02/06/2025
๐๐ค ๐๐ก๐ก ๐๐๐๐ผ๐๐๐๐ ๐๐๐ฝ๐๐๐พ ๐ค๐ ๐๐ฝ๐ ๐๐๐ข๐๐ค๐๐ฃ๐๐ ๐๐๐ก ๐๐ช๐ง:
Please be informed of the required compliances that every notary public should observe as per OCA Circular No. 197-2025 dated May 30, 2025.
Every notary public should submit to the OCC, WITHIN THE FIRST TEN (10) DAYS of the month, certified copy of documents as entered in the Notarial Register and email in PDF format the duplicate original copy of said documents to the OCC.
Every notary public is expected to start the submission of electronic documents not later than June 10, 2025 for all entries made starting June 1, 2025.
The designated email address of the OCC Zamboanga del sur for this purpose is ๐ซ๐ญ๐๐ฉ๐๐ .๐ง๐จ๐ญ๐๐ซ๐ข๐๐ฅ๐ซ๐๐๐จ๐ซ๐๐ฌ@๐ ๐ฆ๐๐ข๐ฅ.๐๐จ๐ฆ
Every notary public is HIGHLY RECOMMENDED to maintain an email address intended for the abovementioned purpose as the use by notaries public of personal, nonprofessional email accounts as their email address of record IS PROHIBITED.
A sample of the online reportorial is herein attached for reference.
Note: A notary public shall, at no additional cost, transmit through email a copy of electronic format to the signatory of document within five days from the completion of notarial act or from the deadline to transmit the duplicate original copy to the OCC. The signatory may waive the transmittal of duplicate copy of document in electronic format.
For uniformity, the IBP ZDS suggests that the FILE NAME of the PDF FILE for each document should be formatted as KIND OF DOCUMENT DATE(MMDDYYYY) FIRST PARTY & SECOND PARTY. ๐.๐. ๐ฟ๐๐๐ ๐ค๐ ๐๐๐ก๐ 06022025 ๐๐๐ง๐๐ ๐๐๐ฃ๐ฉ๐ค๐จ & ๐
๐ช๐ก๐๐ ๐พ๐ง๐ช๐ฏ
๐๐๐๐ผ๐๐ ๐๐๐๐๐ ๐๐ ๐๐พ๐ผ ๐พ๐๐๐พ๐๐๐ผ๐ ๐๐. 197-2025 ๐๐๐ ๐พ๐๐๐๐๐๐๐ ๐ฟ๐๐๐ผ๐๐๐ ๐๐ ๐๐๐ 2004 ๐๐๐๐๐ ๐๐ ๐๐๐๐ผ๐๐๐ผ๐ ๐๐๐ผ๐พ๐๐๐พ๐ ๐ผ๐๐๐๐ฟ๐๐๐๐๐.
For the benefit of all members, the IBP Zamboanga del Sur Chapter will schedule an orientation and forum regarding the changes. Please stand by for updates. Thank you!
--------------------------------------------------------------------------
๐๐๐ข๐ญ:
*Only submissions dated from ๐๐๐ฒ ๐ ๐ญ๐จ ๐๐๐ฒ ๐๐ are required to be submitted on ๐๐ฎ๐ง๐ ๐๐. Please ensure that entries outside of this date range are not included.
*Please be informed that the new designated email address for notarial record storage is ๐ซ๐ญ๐๐ฉ๐๐ .๐ง๐จ๐ญ๐๐ซ๐ข๐๐ฅ๐ซ๐๐๐จ๐ซ๐๐ฌ@๐ ๐ฆ๐๐ข๐ฅ.๐๐จ๐ฆ. Kindly use this address for all relevant submissions and correspondence.