A record must be kept each time a Colorado Notary Public performs a notarial act. This record is to be kept in the Colorado notary journal. There is only one exception to this rule. Suppose the original, copy, or electronic record of the document being notarized includes all of the information that would usually be entered in the journal and is to be kept by your firm or employer. In that case, you do not have to enter it inside your journal. However, even though the law permits this, the state still recommends that every notarization is recorded in the notary public journal. This is one of the requirements to becoming a CO notary.
The Secretary of State does not provide notary journals (or notary seals). Purchasing these is part of the cost of being a notary. These supplies can be purchased through retailers specializing in Colorado notary supplies.
All of the following information must be included in the notary journal:
- The date on which the notarial act occurred
- The type of notarial act that occurred
- The title or type of document or proceeding that was notarized by the notary public
- The date of the document or proceeding, if it is different than the date of the notarization above
- The name of each person whose oath, affirmation, acknowledgment, affidavit, declaration, deposition, protest, verification, or other statement is taken.
- The signature and address of each person whose oath, affirmation, acknowledgment, affidavit, declaration, deposition, protest, verification, or other statement is taken.
- If applicable, each witness's printed name, signature, and address to the notarization.
- If applicable, a certificate of authentication for each notarized electronic signature by the provider of the electronic signature or each person whose oath, affirmation, acknowledgment, affidavit, declaration, deposition, protest, verification, or other statement is taken.
- Any other information that the notary public thinks should be included with the notarial act. Even though the state does not require thumbprints, some notary publics (especially those previously notary publics in other states) choose to include them here.