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Duties of the Registration Office

The major duties and responsibilities of a registration office include processing registration request cases and
issuance of certified copies and/or certificates upon civil request. Other tasks include issuance of personal
seal-impression certificate of corporations and certification of a definite date on private documents. The
procedure of the tasks are elaborated below:

Processing of Registration Application

The registration process begins when the completed registration form is submitted by the applicant. After the
application has been received, the registration officer executes the registration process if the form is legally
valid. The registration procedures include reception, inspection, entry, and electronic signing and notification.

Reception

After the application form has been received, the form is stamped with a seal inscribed with time and date
which the form was received. Then the form is given a corresponding number. Then the information data of
the registration application is entered into the computer database. A certified copy of the registry can only be
issued after the registration process has been completed.


Verification by the head of the Registry Office

The application form,after being recorded in the receipt book, requires confirmation by the head of the registry
office before it is brought to the registration officer for processing.


Processing by the Registration Officer

  1. Inspection of the application form : After the registration officer receives the registration application
    form from the head of the registry office, the officer conducts formal inspection of not only the application
    form but of all attachments as well. The inspection is conducted basically on the completed application
    form. This stage would be checking whether the request has been made by applying proper measures and
    that all the necessary documents are attached properly. The registration officer conducts inspection of the
    requested registration case by comparing the application form with the registry, attachment form with the
    registry and the application form with its attachments.
  2. Entry : The application form is subject to revision or rejection in case any errors are found. The data of
    only legally acceptable application form will be entered into the registry.
  3. Electronic sealing : After the registration process has been completed, the registration officer, will cross-
    check the application form and attachments with the entered data, and as the final procedure complete the
    process with electronic sealing.

This completes the registration process.


Staff Administration

  1. Certificate of the Completion of Registration : Registration application forms which the registration
    process has been completed will be transferred to the administrative affairs section for issuing of certificate
    of the completion of registration..
  2. Registration Completion Notification : When the registration procedure has been completed, the
    registration officer notifies the applicant, interested parties, other registration offices, concerned authorities,
    or related tax office depending on the type of registration. Tax information is forwarded if necessary.

Certified/Abridged Copy of the Registry and Registry Reading

Obtaining Certified/Abridged Copy of the Registry and Inspection Request
(Visit to the Registration Office required)

Requests for obtaining certified/abridged copies of the registry and registry reading are accepted at the
issuance counter of the registration office. Request procedure is processed as follows: completed
application form, submission of the form, service charge payment and issuance of certified/abridged copy
of the registry and/or permit for registry reading.

The application form can be found at civil petitions counter. When filling out the form, correct information is
required, especially for the real property section. Incorrect information of real property or corporation could
lead to issuance of wrong copies or denial.


Access to Certified Copies and Reading Real Property Registry on-line

E-registry service, which is available at the Supreme Court homepage allows the users to receive certified
copies of the registry or to read real property registry. Only certified copies of the registry are issued
including cancelled items.


Certification of Confirmation Date for Personal Documents

Certification of confirmation date means that the effect of authentication has been granted to the preparation date
of the personal document, such as lease or sales contracts. Confirmation date becomes certified after the
document receives a seal of date from the registration officer. When the registration officer receives a request for
confirmation date certification, he/she enters the name of the applicant, the document title and date. Then the
certifying seal is sealed between the document and the registry book, completing certification of process of the
confirmation date. Thus certification of personal documents by providing confirmation dates is included in the
duties of a registration officer.

Following section provides brief introduction on the relationship between housing lease and shop lease which
are very closely related to the daily lives of the citizens.

When a lessee moves into the leased housing after transferring the resident registration to thedong - office and
has the confirmation date certified on the lease contract, the lessee can receive protection as those who have
registered for lease rights establishment.

To provide protection to the shop lessee, Shop/Building Lease Protection Law was enforced on November 1,
2002, which allows the shop tenants to access the certified confirmation date sealed with seal of the head of the
tax office of jurisdiction by presenting the business registration certificate, the original copy of the lease contract
to the tax office under jurisdiction. (Further information regarding confirmation date for shop lessee, can be
obtained at the National Tax Service or the regional tax office.)