OJT DOCUMENTATION

OJT

Documentation

Mary Jane B. Difuntorum

AIT-II

HISTORY OF LAND REGISTRATION AUTHORITY (LRA)

     Sir Robert Torrens originated the system of land registration known today all over the world as the Torrens System. As the Commissioner of Customs in South Australia, Torrens was inspired by the facility with which ships or undivided share therein were negotiated and transferred in accordance with the Merchant Shipping Acts. Becoming a register of deeds, he advised a scheme of registration of title that improved on the old       system. When he became a member of South Australia's First Colonial Ministry, he introduced in the parliament a bill providing for the adoption of his scheme of land registration. The measure was passed and came to be known as "Torrens System". On November 6, 1902, the Philippine Commission enacted Act 496, known as Land Registration Law. This provided for the creation of the Court of Land Registration (CLR), the office of the Registers of Deeds and of the institution in this country of the Torrens System of registration whereby real estate ownership may be judicially confirmed and recorded in the archives of the government. However, the system actually took effect on February 1, 1903. Five judges were appointed by the Governor-General with the advice and consent of the Philippine Commission. One judge was designated Judge of Court; the rest were assigned Associate Judges. Other members of the court were a clerk and assistant clerk, both appointed by the Attorney General with the approval of the Secretary of Finance and Justice. Along with the court were established the Registries of Deeds.

     Later, the Court of Land Registration, because of Act No. 2374, was given over the Court of First Instance and a new office was established - the General Land Registration Office. On June 17, 1954, Republic Act No. 1151 abolished the GLRO and created in its stead the Land Registration Commissions (LRC). The Commissioner of Land Registration took over the powers and functions of the GLRO, including those of the judge of the fourth branch of the Court of First Instance of Manila. The LRC worked under the jurisdiction of the Department of Justice, and was in direct control of the Registers of Deeds (RDs) as well as the Clerks of Court of First Instance in land registration cases. It was then that registry of deeds was established in every city and every province and a branch registry was put up wherever else possible at the time. On February 9, 1981, the President of the Philippines issued Executive Order No.649 reorganizing the LRC into the National Land Titles and Deeds Registration Administration (NLTDRA).This agency operated under the administrative auspices of the then Ministry of Justice, and extended effective assistance to the Ministry of Agrarian Reform, the Land Bank of the Philippines, and other agencies in line with the Land Reform Program. In a Presidential Memorandum Circular of September 30, 1988, the NLTDRA was changed into the Land Registration Authority. This was in line Executive Order No. 292 dated July 25, 1987, instituting the Administrative Code of 1987, which took effect on November 23, 1989.The Authority has grown through the years. It now has 2500 employees nationwide. And it has consistently increased its revenues though its registries of deeds for the past five years. Many new methods and techniques have been developed by the administration in the defense of the landowner. Time has not stymied the purpose of the agency, but has honored its sense of duty to that of a fine new razor. In truth the authority is more active than ever, willing and able to be defend the integrity of the Torrens system in the Philippines for the benefit of the landowner...the Filipino!!!

MANDATE OF LRA

• The LRA exists for the sole purpose of implementing and protecting the Torrens system of land titling and registration. It is the central repository of all land records involving registered or titled lands.
•  It issues decrees of registration pursuant to final judgment of the courts in land registration proceedings and causes the issuance by a registrar of deeds the corresponding certificate of title;
• It is tasked to issue all subsequent or transfer certificates of title which may either be issued judicially or administratively; It keeps the title history or records of transaction involving titled or registered lands; It exercises control over the disposition or alienation of registered lands in accordance with existing government rules and regulations; It provides legal and technical assistance to the courts on land registration cases; It extends assistance to other agencies of the government in the implementation cases; It extends assistance to other agencies of the government in the implementation of the agrarian program; It’s a revenue-collecting agency of the government.

MISSION OF LRA

    The Land Registration Authority is mandated to issue decrees of registration and certificates of titles and register documents, patents and other land transactions for the benefit of landowners, Agrarian Reform-beneficiaries and the registering public in general; to provide a secure, stable and trustworthy record of land ownership and recorded interests therein so as to promote social and economic well-being and contribute to national development.

   To achieve this mission, the LRA is committed to effectively implement the laws and regulations relative to the registration of land titles and deeds; to maintain and foster greater public trust and confidence in the Torrens title through honest, prompt and efficient service to preserve and maintain the integrity of land records; to provide vital, accurate and timely land-related development as well as to provide convenient working conditions and adequate incentives to all LRA personnel.

VISION OF LRA

A LAND REGISTRATION AUTHORITY - (LRA) that is:

• An independent corporate body exercising quasi-judicial functions with automated systems and modern facilities;
•  An effectively managed organization responsive to the needs of its client and its personnel as well.
• An entity conscious of its role to promote and to attain the full trust and confidence of the public in the Torrens title.

