QuestionsQuestions (LRA Circular No. 20-2014)
The Circular is issued to implement guidelines for “Self-service Electronic Registration” (SER) of chattel mortgages and personal properties through LRA extension offices operated by LRA partner institutions. It supports LTCP objectives such as maintaining current and accurate online title information, ensuring system security and integrity, shifting toward a more paperless process, and improving reliability/predictability of registration procedures—while preserving the integrity of the land registration system under the LRA’s mandate.
Section 1 provides that the SER Mechanism covers the registration of transactions of the LRA partner institutions involving chattel mortgages and personal properties.
Only “Authorized Users” in the LRA Third Party EO may process transactions using the SER Mechanism.
During processing using SER, the Electronic Primary Entry Book (EPEB) and the databases used are those of the Registry of Deeds having jurisdiction over the transaction, called the Host RD. The EO is granted controlled access only to the Host RD’s databases.
All transactions entered and processed through SER are logged and saved in the same EPEB and databases used by the Host RD, in sequence of receipt/processing. The EPEB Number and Chattel Mortgage Identification Number (CMIN), as applicable, follow the sequence provided in the Host RD.
Yes. Section 1 requires payment of assessed fees for the registration of the transaction. Under Section 2, the system automatically-computes the appropriate fees based on the mandatory information encoded by the Authorized Encoder.
The partner institution must use the prescribed Standard CM Document with a 2D barcode containing the chattel mortgage (CM) data. The document must be signed and notarized, then submitted to LRA together with other required supporting documents.
The EO Authorized Validation Officer. The officer checks and certifies (i) completeness and correctness of data encoded by the Authorized Encoder; (ii) correctness of the assessment; and (iii) completeness and authenticity of documents.
An Assessment Form is printed, a designated account is debited for transaction fees, and the System alerts the Host RD that there is a CM transaction registered at the EO awaiting confirmation by the Host RD.
Under the “Approval Module” of the Host RD, the user can view all CM transactions validated at the EOs and confirm them. The system considers the transaction confirmed if not acted upon by the RD after one (1) business day.
After Host RD confirmation. Once confirmed, the system automatically assigns the EPEB Number and CMIN and saves the verified encoded information in the Host RD’s EPEB and databases.
After Host RD confirmation and system assignment/saving of verified encoded information. Thereafter, a Certificate of Registration shall be printed at the EO.
The Partner Institution must send documents to the Host RD: (1) by the 15th of the month for transactions confirmed from the 26th of the previous month up to the 10th of the current month; and (2) by the end of the month for transactions confirmed from the 11th up to the 25th of the current month.
Upon receipt, the Authorized Encoder at the Host RD indicates in the system that the documents relating to the transaction have been received.
Yes. Section 3 states that SER consistent with the Circular has the same legal effect as registering a similar transaction directly in the Host RD, and it is in accordance with PD 1529, the E-Commerce Act, and other applicable laws.
Subsequent transactions are only allowed after the Host RD databases have been updated.
Issuance of Certified True Copy is allowed only after the original documents have been received by the Host RD.
The partner institution may use the facility only for its official and exclusive use, which exclusive use may be extended to its subsidiaries or affiliates if provided in the Memorandum of Agreement between LRA and the partner institution.
The Circular states it shall take effect immediately. This is relevant because it impacts the earliest date when SER for covered transactions may be implemented and applied under the guidelines.