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International experience of IT development in notarial activity

18th August 2016  
From the 16th to 17th of August, 2016 the international seminar, organized by Moscow regional notary chamber and the Commission of Federal notary chamber on international cooperation together with the Commission on use of information technologies, took place.

The representatives of Russia, Kazakhstan, Belarus, Turkey, Bulgaria and Estonia participated in the seminar. The main attention during the seminar was paid to the discussion of two subjects: development of information technologies in notarial practice and providing the rights of minors.

The vice-president of Federal notary chamber, the curator of the Commission on international cooperation, the president of the Moscow regional notary chamber Stanislav Smirnov opened the first day of the seminar. In the performance he paid special attention to the changes of the legislation which took place recently and are directed to the expansion of powers of notariat that, in turn, allows to provide rights and legitimate interests of citizens and legal entities more effectively.

In summer 2016 the President of Russia Vladimir Putin signed three federal laws: No. 172-FZ, No. 332-FZ and No. 360-FZ which continue the remaining last three years consecutive actions of the legislator for expansion of powers of the notary.

“New laws, significant for all of us, to which it would be desirable to pay attention first of all expand the list of cases of application of notarial writ of execution. It became the next step on transformation of the notarial act into the effective instrument of regulation of relations between creditors and debtors with respect for interests of both parties” — Stanislav Smirnov noted.

The specified legislative initiatives allow to strengthen the discipline, to increase stability of civil circulation, and also to provide protection of the rights of citizens and entrepreneurs, unloading thereby courts and effectively resolving issues within the legal framework.

One more provision of the updated legislation to which the vice-president of Federal notary chamber paid attention is a giving of a public status to the register of the revoked letters of authority. It means that since June, 2016 each publication in the register functioning within the Unified information system is a legally significant action. Besides, the law opens access to data on the certification of the letters of authority to the state bodies within rendering services by them. Thus, the state bodies will be able to verify authenticity of the letters of authority provided to them on equal basis with the notaries. Stanislav Smirnov noted that, “providing to citizens and state bodies a possibility of verification of the letters of authority online, we once again strengthen legal protection of the population and we minimize the opportunity of fraudulent schemes with use of counterfeit letters of authority”.

One of the last current legislative norms is entering of the norm regulating the extreme sizes of rate for services of legal and technical nature in all regions of Russia. The methodical recommendations on cost limits developed by the Federal notary chamber became obligatory by law now. Notary chambers shall follow them when forming a scale of tariffs for the region. Large-scale work was carried out by the Federal notary chamber with involvement of the leading economists and representatives of research institutions within which all calculations were carried out taking into account socio-economic indexes of this or that region, including the size of a subsistence minimum per capita, the number of the notarial actions made on average by one notary in this region and the existing labor costs for carrying out of notarial actions.

Entering of the obligatory notarial form for a number of transactions with shares became one of the main achievements of notarial activities in recent years and transactions mentioning socially unprotected segments of the population, i.e. minors and citizens recognized restrictedly capable. “The legislator put trustand continues to put trust in notariat as the effective instrument of protection of the rights of this category of citizens” — Stanislav Smirnov emphasized.

In addition to the listed new laws Stanislav Smirnov mentioned the 56th Article of Bases of the legislation of the Russian Federation on notariat, which is significant for the organization of notarial activitie. According to this article any notary of the subject of the Russian Federation where there is the corresponding property can perform the transaction on alienation of the real estate. This provision is aimed at providing the rights of citizens and will allow to avoid additional finance and time expenditure which the person faced in case of the address to the notary earlier.

“Providing residents of all territorial subjects of the Russian Federation with convenient and available service of the certification of real estate transactions regardless of the place of their accommodation, we once again confirm the status of the notary as the most effective and reliable tool guaranteeing respect of the rights and legitimate interests of citizens. Expansion of powers of notariat as a result of new laws accepted by the legislator is in direct dependence on quality of our work for which each of us is responsible” — the vice-president emphasized.

At the end of the speech Stanislav Smirnov expressed confidence that the meetings with colleagues from the states of the former Soviet Union and far abroad countries in this way will be useful to all participants of the event and will become traditional.

The first part of the seminar was devoted to the use of information technologies in notarial practice. The representatives of notariats of Kazakhstan, Turkey, Bulgaria, Estonia and Russia talked about this topic.

