Originator: Dmitriy Skornyakov
Post Date June 21, 2010 @ 2:36 PM |
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Dmitriy Skornyakov
4 Posts
(Santa Clara, CA)
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 How do you keep journal records for multiple documents to one person? | 06/21/2010 2:36 PM |
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I am just wondering if everyone creates single journal entry for multiple documents (i.e. 2 acknowledgments to one person), or do you record 2 separate entries and make the person sign and finger print twice in the journal as well?
I can't really locate any info on the proper way to do it, but it seems like I can establish the person appeared in front of me in the 1st entry and then note the document in the 2nd entry and say "see above" for signature and finger print?
Is this totally wrong? How do you handle loan signings when there are 8-10 items to be notarized to the same individual(s)?
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Lisa Thornton
288 Posts
(Upland, CA)
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| RE: How do you keep journal records for multiple documents to one person? | 06/21/2010 3:22 PM |
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Actually, there is something in the CA handbook that addresses "each notarial act". Journals are cheap ($20) and hold 1,000 line entry spaces. Whether you are completing loan signings or general notary work - it doesn't matter - each notarization gets its own line entry. Even when you are notarizing signatures on duplicate documents - each gets its line entry. If you have to do 25 items for the same person - each gets its own line entry.
Let's pretend you are completing 10 notarizations for one person. TO SAVE TIME I fully complete the first line entry, i.e. name, address, date/time, fee, ID info, title of document, type of notarial act (ack or jurat). After that, I just write the person's full name, type of notarial act and title of document in the next 9 spots. The person will sign and leave a thumbprint in all 10 spots.
Later I go back and fill in their address, ID info, date/time, etc. That's how I save time when I have multiple entries for the same person.
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Marian Harmon
271 Posts
(Lancaster, CA)
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| RE: How do you keep journal records for multiple documents to one person? | 06/21/2010 3:41 PM |
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One entry for every notarial act, just as Lisa stated.
Also DO NOT use lines or ditto marks for multiple entries. A lot of instructors teach that this is okay (or did teach it), but it isn't.
The CA SOS clarified this all last October during their vendors meeting.
"Q, When multiple notarial acts are performed, is it acceptable for a diagonal line to be drawn
from the first document to the last document in the notary public journal with a single signature
covering all transactions? In addition, can ditto (“) marks be used in the journal?
A. Government Code section 8206 requires that the notary public's journal include all the
information for "each official act." Therefore, each act would include the date, time, type of
each official act, character of the instrument, signature, type of identification, fee, and
thumbprint (if applicable) on a separate line for each act."
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Dmitriy Skornyakov
4 Posts
(Santa Clara, CA)
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| RE: How do you keep journal records for multiple documents to one person? | 06/21/2010 11:10 PM |
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Thank you all! That makes sense.
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