Journal entries

Journal entries. A. Separate entries. Each notarial act must be indicated as a separate entry in the journal. B. Optional entries. In addition to the entries required under Section 37(3) of the act (relating to journal), a journal may contain the signature of the individual for whom the notarial act is performed and any additional information about a specific transaction that might assist the notary public to recall the transaction. C. Prohibited entries. A journal may not contain any personal financial or identification information about the notary public's clients, such as complete Social Security numbers, complete drivers' license numbers or complete account numbers. Terminal numbers for these types of numbers, including the last four digits of a Social Security number, may be used to clarify which individual or account was involved. D. Fees. Each notarial fee charged should correspond to the notarial act performed. If a fee is waived or not charged, the notary public shall indicate this fact in the journal entry using notations such as ''n/c,'' ''0'' (zero) or ''—'' (dash). Clerical and administrative fees, if charged, shall be separately itemized in the journal. E. Address. For purpose of journal entries, address means the city and state only. F. Personal financial or identification information. For the purpose of subsection (c) of this Rule, ''personal financial or identification information'' means: 1. An individual's first name or first initial and last name in combination with and linked to any one or more of the following data elements when the data elements are not encrypted or redacted: a. Social Security number. b. Driver's license number or a State identification card number issued instead of a driver's license. c. Financial account number, credit or debit card number, in combination with any required security code, access code, or password that would permit access to an individual's financial account. 2. The term does not include publicly available information that is lawfully made available to the general public from federal, state, or local government records. G. Transitional provision. A notary public who holds a commission on July 1, 2021, may continue to use the notary public's journal until the expiration of that commission, which may occur after July 1, 2021.