Journal & Record-Keeping
Hawaii's record-keeping duty is unusually strict and is the most heavily tested topic: the notary must keep a permanent record of every notarial act and can be required to certify copies from it.
Mandatory record of all acts
A Hawaii notary must keep a record (journal) of every official act, recording the date, the nature of the act, the parties, the document, how identity was established, and the fee. Hawaii treats this record as an official record; the notary must retain it and, in some cases, deposit it as the Attorney General directs when the commission ends. Complete, contemporaneous entries are mandatory—not optional.
Certified copies and retention
Because the Hawaii notary keeps a permanent record, the notary may be asked to certify a copy of a record of a notarial act. The record must be kept secure and retained for the period required by law, and surrendered or disposed of as directed when the notary stops serving. Failing to keep the required record is misconduct that Hawaii takes seriously.