To Log or Not to Log? Why Florida Notaries Approach Journals Differently
- Leo McKay
- Jul 8
- 4 min read
If you’re signing documents in Orlando — whether at Lake Nona, a Winter Park office, or the Orange County Courthouse downtown — understanding when a notary must keep a journal can protect you and your transaction. Florida’s approach differs from Texas and Pennsylvania, and the current 2026 regulations make the distinction especially important for Remote Online Notarizations (RON).
💡 Key Takeaways
Florida does not require a journal for traditional in-person (paper) notarizations, but keeping one is a recommended best practice.
For RONs, Florida law (F.S. § 117.245) mandates a secure electronic journal, backup, and 10-year retention of journal entries and audio-video recordings.
Other states—like Texas and Pennsylvania—require journals for all notarizations; rules vary widely across the U.S.
Orlando residents can still use local public notary resources (Orange County Courthouse Self-Help Center) but should rely on compliant RON providers for online transactions.
Why Florida Treats Notary Journals Differently
Florida separates traditional (in-person) notarial practice from Remote Online Notarization (RON). In plain English: if a signer appears in person, Florida law does not force the notary to keep a written journal — but if the notary performs an online notarization, an electronic journal is mandatory. This split is embedded in Chapter 117 (Part II) and specifically in F.S. § 117.245 under the state’s RON framework. These are the rules that govern under the current 2026 regulations.
Traditional (In-Person) Notarizations — What to know
Florida’s core notary statute (Chapter 117, Part I) does not impose a universal journal/recordbook mandate for standard ink-and-paper notarizations.
The Governor’s Reference Manual for Notaries explicitly states keeping a journal is “not required by Florida law” for traditional notarizations, but it recommends journals as a liability- and risk-management best practice.
Practical takeaway (plain English): you can notarize in person in Orlando without a formal journal, but keeping one helps document who signed what and when if a dispute arises.
Remote Online Notarizations (RON) — Mandatory records and retention
F.S. § 117.245 requires online notaries to keep one or more secure electronic journals of online notarizations. The law lists required data elements for every entry: date/time, type of notarial act, a description of the record, the principal’s name and address, what identity evidence was used, fees, and more.
Backup and retention rules: the statute requires a backup of the electronic journal and mandates that the electronic journal and audio-video recordings be kept for at least 10 years after the notarial act.
Special note: RON sessions that include an electronic will have extra custody and qualified-custodian nuances that notaries must follow under the statute.
Plain English: if your signature happens over a video platform with a Florida online notary, the notary must create and keep a secure electronic log and a recording of the session for 10 years.
How This Compares Across State Lines
Texas: Tex. Gov’t Code § 406.014(a) generally requires a notary to keep a record book of notarizations, and required records must be kept until the 10th anniversary of the notarization.
Pennsylvania: 57 Pa.C.S. § 319(a) makes journal maintenance mandatory for all notarial acts; the law allows either tangible or electronic journals but imposes format and tamper-resistance rules.
Takeaway: requirements vary widely across America. Florida’s split approach (optional journal for in-person, mandatory electronic journal for RON) sits between states that always require journals and those that may have different rules.
Practical Tips for Orlando Notaries and Signers
If you’re signing in person near downtown Orlando (Orange County Courthouse, 425 N. Orange Ave., Suite 340), the Orange County Clerk of Courts Self Help Center lists in-person notary services and hours (Mon–Fri 7:30 a.m.–4:00 p.m.). It’s a reliable place to get walk-in help for straightforward notarizations.
Even though Florida doesn’t legally require a journal for in-person notarizations, we recommend keeping one. A simple bound journal with date, signer name, ID used, document type, and fee can prevent future disputes.
For RON transactions (common with remote closings, real estate, or clients in Lake Nona or working from Winter Park), only a compliant RON provider should perform the notarization; they must secure the electronic journal, create backups, and retain records for 10 years.
Backups and security matter: for RON journals make sure encryption, secure backups, and access controls are in place — these are not optional under the RON statute.
Common Questions and Answers
❔ Do I need a journal for a loan or mortgage signing in Orlando? If the notary is in-person in Florida, there is no statutory requirement, but lenders and title companies often expect detailed records. If the signing is remote, yes — the notary must keep an electronic journal and recording.
❔ How long must records be kept? For RON: at least 10 years for the electronic journal and audio-video recordings. For in-person notarizations: Florida law does not set a universal journal retention requirement because a journal is not required by statute for those acts.
❔ Where can I go locally for a public notary? The Orange County Clerk of Courts Self Help Center at the Orange County Courthouse (425 N. Orange Ave., Suite 340) offers notary service during business hours.
Because rules vary by state and by notarization method, choosing a notary who understands both Florida’s RON rules and local Orlando practice safeguards your transaction. Whether you’re in Lake Nona, Winter Park, or near the Orange County Courthouse, make sure your notary follows the current 2026 regulations for RON and follows best practices for in-person work.
Protect yourself from liability: our team follows strict recordkeeping habits so your sensitive transactions stay legally bulletproof. For help with compliant Remote Online Notarizations or convenient Orlando Mobile Notary service, contact us for Orlando Mobile or Remote Online Notary services.
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