OBJECTIVES OF LRA

1. Maintain on-line information on titles that is current, complete and accurate;

2. Maintain the security and integrity of records by safeguarding these from tampering or destruction and deter substitution or insertion of questionable data, in paper or digital form;

3. Ensure the integrity of the land titling registration system by moving from a largely paper-based to a largely paperless system, thereby securing tighter control over land titles and eliminating fraudulent titles;

4. Protect land titles from loss due to fire, theft, natural disasters and the normal ravages of time using security-tested document imaging technology;

5. Implement more reliable and predictable land registration procedures by streamlining and standardizing current processes to attain outputs within set time frames;

6. Provide a system of control to prevent overlapping or duplication of titles by using modern digital mapping technology to create accurate updated municipal/cadastral index map sheets;

7. Provide management with accurate and timely information for policy making, performance appraisal, operations monitoring and more responsive public service;

8. Eliminate fraudulent and inaccurate surveys by using modern digital mapping technologies to create accurate Municipal Index Sheets and for updating them with parcel boundaries;

9. Support other government programs directly linked to the land titling system functions;

10. Provide enhanced operational efficiency by strengthening the administrative support application systems;

11. Provide a system of timely detection and identification of fake land titles which will assist in the identification of persons responsible therefore; and

12. Improve revenue collection.

WHAT IS THE REGISTRY OF DEEDS ALL ABOUT?

Clients needing information about title to lands go to Registry of Deeds (RD) office concerned. It is in this office that the service rendered to the public by the Land Registration Authority is almost done. Today, there are 168 RDs nationwide. Specifically, an RD is tasked with the following:

1. Register deeds affecting registered (Act 496) and unregistered (Act 3344) properties as well as deeds on personal properties under the Chattel Mortgage Law;

2. Entry and issuance of original certificates of title (OCT) pursuant to judicial decrees and patents; entry and issuance of all transfer certificates of title pursuant to registration of all subsequent dealings, voluntary or involuntary, on registered lands;

3. Collection of entry, registration, legal research and assurance fund fees in accordance with the rates provided by the law;

4. Reconstitution of lost certificates of title in accordance, with the provisions of Republic Act No. 26 as amended by PD 1529;

5. Cooperation with other agencies of government in the collection of taxes and fees such as land transfer tax, capital gains tax, donor's gift tax, estate tax, real estate tax, residence tax, privilege tax;

6. Cooperation with other government agencies regarding the land reform program under PD 27 by complying with land reform requirements prior to registration;

7. Repository of all titles, deeds, and records within the limits of its jurisdiction.

8. It is also responsible for the following services;

Provision of records retrieval services regarding requests for the reference to, or research on any document, titles on file and issuance of certified true copies.

Verification of history titles.

WEEK 1:      April 6-10, 2015

                   No. of Hours:   32:11

Sorting of Documents

    Our very 1^st week in Land Registration Authority (LRA), Tayug was stressful. We sorted thousands of documents for a week. We need to separate the documents according to its book title: CARP, Registered Land, Unregistered Land, Chattel Mortgage, CCV or Personal Property. After doing this, we sorted it again according to its EPEB date and time. Lastly, before we back the documents to its proper place we patiently sorted it again according to its EPEB No. These documents are important because it contains the information about their transactions about the land.

WEEK 2:      April 13-17, 2015

                   No. of Hours:   37:08

Sorting by Book No. & Pages

    

This week we need to sort thousands of Certificate of Title of the different lands in District 6, if this belongs to “Original Certificate of Title (OCT)” or “Transfer Certificate of Title (TCT)”. We sorted the CARP and Registered Land title certificates. There are small and giant land titles. Each book/volume contains exactly 200 land titles, and our job for the week is to manually sort these and separate the land titles that do not belong to the book/volume. We also need to arrange the numbers numerically.

WEEK 3:      April 20-24, 2015

                   No. of Hours:   45:29

§  Photocopying of Papers

Xerox machine is one of the easiest ways to create hundreds of copies that a single paper contains. I was assigned to photocopy the Identification Cards (ID) of the customers, as well as their copy of their land titles.

§  Writing of Information

One of the staff tells us that we need to write the information in the documents that we had sorted in the first week, because this will help a lot in doing the system. Our job is to write the necessary information that follows: Presenter Name, EPEB No., EPEB date and time. We write this in a sheet of paper for a couple of days.

WEEK 4:      May 27-30, 2015

                   No. of Hours:   36:13

§  Query for COD

This week each of us assigned in the different jobs. On the first day of this week I was assigned to do the query, this is about searching the previous land titles for the Conversion On Demand (COD) transaction.  I jot down the land titles that need to have a new COD transaction form.

§  Encoding COD Records

The land titles for COD that I jot down yesterday, must input in the Microsoft Excel. The Microsoft Excel must contain the necessary information: book number, book pages, title number and type of COD transaction. The number of COD records that I finish encode at the end of the day will served as the Daily COD Report of the IT staff.

