Notarial Stack By Area Scenarios Compliance FAQ
INDUSTRY Notaries

From the Signature to the Protocol.
Every act has evidentiary value.

The document management platform for Latin notaries and civil law notaries: AI-powered digitization of historical records, intelligent search of the notarial archive, processing workflows (signature → registration → archiving → delivery of certified copies), and support for the preservation of documents with probative value (e.g., NOM-151 in Mexico via an external PSC) — for notary offices, cartórios, and escribanías in MX, BR, AR, CO, CL, and ES.

Notarial Demonstration View the notarial record
Notaries and Cartórios in Latin America Support for preservation with evidentiary value Instant historical search
Recording clerk reviewing documents with access control and traceability
The Challenge

You'll notice they're growing.
Cellars that are too small now.

Every year, the notary’s office adds deeds to the registry—and every year, the physical filing room gets more crowded. Finding an old deed can take days. Certified copies for probate proceedings are prepared by hand. Clients call to ask where their paperwork is because no one can give them an answer. These are three different ways of wasting time that, by 2026, no serious business owner will defend.

Wine Cellar
Much of the historical notarial archive still exists in paper form, stored in physical archives at notary offices, cartórios, and escribanías.
Days
Finding a document in the physical historical archive can take an archivist days of searching through volumes.
Decades
The records of an established notary public's office span decades—and continue to grow every year.
1 stack
Digitization, protocol search, and processing workflows on a single, end-to-end connected platform.
The Notarial Stack

Four capacities.
A single documentary engine.

The system that automates the entire notarial document cycle—from the digitization of the historical record to the delivery of the certified copy to the client, with a complete audit log and support for preservation with evidentiary value (via an external PSC) at every step.

Capacity 01

Digitization of the protocol

Turn decades of physical volumes into an indexed digital archive. Chronoscan processes mixed batches using OCR and AI, automatically extracting page numbers, grantors, dates, and document types—without manual data entry.

Products: Chronoscan Docuo
  • OCR + AI-powered digitization of deeds, powers of attorney, wills, and records—even old documents with faded ink
  • Automatic extraction of page number, volume, grantor, beneficiary, type of document, and date
  • Processing Mixed Batches (documents from different periods, in different formats, and with different typefaces)
  • Chain of custody from digitization to the indexed digital archive
Capacity 02

Repository + Smart Search

Your complete protocol in a single source of truth. Native notarial metadata and smart search (full-text + AI) that delivers results immediately—not days later.

Products: Docuo
  • Complete metadata: volume, book, page, grantor, grantee, type of deed, date, registration status
  • Search by name, tax ID, period, type of action, or specific clause in the body of the document
  • Advanced filters: registration status, amount, jurisdiction, presiding notary
  • Role-based access with segregation between account holders — support for notarial professional secrecy
Capacity 03

Process Workflows

Every notarial procedure tracked from signing to delivery—no spreadsheets, no calls asking “where is it?” Real-time status updates and a complete audit log for every step.

Products: Docuo
  • Configurable workflow: drafting → review → signing → registration → filing → delivery of a certified copy
  • Status visible to the head of the department, editors, and customer service—everyone knows where each process stands
  • Automatic notifications at each step (internal and to the granting client)
  • Complete audit log of every change, approval, or issuance
Capacity 04

Certified copies + audit log

Generates certified copies with a digital seal and complete record-keeping. Each copy is tracked—who requested it, who issued it, when, and for what purpose. Each printed page includes a watermark with the issuer’s identification.

Products: Docuo Gespage
  • Generation of certified copies from the digital file, bearing the seal and details of the issuing notary
  • A watermark showing the organization's name, date, and purpose on each printed sheet intended for external use
  • Complete audit log for each copy issued (requester, purpose, date of issuance)
  • Secure pull printing of confidential drafts — wills in progress, unsigned deeds
By area

Each area of the notary office,
, has its own configuration.

