Why Maryland Notaries Must Keep Their Journals for 10 Years

Your Notary Journal Is More Than a Log—It’s Legal Protection

As a commissioned notary in Maryland, your responsibilities don’t end when you stamp and sign a document. One of the most overlooked yet crucial parts of being a notary is recordkeeping, especially when it comes to your notary journal.

If you’re asking, “How long do I need to keep my journal?” — the answer is crystal clear:

Maryland law requires you to keep your notary journal for 10 years after the date of the last notarization recorded.

---

Why 10 Years?

That might sound like a long time, but it’s in place to protect both you and the public. Legal disputes, document authenticity questions, or fraud investigations can surface years after a notarization took place. Your journal becomes your official record—proof of what happened, when, and with whom.

---

What the Law Says

Under Maryland law (General Provisions Article § 18-219), the journal must:

• Be retained for 10 years from the date of the last entry.

• Be kept in a secure location (this applies to both physical and electronic journals).

• Remain accessible for reference, even if your commission ends, is suspended, or revoked.

If you stop practicing or your commission expires, you’re still responsible for keeping that journal and reporting its location to the Maryland Secretary of State, if requested.

---

Best Practices for Journal Storage

Whether you use a traditional paper journal or a digital platform, here are a few tips:

• Label your journal clearly with your commission name and number.

• Store physical journals in a locked, fireproof cabinet.

• Use a secure, encrypted system for electronic journals.

• Back up digital records in a secondary location (such as an external hard drive or secure cloud service).

• Keep a log of where each journal is stored and the date of the last entry.

Your notary journal is more than a routine tool—it’s a legal safeguard that backs up your professional integrity. By keeping it for the full 10 years as required, you’re not only following the law, but also protecting yourself from potential liability.

So before you think about tossing that old journal, remember: Keep it safe. Keep it secure. Keep it for 10 years.