Chapter 3 of 518% of exam
Journal and Official Stamp
Montana's recordkeeping duties: the required journal of notarial acts and the rectangular official stamp, including what each must contain and how to safeguard them.
The journal of notarial acts
Montana requires the notary to chronicle every notarial act. A good journal is the notary's best defense if an act is later challenged.
Record every notarial act in a permanent, bound paper journal or a tamper-evident electronic journal.
Each entry records the date and time, type of act, a description of the document, the signer's name and signature, the identification method, and the fee.
Keep the journal under the notary's control; it is a record of acts, not a copy of documents.
Do not record sensitive data such as Social Security or account numbers.
The official stamp
Since October 2013 Montana notaries use a rectangular ink stamp that authenticates each act with specific required elements.
The stamp is rectangular, roughly 1 inch by 2.5 inches, in blue or black ink only.
It shows the notary's printed name and the title 'Notary Public for the State of Montana.'
It states 'Residing at' with the city or town and the commission expiration date.
The impression must be legible and photographically reproducible on the document.
Safeguarding and loss
Because the stamp and journal can be tools of fraud, the law requires care and prompt reporting.
Keep the stamp and journal secure and under the notary's exclusive control.
Report a lost or stolen stamp or journal to the Secretary of State promptly.
When the commission ends, dispose of the stamp so it cannot be misused.