Can I Add My Past Paper Journal Entries?
Yes. NotaryCentral supports adding your past paper journal entries for safekeeping in one centralized space. This is done through the platform's hybrid digital logbook, where you can log physical notarial acts and attach scans or photocopies of your original paper journal pages.
What You Can Do
- Log past paper entries: Create a new paper journal entry for each past transaction you want to preserve in NotaryCentral.
- Attach physical backups: Upload scans or photocopies of your original paper journal pages directly to the corresponding entry.
- Centralize your records: Store both the digital record and supporting documentation in one secure location for easier access and safekeeping.
- Maintain compliance documentation: Retain supporting evidence of your original entries, even if they were completed in a physical journal.
What You Cannot Do
- Automatically import physical journals: NotaryCentral does not bulk-import pages from a physical journal. Each past entry must be logged individually.
- Modify original paper records: You cannot change the content of your physical journal through NotaryCentral. Only the digital entry and attached files are stored in the platform.
- Replace statutory requirements: Always follow Pennsylvania (PA) notary laws and your commissioning requirements regarding the retention of your original paper journal. This workflow is for safekeeping and documentation purposes.
How to Add Past Paper Journal Entries
Step 1: Access the Journal Section
- Log in to NotaryCentral.
- Select Menu -> Journal from the main navigation.
- From the Journal view, select the option to add a paper-based entry.
Step 2: Create a Paper Entry for a Past Transaction
- Select Add Paper Entry (located within the Journal section).
- Complete all required fields for the past notarial act, including the date, time, act type, signer information, and any other details that were recorded in your original paper journal.
- Ensure the information you enter matches your physical journal record exactly for accurate safekeeping.
Step 3: Attach Scans or Photocopies
- Locate the Physical Backups & Scans section on the entry form.
- Select Attach Files to upload your scanned or photocopied pages of the original journal entry.
- Upload clear, legible files (PDF, JPG, or PNG are recommended).
- Confirm the correct pages are attached before saving.
Step 4: Save Your Entry
- Review all entered information and attached files for accuracy.
- Select Save to store the entry and its attachments in your digital logbook.
- The entry will now appear in your Journal, with the physical backup accessible from that record.
Tips for Organizing Past Entries
- Go chronologically: Add entries in order of oldest to newest to maintain a consistent timeline.
- Label your scans: Ensure your scanned pages are clearly oriented and include all relevant notes from your paper journal.
- Keep originals secure: This process is for digital safekeeping, but you must continue to retain your original physical journal as required by PA law.
- Verify file sizes: If your scan contains multiple pages, consider combining them into a single PDF for easier attachment.