# 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](/blog/glossary/am-no-24-10-14-sc/), [Electronic Notary Publics (ENPs)](/blog/glossary/electronic-notary-public/) maintain an **electronic notarial book** -- a digital, tamper-proof record stored through the [Electronic Notarization Facility (ENF)](/blog/glossary/electronic-notarization-facility/).

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## 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:

1. **Fraud prevention** -- Physical notarial books can be manipulated (entries added, altered, or removed after the fact). Electronic books with cryptographic protection and [audit trails](/blog/glossary/document-audit-trail/) make tampering detectable.

2. **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.

3. **Accessibility** -- Physical notarial books must be physically inspected. Electronic records can be accessed and searched instantly.

4. **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](/blog/glossary/am-no-24-10-14-sc/). The legal validity of electronic records is supported by [RA 8792](/blog/glossary/ra-8792/) and the [Rules on Electronic Evidence](/blog/glossary/rules-on-electronic-evidence/).

## Related Terms

- [E-Notarization](/blog/glossary/e-notarization/)
- [Electronic Notary Public (ENP)](/blog/glossary/electronic-notary-public/)
- [Electronic Notarization Facility (ENF)](/blog/glossary/electronic-notarization-facility/)
- [Document Audit Trail](/blog/glossary/document-audit-trail/)
- [A.M. No. 24-10-14-SC](/blog/glossary/am-no-24-10-14-sc/)

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[NotarialOS](https://notarialos.com) maintains a complete electronic notarial book for every ENP using the platform, with tamper-proof records and automatic upload to the SC database.