A single DOQSOFT deployment supports all areas of the notary office with specific permissions, metrics, and workflows. It offers greater rigor in drafting and protocol, while providing more efficient customer service and record-keeping.

Licensors & Customer Service

Reception, scheduling, identification, and digital capture of the grantor’s documents. The entry point to the case file—and the public face of the notary’s office.

  • Digital copies of identification and supporting documents
  • Integrated calendar showing the availability of the principal notary and associates
  • Real-time visibility into the status of the customer's case
  • Online Request for Certified Copies with Tracking

Copywriting & Consulting

Draft deeds, smart templates, legal advice for grantors. The area that produces the notary’s most valuable output—and the one that suffers most from a lack of version control.

  • Smart templates with optional clauses by type of transaction
  • Review and Approval Workflow with Required Signatures
  • Secure pull printing for confidential drafts
  • Immutable versioning of each change

Protocol & Numbering

Record-keeping, page numbering, and protocol integrity. The backbone of notarial public faith—where a single error or alteration compromises everything.

  • Sequential numbering with immutable integrity
  • Track volumes and books with complete metadata
  • Audit log for each access or attempted modification
  • Support for conservation with evidentiary value (e.g., NOM-151 in Mexico via external PSC)

Archive & Search

Digitized historical archives, indexes, and smart search (full-text + AI). The feature that boosts productivity when case files are digitized—and the one that determines whether the investment is worth it.

  • Smart search (full-text + AI) across the entire historical archive
  • Advanced filters by issuer, date, type of document, jurisdiction
  • Chronological overview of the protocol with the grantor's file
  • Redundant storage and auditable backups

Registrations & Procedures

Registration with the applicable public registries (e.g., RPP/SAT in Mexico, the real estate registry in Brazil, or the property or commercial registry in other jurisdictions) and tracking the status of the process. This is the stage where the deed leaves the notary’s control—and where copies are most often lost and deadlines are most frequently missed.

  • Workflow from Signing to Registration
  • Status tracking of registration with the applicable public registry
  • Automatic notifications to the customer and the account holder
  • Complete case file with attached documentation

IT / Systems

Docuo's documented API and standard formats for exchanging data with your notary and registry systems. Specific connections are custom-built on a project-by-project basis by our development team.

  • Docuo's documented API + standard formats (XML, CSV, searchable PDF)
  • Custom integrations with notarial management systems and public registries, on a project-by-project basis
  • SSO with Active Directory, Entra ID, or the notary's directory
  • Docuo is a cloud-based SaaS solution; on-premises deployment options are available—contact us for more information
Real-life scenarios

Four typical scenarios
in a modern notary office.

These are the processes that change the fastest when a notary office, cartório, or escribanía implements the DOQSOFT stack.

01

From days in storage to an immediate consultation

A client arrives at the notary’s office looking for a deed executed decades ago to initiate probate proceedings. Before: days of an archivist searching through the storage room. Now: a smart search in Docuo by the grantor’s name, date, and type of document—the complete deed appears on the screen immediately, ready for a certified copy to be issued.

Immediatehistorical search
Accessibleindexed file
Stack: Chronoscan Docuo
02

Tracking the process from signing to delivery

The deed of sale is signed, submitted to the public registry for registration, returned with the registration certificate, filed, and a certified copy is delivered to the buyer. Before: three calls to the client asking where the process was in the pipeline. Now: real-time status visibility for the titleholder, drafters, and customer service—and automatic notifications to the grantor at every step. Zero missed calls, complete audit log of the process.

Zero"Where's my paperwork?"
Completeaudit trail
Stack: Docuo
03

Batch Generation of Certified Copies

The client’s law firm requests certified copies for the heirs in a probate proceeding. Docuo locates the original deed, prepares the copies with the notary’s digital seal, records the purpose and requester for each copy issued, and prints them with an identity watermark. What used to take staff a good part of the day is now completed in a fraction of the time—with an audit log for each copy.

