Chapter 3 of 518% of exam
Journal and Official Stamp
Oregon's recordkeeping duties, including the required journal with a 10-year retention rule, and the official stamp.
The required journal
Oregon requires a journal of all notarial acts and sets a long retention period.
The notary must maintain one or more journals chronicling all notarial acts.
A journal may be tangible or electronic.
The journal must be retained for 10 years after the last act recorded in it.
Each entry records the date and time, type of act, document description, signer's name and signature, identification method, and any fee.
The official stamp
Oregon requires a stamp with specific elements that authenticate each act.
The stamp shows the notary's name and the words 'Notary Public' and 'Oregon.'
It shows the commission number and expiration date.
The impression must be legible and reproducible on the document.
The stamp never contains the signer's information.
Safeguarding and loss
The stamp and journal can be misused, so they must be protected.
Keep the stamp and journal secure and under the notary's control.
Report a lost or stolen stamp or journal promptly and obtain a replacement stamp.
When the commission ends, dispose of the stamp so it cannot be misused.