What should notaries avoid while keeping their electronic journal and audio-visual recordings?

Notaries must prioritize the security and privacy of the information they collect, which makes avoiding unauthorized access and use essential. An electronic journal and any audio-visual recordings are sensitive records that contain personal information about signers and the notarization process. If unauthorized individuals gain access to this data, it could lead to identity theft, fraud, or a breach of privacy for the signer.

By preventing unauthorized access, notaries protect both their own legal responsibilities and the confidentiality of the individuals involved in the notarization. This practice ensures compliance with state laws and regulations regarding the handling of notarial records, fostering trust in the notarial process.

While the other options touch on important considerations—transmitting recordings to signers can violate privacy laws, storing them with personal client files could lead to mishandling of sensitive information, and destroying them after three years could breach record-keeping requirements—they do not address the overarching importance of securing the integrity of the information and safeguarding it from unauthorized use.