In bulkcertified copies
Tracedeach registered copy
Stack: Docuo Gespage
04

Mass Digitization of Historical Records

The Founding Project. A notary office with decades of operation and thousands of deeds in storage begins a massive digitization effort: on-site scanners; Chronoscan processes batches using OCR and AI to extract page numbers and grantors; Docuo archives them with complete metadata. A phased project scaled to the volume—and the historical archive remains accessible forever.

Massivedigitization of the protocol
By phasesscaled to volume
Stack: Chronoscan Docuo
Regulatory Compliance

The controls required for notarial public deeds
.

Compliance for a notary office cannot be bought—it must be built. DOQSOFT provides you with the foundation required for notarial public faith (comprehensive auditing, granular access control, support for the preservation of documents with evidentiary value via an external PSC, and legally valid electronic signatures), and you apply it to your jurisdiction and your official acts. It works equally well for notary offices in Mexico, cartórios in Brazil, escribanías in Argentina, or civil law notaries in Colombia, Chile, or Spain.

Ongoing audit

Full traceability

Every action—viewing, modifying, approving, issuing a copy, or accessing the log—is recorded in a comprehensive audit log. The information security framework complies with ISO 27001, ENS (National Security Scheme), and GDPR, with encryption at rest and in transit.

Document Preservation

Auditable Retention and Preservation

Configurable retention policies by type of document (wills: indefinite; property deeds: long-term; others: as required by local regulations), immutable versions, and an auditable chain of custody. Supports the document retention requirements of the Latin notarial system and civil law notaries.

Professional confidentiality

Notarial Confidentiality

Notarial professional secrecy is an obligation of the notary’s office, not a software certification. DOQSOFT supports the operational controls required by that obligation: granular RBAC by type of document and grantor, logical segregation between account holders, a complete audit log, and an identity watermark on each printed copy.

Privacy (LATAM)

Protected Personal Data

For sensitive data belonging to the data subject: built-in privacy notice, manageable data subject rights, and an audit log for each access event. Supports the operational requirements of the LGPD (Brazil), the LFPDPPP (Mexico), and equivalent laws in Argentina, Colombia, Chile, and other Latin American jurisdictions.

Europe

GDPR + UK GDPR

For European civil notaries or when the notary office serves clients residing in the EU or the UK: DSAR workflows, data minimization, the right to erasure, and audit trails. Data Processing Agreement (DPA) and contractual commitments from subprocessors are available.

Electronic signature

Legally binding signature

Native eIDAS electronic signature (registered with the Spanish Ministry of Economic Affairs) — valid in the EU and recognized on a reciprocal basis. Signatures with specific local legal evidentiary value are not native: for requirements such as NOM-151 in Mexico (or its equivalents in Brazil, Argentina, Colombia, or other jurisdictions), Docuo integrates with your authorized Certification Service Provider (CSP) without losing the chain of custody.

Start with your notary public

Let's talk about the
stack for your notary office.

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Notarial Demonstration

60 minutes with a notary industry expert. We’ll show you how to digitize your historical records, perform smart searches across deeds, and streamline processing workflows—all tailored to your notary office, jurisdiction, and current management system.

Schedule a notary demo Availability this week
Free resource

Industry Guide

Download the guide “Digitization of Notarial Procedures — Latin Notarial System 2026”: considerations based on notary office size, integration with a signature having probative value (e.g., NOM-151 in Mexico) via an external PSC, and the roadmap recommended by DOQSOFT.

Download the PDF guide PDF · 26 pages · Free
Frequently Asked Questions

Frequently Asked Questions
Notaries and Cartórios.

If your question is specific to your notary office or jurisdiction, schedule a call—DOQSOFT’s notary industry specialists will assist you directly.

What DOQSOFT products does a notary office or cartório need?

