Department Terms of Reference
1.Authentication of the documents submitted by the concerned parties at the headquarters of the Department, certifying their signatures on the informal documents, confirming their date, keeping their copies and data in the computer, and issuing certificates to this effect.
2.Scheduling appointments for the concerned parties who have compelling excuses preventing them from attending the headquarters of the Department to authenticate their documents, coordinating the transfer of notaries according to requests for transfer, the number of notaries, transfer to the place of the concerned parties, obtaining their signatures in the places where they are present, authenticating the documents or authenticating the signatures and confirm them in the documents prepared in accordance with the conditions and rules in force within the Department.
3.Receipt of the letters relating to companies and persons concerned, auditing and expressing opinions thereon and authenticating contracts.
The organizational structure of the Department consists of the following organizational units:
oSecretarial and Follow-up Section.
•Main Authentication Office Control .
•Authentication Archive and Computer Information Control
•Authentication Divisions Control
•Contracts and Companies Authentication Control
oSecretarial and Follow-up Section, directly accountable to the manager of the Department, and is responsible for the following:
Receive the letters and correspondence of the Department and distribute them to the controls, and sections and the relevant divisions and receive responses thereon and then deliver them to the Registry Section in the Administrative Services and Fees Control to take necessary action.
•Main Authentication Office Control:
It is specialized in authenticating the papers submitted by the concerned parties at the headquarters of the Department, authentication of their signatures on the informal documents, proving their date, keeping their copies and data in the computer, and giving certificates in this respect. It consists of the following sections and divisions.
o Authentication Section
This section is concerned with authentication of the documents submitted by the concerned parties. It consists of two divisions as follows:
•Authentication Drafts Division: concerned with issuing the draft documents which the concerned parties request to authenticate, review and audit them, and verify their non violation of the law.
•Authentication Completion Division: concerned with obtaining the signatures of concerned parties after verifying their eligibility, capacities and identifies according to the law, issue authentication report and confirmation of the documents by inserting the executive for at the request of the concerned parties in the cases where the law permits so, in the registers prepared for this purpose, according to the determined terms and rules. Further, it is specialized with inserting the executive form at the request of the concerned parties in the cases permitted by the law.
oAuthentication and Date Confirmation Section
This Section is concerned with authenticating the signatures of the concerned parties on the informal documents and conforming the date on the commercial records and external papers. It consists of three divisions:
•Authentication Drafts Division: concerned with auditing the draft documents whose concerned parties require to authenticate them and their documents.
•Authentication Completion Division: concerned with obtaining the signatures of concerned parties after verifying their eligibility, capacities, identifies and nationalities according to the law, issue the authentication reports, sign and stamp them, and record the documents in special records.
•Date, commercial Records and External Papers Confirmation Division: concerned with confirming the date of informal documents submitted by the concerned parties, after payment of the determined fee, by stamping them with the date stamp comprising the number of recording the document in the record prepared for this purpose, then sign the same by the concerned employee and confirm the date and signature in the commercial records and external papers.
oAgencies and Real Estate Authentication Section, specialized with the following:
1.Authentication of irrevocable and non cancellable real estate agencies and approval of the discharges issued for the real estate agencies.
2.Authentication of donation contracts issued for the real estate and approval of withdrawal of the same.
3.Authentication of the assignment declarations issued for the real estate property and exit declarations for the inheritance dues issued for the property.
oExternal Transfer Section
It is specialized with scheduling the appointments for the concerned parties who have compelling reasons preventing them from attending at the Department premises to authenticate their documents, coordinate the transfer of authenticators as per the transfer requests, number of authenticators and transfer to the concerned parties and obtain their signatures on the locations at which they exist, authenticate the documents or authenticate the signatures, and confirm them the records prepared for this purpose according to the applicable terms and rules in the Department.
•Authentication Archive and Computer Information Control
This Control is concerned with all works related to the entry of the data, checking them automatically, keep the authenticated documents and issue true copies thereof, as well as issue the certificates for the other documents, consisting of three Sections;
oComputerized Information Section
This section is concerned with entering the data of documents to the computer, checking the data and verifying them, and prepare the statistical lists related to the Department.
oArchive Section, specialized with the following:
1.Keep the originals of documents authenticated according to the year, letters and volume.
2.Issue the certificates for the authentication and confirmation of the date.
3.Annotation of the transactions for cancelation or amendments thereto, as well as annotation of the death to the same.
4.Prepare the reply to the inquiries of the Technical Office and the State official bodies.
oArchive Authentication Section, concerned with the following:
1.Issuing a true copy of the authenticated documents.
2.Authenticating the complete or partial cancelation declarations.
3.Authenticate all transactions issued by the Department by microfilm
4.Correction of material errors and typing
•Authentication Divisions Control
This control is concerned with supervising the progress of work in the authentication offices in the Justice Palace, Credit and Saving Bank , the six governorates and the Lawyers Society. Each office is at the level of a section and consists of an authentication division, a second for attestation and a third for follow up. Each of them undertake the same terms of reference carried out by the Authentication Control in the head office.
•Contracts Authentication and Companies Control
This control is specialized with receiving the letters concerned with companies and concerned persons, checking them and expressing the opinion about them, as well as authentication of contracts. It consists of two sections as follows:
oJoint Stock Companies Authentication and Contracts Section, concerned with the following:
1.Receive the letters from the Ministry of Commerce & Industry in connection with closed holding companies, expressing the opinion about them, authenticate the memoranda of association of companies, amending or terminating them according to the provisions of the Commercial Companies Law.
2.Receive the occupational partnership documents and license letters issued for them by the different bodies and authenticate them as per the law.
3.Receive contract documents such as agreement, assignment, reconciliation and sale contracts, authenticate them or attest the signatures therein or confirm their date, as per the case.
oPartnership Companies and Companies with Limited Liabilities Authentication Section:
This section is concerned with receiving the letters from the Ministry of Commerce & Industry in connection with partnership companies, limited partnerships, companies limited by shares and companies with limited liabilities, expressing the opinion about them, authenticate the memoranda of association of companies, amending or terminating them according to the provisions of the Commercial Companies Law and their various amendments.