Paper vs. Electronic Journals: Which One Makes Sense for Your Notary Business?
As notaries, one of the tools we must maintain is a journal of our notarial acts. While the law in many states may leave the format up to us, the choice between a paper journal and an electronic journal (ejournal) often comes down to business practicality.
The Case for Ejournals
Ejournals are an excellent choice for notaries who perform consistent and frequent notarizations. If you are running a busy practice, handling real estate closings, or providing remote online notarization (RON) services daily, the subscription cost for an ejournal is more than justified.
Efficiency: Entries can be automated, time-stamped, and linked to electronic records.
Compliance: Some states require ejournals for RON, making them non-negotiable in those cases.
Organization: Digital storage makes it easy to retrieve past entries quickly.
For the full-time or high-volume notary, an ejournal isn’t just convenient—it’s a necessity.
The Case for Paper Journals
But what about notaries who only perform occasional notarizations? For those with inconsistent or part-time work, paying a monthly or annual subscription for an ejournal can quickly become an unnecessary expense.
Affordability: A paper journal is a one-time purchase that can last years.
Simplicity: No login credentials, software, or updates needed—just pen and paper.
Practicality: If you’re only notarizing a handful of documents each month, a paper journal gets the job done without added costs.
Paper journals remain the more sustainable option for notaries whose workload doesn’t yet justify the expense of digital systems.
A Balanced Approach
In my opinion, the best way to look at it is simple:
Consistent notary work = Ejournal
Inconsistent notary work = Paper journal
It’s not about which tool is “better” overall, but about which tool is better for your business model right now. A notary just starting out or working only on occasion may not see a return on investment from an ejournal subscription. But as business grows, switching to an ejournal can streamline operations and increase professionalism.
Final Thoughts
Choosing the right journal format is another example of how notaries must think like business owners. Every tool we use—whether physical or digital—should align with our workload, budget, and long-term goals.
So before you make the decision, ask yourself:
How often am I notarizing in-person?
Do I perform remote online notarizations?
Does my current income justify an ongoing subscription fee?
Your answers will guide you toward the right choice.
