The Anatomy of the Electronic Journal
Record keeping is the bedrock of notarial accountability, and the Illinois Secretary of State has established comprehensive rules for the electronic journal. Unlike paper journals which can be lost, altered, or damaged, the electronic journal must be a permanent, tamper-evident digital ledger. For every single RON transaction, the notary must record the date and time of the act, the type of notarial act performed, a description of the document, and the names and addresses of all principals involved. Furthermore, the journal must detail exactly what method of identity verification was used, creating an immutable record that can be relied upon in future legal disputes.
The 7-Year Audio-Video Recording Mandate
Perhaps the most significant departure from traditional notarization is the requirement to retain an audio-video recording of the entire RON session. Illinois law mandates that this recording must be securely stored for a minimum of seven years. This recording serves as the ultimate piece of evidence regarding the signer's identity, their willingness to sign, and their comprehension of the document. If a notarized document is challenged in court years later, the audio-video recording can be retrieved to definitively prove the circumstances surrounding the execution. This dramatically reduces the liability of the notary and provides unprecedented security for the relying parties.
Security and Access Control
The electronic journal and the associated audio-video recordings contain highly sensitive Personally Identifiable Information (PII). Consequently, Illinois places the burden of security squarely on the electronic notary. The notary must maintain exclusive control over their journal and recordings, ensuring they are protected by strong passwords and multi-factor authentication. In the event that a notary's commission is suspended, revoked, or expires without renewal, the law outlines specific procedures for transferring these critical records to a secure repository or directly to the Secretary of State, ensuring the 7-year retention rule is upheld even if the notary leaves the profession.