The president of the Notary chamber of the Republic of Kazakhstan Asel Zhanabilova made the report on the electronic register of notarial actions. She told about interaction of the Kazakh notariat in electronic form with authorities, the REGISTRY OFFICE, registration authorities of legal entities, registration authorities of real estate. In Kazakhstan more than six years the Unique Notarial Information System started to function in which all notaries of the country work. This system is integrated with the state base of legal entities, the state database, the information system of the registrar of the real estate and the REGISTRY OFFICE. Main objectives of the Unique Notarial Information System of Kazakhstan are optimization of control over notarial activities from the Ministry of Justice and providing the population with high-quality notarial services. In Kazakhstan all real estate transactions are performed only through the notary that allowed this country to rise from the 27th to the 14th place in the rating of Doing Business determining favorable conditions for business in the respective country.

The speech of Mr. Coskun Aydin, a notary in Istanbul, was devoted to the notarial actions of the notaries in Turkey executed in electronic form. The actual number of the notaries in Turkey is 1844. The notaries perform electronic transactions since 2004. In electronic form notaries perform the procedure of sale of the car, certification of documents on inheritance and documents on issue and cancellation of letters of authority.

Mr. Nasko Borisov, a notary in Ardino, spoke about information technologies in work of the Bulgarian notaries and shared the prospects of their development. Till 2008 in Bulgaria the number of the forge transactions with the real estate was made even to quantity of domestic crimes. It has become possible because of a large number of false letters of authority. In 2008 the electronic archive which all notaries of the country can use free of charge begun to be used by the Notary chamber of Bulgaria, and it allows notaries to have the general access to information on all letters of authority existing in the territory of Bulgaria.

The representative of the Chamber of notaries of the Republic of Estonia, the notary of Tallinn Ayvar Mesikyappa spoke about information technologies in work of the Estonian notaries. He spoke in detail about questions of registration of real estate and legal entities in electronic form and of interaction with authorities.

The speech of the notary of Moscow, the member of the commission on use of information technologies, Alexander Tsarelungo was devoted to the certification of equivalence of the electronic 

The director of “Center of Innovations and Information Technologies” fund Vladimir Golobokov spoke about the Unified information system of notariat of the Russian Federation, about ways of its formation, and also shared development plans of electronic system.

The first part of the seminar finished with the speech of the head of the Department of development of the budget payments of Federal Treasury, Oksana Rud, who spoke about features of fee and duties through the State information system of the state and municipal payments in case of interaction with the bodies providing the state and municipal services.

Summing up the first part of the seminar devoted to information technologies in notarial practice, the commission chairman of the Federal notary chamber of use of information technologies, the president of the Kaluga regional notary chamber Oleg Golovatyuk noted that the reports of participants are interesting and useful from the point of view of experience exchange, and also emphasized that the future of modern notariat is in development and use of electronic systems.

The second part of the seminar was devoted to providing the rights of minors in notarial practice. The representatives of notariat of Russia, France and Kazakhstan discussed about this topic.

The member of the commission of international cooperation of the Federal notary chamber, the president of Notary chamber of the Voronezh region Anna Chugunova i covered the topic “The Minor as a Participant of Notarial Process in the Russian Federation”.

The representative of the Supreme council of notariat of France responsible for cooperation with Russia, the notary of Paris Serge Pascault spoke about minor participants in notarial process in France.

The speech of the president of Notary chamber of Almaty region of the Republic of Kazakhstan, the private notary of Karasaysky district of Almaty region Saule Akiltayeva was devoted to questions of observance, providing protection of the rights of minor participants of notarial process.

The subject of providing the rights of minors in notarial practice was discussed in the second day of the seminar. The notary of Bulgaria Rumena Stoyanova spoke about features of transactions with participation of minors in Bulgaria. The notary of the Vitebsk regional notary chamber Tatyana Maskina informed the participants of the seminar about the legislation of Republic of Belarus on tuition and tutelage and features of legal status of minor successors. The commission president of Federal notary chamber on international cooperation, the president of Notary chamber of the Leningrad region Elena Moskal presented the report on identification of the minor. The member of the commission of Federal notary chamber on international cooperation, the notary of Magnitogorsk Natalya Fleischer spoke about interaction of notaries with agencies of tuition and tutelage in the Russian Federation.