What Is a Notarial Book? Physical vs. Electronic Record-Keeping for Notaries
A notarial book (also called a notarial register) is the official record maintained by a notary public documenting every notarial act performed. Under the 2004 Rules on Notarial Practice, this was a physical book. Under A.M. No. 24-10-14-SC, Electronic Notary Publics (ENPs) maintain an electronic notarial book – a digital, tamper-proof record stored through the Electronic Notarization Facility (ENF).
What a Notarial Book Contains
Each entry in the notarial book records:
- Date and time of the notarial act
- Type of act (acknowledgment, jurat, copy certification, signature witnessing)
- Names of the parties (principal, witnesses)
- Description of the document notarized
- Reference number assigned to the act
- Identity verification details used to confirm the principal’s identity
- The ENP’s notation confirming the act was properly performed
Physical vs. Electronic Notarial Book
| Aspect | Physical Notarial Book | Electronic Notarial Book |
|---|---|---|
| Format | Bound paper register | Digital database |
| Storage | ENP’s office (physical) | ENF platform + SC database |
| Tamper risk | Pages can be removed, entries altered | Tamper-proof with cryptographic protection |
| Searchability | Manual page-by-page | Instant digital search |
| Verification | Must physically inspect the book | Remote verification via SC database |
| Disaster recovery | Vulnerable to fire, flood, loss | Backed up and replicated |
| Submission to court | Physical copy required | Digital access, verifiable |
| Retention | ENP retains until submitted to Clerk of Court | Permanent SC database storage |
Why Electronic Notarial Books Matter
The shift to electronic notarial books addresses several long-standing problems with physical record-keeping:
Fraud prevention – Physical notarial books can be manipulated (entries added, altered, or removed after the fact). Electronic books with cryptographic protection and audit trails make tampering detectable.
Centralized verification – Under the new rules, electronic notarial records are uploaded to the Supreme Court’s centralized database. Any party – courts, lawyers, businesses – can verify a notarial act against the official record without needing to locate the original physical book.
Accessibility – Physical notarial books must be physically inspected. Electronic records can be accessed and searched instantly.
Permanence – Physical books can be lost to fire, flood, or simple neglect. Electronic records can be backed up and preserved indefinitely.
Legal Basis
The electronic notarial book is established under A.M. No. 24-10-14-SC. The legal validity of electronic records is supported by RA 8792 and the Rules on Electronic Evidence.
Related Terms
- E-Notarization
- Electronic Notary Public (ENP)
- Electronic Notarization Facility (ENF)
- Document Audit Trail
- A.M. No. 24-10-14-SC
NotarialOS maintains a complete electronic notarial book for every ENP using the platform, with tamper-proof records and automatic upload to the SC database.