Policy basis and project framework
- The Land Registration Authority (LRA) acts to preserve the integrity of the land registration process, protect the sanctity of the Torrens Title, and serve as the central repository of land records.
- LRA implements the Land Titling Computerization Project (LTCP) to maintain online title information current, complete, and accurate.
- The LTCP secures and safeguards records in electronic form to deter tampering, substitution, or insertion of questionable data.
- The LTCP enables moving from a largely paper-based system to a largely paperless system and improves reliability and predictability of land registration procedures.
- The Circular links anywhere-to-anywhere data sharing capability to the ability to provide registration-related services through LRA Extension Offices.
Covered services and authorized users
- The SER Mechanism covers registration of transactions of LRA Partner Institutions involving Chattel Mortgages and Personal Properties.
- Only Authorized Users in an LRA Third Party EO may process transactions using the SER Mechanism.
- The Electronic Primary Entry Book (EPEB) and the databases used during SER must be those of the Registry of Deeds having jurisdiction over the transaction (Host RD).
- The LRA Third Party EOs are granted controlled-access through the system to the Host RD databases for self-service electronic registration.
- The LRA Partner Institution may use the facility only for its official and exclusive use, and such exclusive use may be extended to its subsidiaries or affiliates as may be provided in the Memorandum of Agreement between LRA and the Partner Institution.
Core operational rules for SER
- All transactions entered and processed using the SER Mechanism must be logged and saved in sequence of receipt and/or processing in the same EPEB and databases used by the Host RD.
- The EPEB Number and the Chattel Mortgage Identification Number (CMIN) assigned through SER must follow the sequence provided in the Host RD EPEB and databases.
- Payment of assessed fees is required for registration of the transaction.
- The Partner Institution must use the prescribed Standard CM Document with a 2D barcode containing the CM data.
- The prescribed Standard CM Document must be signed and notarized, then submitted to LRA together with the other required supporting documents.
- Documents subject of a transaction registered through SER must be kept and preserved by the Partner Institution in a secure manner.
- The Partner Institution must forward documents to the Host RD using a monthly schedule based on the confirmation date:
- Documents for transactions confirmed from the 26th of the previous month up to the 10th of the current month must be sent by the 15th of the month.
- Documents for transactions confirmed from the 11th up to the 25th of the current month must be sent by the end of the month.
- Subsequent transactions on the registered Chattel Mortgage and Personal Properties are allowed only after the Host RD databases have been updated.
- Issuance of Certified True Copy of registered documents is allowed only after the original documents have been received by the Host RD.
Step-by-step SER procedure (EO to Host RD)
- The Authorized Encoder in the LRA Third Party EO must receive the notarized Standard CM document and all other required supporting documents, select the RD having jurisdiction over the transaction, and provide all mandatory information into the System.
- The Authorized Encoder must scan and upload into the System all documents related to the transaction.
- The System must automatically-compute the appropriate fees based on the information provided by the Authorized Encoder.
- The LRA Third Party EO Authorized Validation Officer must check and certify:
- (i) completeness and correctness of the data encoded by the Authorized Encoder;
- (ii) correctness of the assessment; and
- (iii) completeness and authenticity of documents.
- If validated, the System must:
- print an Assessment Form;
- debit a designated account for the transaction fees due; and
- alert the Host RD that a CM transaction has been registered at the EO and is awaiting confirmation by the Host RD.
- Through the Host RD Approval Module, the System must allow the Host RD user to view all CM transactions validated at the EOs and confirm these.
- The System must treat the transaction as confirmed if the Host RD does not act after one (1) business day.
- Upon Host RD confirmation, the System must:
- automatically assign the EPEB Number and CMIN;
- save the verified encoded information in the Host RD’s EPEB and databases; and
- print a Certificate of Registration at the EO.
- After validation, the Partner Institution must forward the original documents of all validated transactions to the Host RD according to the delivery schedule prescribed under the Circular.
- Upon receipt of documents registered through SER, the Host RD Authorized Encoder must indicate in the System that the documents relating to the transaction have been received.
Legal effect and governing laws
- SER electronic registration by an LRA Partner Institution through its LRA Third Party EO has the same legal effect as registering a similar transaction directly in the Host RD.
- The Circular states that SER registration is in accordance with PD 1529, the E-Commerce Act, and other pertinent and applicable laws.
- The Circular takes effect immediately.