Secure ID Capture for Notary Journals

Last updated October 8, 2025

Notary journals require precise record keeping. Each entry demands a signer’s name, address, ID number, and issue and expiration dates. Typing those details by hand slows you down and increases the risk of transposing digits or leaving sensitive data stored insecurely.

The risk of manual entry

Every notary knows the stress of capturing ID information accurately. A single typo in an ID number can create compliance issues, and storing photos of IDs in your camera roll or third-party apps exposes clients to unnecessary risk.

NotaryCentral’s compliant ID scan

NotaryCentral offers an ID capture tool built specifically for journaling. Here’s how it protects you and your signers:

• On-device text extraction: A photo of the ID is processed directly on your device. The image never leaves the phone, keeping the document out of the cloud.
• Structured by AI: Only the extracted text is sent to OpenAI, which structures the data so the journal can auto-fill fields like name, ID number, and expiration date.
• Extensively tested: The feature has been validated with a large suite of tests to ensure reliable auto-fill results.
• Fast turnaround: The average processing time is about six seconds, so you get the information you need without slowing down the signing.

Double-check for accuracy

AI can occasionally misread characters, especially on worn IDs. Always review every auto-filled field against the physical ID before saving your entry.

Disclaimer

Always verify your state’s requirements before relying on automated tools, and confirm that all journal entries are accurate before finalizing them.

⚠️ A misprinted record won’t derail a notarization, but during an audit it could raise questions and even result in fines.