Guidelines on Self-Service Electronic Registration

Implements a transition from a primarily paper-based to a largely paperless land registration system.
Maintains up-to-date, accurate, and secure online title information.
Protects records from tampering, destruction, and loss due to disasters or time.
Features the "anywhere-to-anywhere" (A2A) data-sharing capability across different LRA offices.
Ensures the reliability and predictability of land registration procedures.

LRA sets up Extension Offices outside main LRA and Registry of Deeds locations to decongest these offices and extend service hours.
Operated by Partner Institutions authorized via Memoranda of Agreement.
Initially focused on processing certified true copies of titles for the official use of Partner Institutions.
Expanded services to include registration-related transactions, including chattel mortgages.

Applies to the registration of transactions involving chattel mortgages and personal properties by LRA Partner Institutions.
Authorized Users at LRA Third Party EOs exclusively process transactions using the SER.
Transactions processed utilize the Electronic Primary Entry Book (EPEB) and databases of the Registry of Deeds with jurisdiction (Host RD).
LRA Third Party EOs have controlled system access to Host RD databases for this purpose.
All transactions are logged sequentially in the Host RD’s EPEB and databases, with assigned entry numbers following the Host RD’s sequence.
Payment of assessed registration fees is mandatory.
Partner Institutions use prescribed Standard Chattel Mortgage documents with embedded 2D barcodes; these must be signed and notarized.

Partner Institutions must securely preserve all documents related to registered transactions.
Original documents are submitted to the Host RD following a strict schedule twice monthly.
Subsequent transactions on registered chattel mortgages and personal properties can proceed only after database updates at the Host RD.
Certified True Copies of registered documents are issued only after the Host RD receives the original documents.
Use of the SER facility is restricted to the official and exclusive use of the Partner Institution and, where allowed, its affiliates or subsidiaries per the Memorandum of Agreement.

Authorized Encoder at the LRA Third Party EO receives notarized documents and supporting papers.
Encoder selects proper Registry of Deeds, encodes mandatory data, scans, and uploads documents into the system.
System automatically computes the transaction fees.
Authorized Validation Officer verifies data completeness, correctness of fees, and document authenticity.
Upon validation, an Assessment Form is printed, fees charged to a designated account, and notification sent to the Host RD for confirmation.
Host RD reviews and confirms the transaction within one business day, otherwise confirmation is automatic.
System assigns EPEB Number and Chattel Mortgage Identification Number (CMIN) upon confirmation.
Certificate of Registration is printed at the EO.
Original documents are forwarded to the Host RD according to the prescribed schedule.
Host RD marks receipt of documents in the system.

Transactions registered via the SER mechanism have the same legal effect as those registered directly with the Host RD.
The system complies with relevant laws including Presidential Decree 1529, the E-Commerce Act, and other applicable regulations.
The Circular implementing these guidelines took effect immediately upon issuance.

Decentralization of land registration services to improve efficiency and accessibility.
Integration of technology to ensure secure, fast, and reliable registration of chattel mortgages.
Establishment of controlled-access electronic systems linking Partner Institutions and Registries.
Mandatory notarization and use of standard documents to safeguard authenticity.
Clear procedural steps for encoding, validation, confirmation, and documentation.
Legal recognition of electronic registration equivalent to traditional registration methods.
Defined roles and responsibilities of LRA, Partner Institutions, and Registry of Deeds offices.
Schedule and security protocols for document submission and storage.
Exclusive use policy to restrict the system’s access to authorized entities only.