The notarial document management system is built around two products: Chronoscan for intelligent capture with OCR + AI (particularly useful for the bulk digitization of historical records) and Docuo for the record repository, processing workflows, the generation of certified copies, and the complete audit log. Optionally and as a secondary feature, Gespage is integrated when the notary’s office requires secure pull printing of confidential drafts (deeds in preparation, wills) or identity watermarks on printed copies.

How do you digitize the historical records of a notary’s office with 30 years of archives?

A notary office that has been in operation for decades accumulates large volumes of physical deeds spread across hundreds of volumes. The process with DOQSOFT is as follows: bulk digitization using in-house or on-site scanners (while maintaining the physical order of the records); Chronoscan processes the batches using OCR and AI to automatically extract the page number, grantor, grantee, type of deed, and date; and Docuo archives them with complete metadata and indexes them for smart search. The project is scaled based on volume and executed in phases by a dedicated team. The key point: the physical record remains intact—what is produced is an indexed digital copy for reference and backup purposes.

How are digital records with legal evidentiary value (NOM-151) preserved?

In Mexico, preservation with legal evidentiary value is governed by NOM-151, which requires an advanced electronic signature with a timestamp issued by a Certification Service Provider (CSP) authorized by the Ministry of Economy. DOQSOFT does not include a native e-signature compliant with NOM-151—but it does integrate with specialized providers (authorized CSPs) without losing the chain of custody. The workflow: the digitized document is sent to the PSC for time-stamping, returns with the NOM-151 preservation certificate, and Docuo archives it with the attached certificate and an audit log of each step. For jurisdictions outside Mexico (Brazil, Argentina, Spain, etc.), the process is similar with local providers of signatures with probative value.

How does DOQSOFT ensure the confidentiality of deeds and notarial professional secrecy?

Notarial professional secrecy is an obligation of the notary’s office, not a software certification. DOQSOFT supports the operational controls required by that obligation: granular role-based access control (RBAC) by type of legal act, grantor, or client; logical segregation between notaries in multi-notary offices; a complete audit log of every view or access to a deed; an identity watermark on every printed page or certified copy issued; configurable retention; and strong encryption at rest and in transit. These controls are the same ones that the notary’s compliance department audits in response to a request for information or an incident.

How do you search for a specific document in a digitized archive spanning 30 years?

Once the historical record has been digitized and indexed, Docuo’s search function supports multiple criteria: by folio, volume, or book; by the name of the grantor or beneficiary (including partial matches); by tax ID or identification number; by type of legal document (sale, general power of attorney, will, incorporation, etc.); by date range; or by a specific clause searched for in the body of the document (smart full-text search + AI). What used to take days in a physical archive is now an instant search on screen.

How do processing workflows work—from signing to delivery?

Each notarial act follows a configurable workflow that typically includes: drafting → internal review → scheduling an appointment and obtaining the grantor’s signature → certification by the notary → registration with the applicable registry (e.g., RPP/SAT in Mexico; Registro de Imóveis and CNJ in Brazil; property or commercial registry in other jurisdictions) → filing in the registry → issuance of a certified copy to the client. At each step, the system maintains a visible status (the account holder, drafters, and customer service know where each procedure stands), automatic notifications, and a complete audit log of every change or approval. No more calls asking, “Where is my deed?”

Does DOQSOFT integrate with existing notarial management systems and public registries?

Yes, through standard formats and a documented API. Docuo provides a documented API, and the platform exchanges information in XML, CSV, and searchable PDF formats indexed by grantor, folio number, and date. Specific connections to a notarial management system (the SGNs commonly used in Mexico, Brazil, Spain, and other civil law markets) or to electronic public registries (e.g., RPP in Mexico, Registro de Imóveis in Brazil, and equivalent registries in other jurisdictions) are handled as custom integrations by our Development team on a project-by-project basis, evaluating the available API for each system. Authentication integrates with Active Directory, Entra ID, or the notary office’s internal SSO.