§  Scanning of COD

The scanner is used to create an image of the hard copy files and save it as PDF. Scanning of documents was my job for a couple of days. After scanning the documents the original COD will return to the owner and the scanned document will serve as an office copy. . This is usually done in IT section because the files being scanned will be sending to the main office of the LRA.

WEEK 5:      May 4-8, 2015

                   No. of Hours:   47:01

§  Encoding of Records

Encoding the data that we had written on the previous week is one of our tasks for this week. The records are encoded with the used of Microsoft Access that will be connected to the system that we will be creating.

§  Creating the LRA System

 

A week ago, Atty. William Simon F. Peralta, Jr. – the Acting Registry of Deeds of Tayug, asked us a favor if can we do a system that will make their work easier. The system was entitled Land Registration Authority System. These was run by a program Visual Basic, it can search, add, delete, and update records. The system was connected in Microsoft access were the different records about Registered Lands, Unregistered Lands, Chattel Mortgage, CARP, and Personal Properties are encoded. The system contains the necessary information: Presenter Name, EPEB No., EPEB Date and Time, and Type of Transaction. This system fits on the expectation that they assumed us to do, a system that will make help them a lot in finding documents.

WEEK 6:      May 11-15, 2015

                   No. of Hours:   47:35

Encoding of Records

We started our 6^th week by encoding again the information in the system, because when Atty. William Simon F. Peralta, Jr. check the system there are records that do not have type of transactions that the staff forget to tell us to jot down all. We added the type of transaction with the use of the search and update button that our created system has.

§  Print Screening the Land Title

 

Land title is an important thing to the owner, this is a document or series of deeds purporting to prove the ownership of a parcel of either Torrens or Old System land. Almost all land titles are now held in the Integrated Titling System (ITS) and can be searched in the ITS using a Title Search function. Print screening of land title is the way of the office to store and review the content of the title.

§  Phone Calls

Phone call is another way to transact members to LRA. I was assigned to answer the phone calls and ask the concerns of the callers. Mostly concerns are verification and claiming of land titles. But sometimes callers asked me to search their land titles if it has an image in the system. Other callers are from other branches and/or companies that have certain concerns.

WEEK 7:      May 19-22, 2015

                    No. of Hours: 37:14

          

§  Briefing for Resolution Management Service (RMS) Titles

On our final week of OJT, Sir Francis Aaron Fernandez, the P.A/Site Lead, give us a short briefing on how to RMS the titles. He patiently shows us step by step. He thought us that these RMS titles were needed in the main office for configuration. Mostly titles that needs for RMS has no image in the LRA system.

§  Scanning of RMS Titles

The scanner is a device that scans an image or document especially for use or storage on a computer. RMS documents needs to re scan for some important purposes. This is usually done in IT section because the files being scanned will be sending to the main office of the LRA. The main office has the job to check and save the RMS titles in their system.

§  Printing Out of RMS Title

Printer is the machine that is used for printing documents. The printer was connected to the computer that is used to scan the RMS titles. This is what I used when I print out the RMS titles. I use the special paper that has company stamp and label for printing the RMS titles. After printing, the IT section will now record and update it to the record officer.

WEEK 8:      May 26, 2015
                           No. of Hours: 8:30

§  Submitting of LRA System

Finally, we are so honored to present and submit our created system to Atty. William Simon F. Peralta, Jr. 

  PROBLEMS ENCOUNTERED DURING THE OJT IN LRA

     1. Out-Of-Stock

     2. Hot-Headed Members

          3. Scanner and Printer Troubleshooting

         4.    Losing of Documents

         5. Computer Errors

  SOLUTIONS DONE:

1. For problem 1, we OJT’s have gathered our own scissors, markers, and scotch tapes, just to make our work faster and presentable.
2. For problem 2, we just keep the smile in our face, extended our patience, and try to understand them.
3. For problem 3, we just off the scanner and printer, and try to scan and print documents for a hundred times. But if these solutions didn’t work, we asked the IT what to do.
4. For problem 4, we patiently sorted all the documents in the vault until we found it. Sometimes we issued loss document if the documents searching were not found in a couple of hours.
5. For problem 5, we search to the internet if what beep code errors is happening in a computer. We will send the certain computers with error via LBC if there is no remaining LARES Sticker in the office.

  LESSONS LEARNED:

1. The most important think that I’ve learned during the OJT at LRA, was to be a multitask-er and flexible in every job that you enter. They also tells us never stop dreaming. And lastly, find a job that you really love and you will not work for the rest of your life.
2. Building a good companion. We all a leader, a team member, a good follower, and a friend. Like what they say, “TEAMWORK and HARD-WORK will work.”
3. Being a government employee is not that easy especially if the clients were always hot-headed. We should always bring with us a long patience and temperance. We should still give the best that we can to the clients to fulfill their needs.
4. There must be no room for tardiness, laziness and mañana habit for us to present a work that will inspire others.