Unofficial translation
In accordance with clause 6 of Article 4-1 of the Law of the Republic of Kazakhstan “On Notaries” I HEREBY ORDER:
1. To approve the Rules for the use of the Unified notarial information system according to Appendix to this Order.
2. The Department of registration service and organization of legal services of the Ministry of Justice of the Republic of Kazakhstan, in accordance with the procedure, established by the law, shall ensure state registration of this order.
3. Control over execution of this order shall be entrusted to the supervising Vice Minister of Justice of the Republic of Kazakhstan.
4. This order shall come into force upon expiry of ten calendar days after the date of its first official publication.
|
Minister of Justice of the Republic of Kazakhstan |
M. Beketayev |
Approved
Ministry of Digital Development,
Innovations and Aerospace Industry
of the Republic of Kazakhstan
______________________
| Appendix to the Order of the Minister of Justice of the Republic of Kazakhstan dated April 30, 2021 № 357 |
Rules for using the Unified notarial information system
Footnote. Rules - in the wording of the order of the Minister of Justice of the Republic of Kazakhstan dated 03.11.2025 № 606 (shall enter into force upon expiry of ten calendar days after the day of its first official publication).
Chapter 1. General provisions
1. These Rules for using the Unified Notary Information System (hereinafter referred to as the Rules) have been developed in accordance with paragraph 6 of Article 4-1 of the Law of the Republic of Kazakhstan "On Notaries" (hereinafter referred to as the Law) and shall determine the procedure for using the Unified Notary Information System (hereinafter referred to as UNIS).
2. Basic concepts used in these Rules:
1) biometric authentication - a set of measures that identify an individual on the basis of physiological and biological unchanging features;
2) information security of UNIS - a set of measures and methods aimed at protecting the information system from unauthorized access, use, disclosure, change, destruction or loss;
3) opening access to UNIS - measures to create an account in UNIS;
4) UNIS user - notaries, employees of the Ministry of Justice of the Republic of Kazakhstan, the Registration Service Committee and the organization of legal services of the Ministry of Justice of the Republic of Kazakhstan (hereinafter referred to as the RSCandOLS), territorial bodies of justice, the Republican Notary Chamber and notary chambers registered in the UNIS system to perform their functions;
5) account - information about the UNIS user: username, rights to access resources when working with UNIS;
6) Republican Notary Chamber (hereinafter referred to as the RNC) - a non-profit professional self-financed organization uniting territorial notary chambers based on their mandatory membership;
7) authorized body - the central executive body that exercises leadership and intersectoral coordination in the field of organization and provision of legal assistance;
8) electronic digital signature (hereinafter referred to as EDS) - a set of electronic digital symbols created by means of an electronic digital signature and confirming the authenticity of an electronic document, its ownership and immutability of content;
Chapter 2. Procedure for using UNIS
3. To use UNIS, the user must have access to UNIS.
4. Access to UNIS shall be provided in accordance with these Rules.
5. Notary's access to UNIS shall be carried out using biometric authentication in accordance with the Law of the Republic of Kazakhstan "On Informatization."
6. The authorized body has the rights of possession, use and disposal of UNIS as a whole as a property complex.
7. To work in UNIS, the user must have an EDS of an individual.
8. Notaries to open access to UNIS shall apply to the Territorial Notary Chamber (hereinafter referred to as the TNC) with an application in paper and/or electronic (official TNC e-mail) format in the form according to Annex 1 to these Rules. Within five working days from the date of registration of the application, the TNC employee shall create an account with UNIS.
During the period of suspension of membership in the notary chamber, as well as in case of temporary disability or being on labor leave or on maternity leave, caring for a child until he reaches the age of three, or adoption (adoption) of a newborn child (s) must be sent to the user in paper and/or electronic form from the date of the occurrence of these circumstances (official e-mail of the TNC) in the format of an application in any form with the attachment of supporting documents in the TNC. Within five calendar days from the date of registration of the application, the TNC employee temporarily blocks the user account.
In case of withdrawal or exclusion from the membership of the notary chamber of the notary, employees of the TNC must send a letter in any form with the attachment of supporting documents to the authorized body within five calendar days in paper and/or electronic format (unified system of electronic document management of state bodies or cloud document management). Based on the letter, an employee of the authorized body locks the user account within five calendar days.
9. Employees of RNC and TNC to open access to UNIS apply in paper and/or electronic format (unified electronic document management system of state bodies or cloud document management) in the form according to Annex 2 to these Rules to the authorized body. Within five working days from the date of registration of the application, an employee of the authorized body, by agreement of the supervising Vice-Minister of Justice of the Republic of Kazakhstan, creates an account in UNIS for an employee of the RNC and TNC.
RNC and TNC upon dismissal of an employee who had access to UNIS no later than five calendar days from the date of termination of labor relations, shall send a letter in any form to the authorized body in paper and/or electronic format (unified electronic document management system of state bodies or cloud document management) with the attachment of supporting documents on the need to block access to UNIS.
10. Employees of the authorized body, RSCandOLS to open access to UNIS, shall submit an application in paper and/or electronic format (unified electronic document management system of state bodies or cloud document management) in the form in accordance with Annex 2 to these Rules to the authorized body. Within five working days from the date of registration of the application, an employee of the authorized body, by agreement of the supervising Vice-Minister of Justice of the Republic of Kazakhstan, shall create an account with UNIS.
To open access to UNIS, an employee of the regional justice authority shall file an application in paper and/or electronic format (unified electronic document management system of state authorities or cloud document management) in accordance with Annex 2 to these Rules to the authorized body. Within five working days from the date of registration of the application, an employee of the authorized body, by agreement of the supervising Vice-Minister of Justice of the Republic of Kazakhstan, shall create an account with the UNIS.
The territorial justice body, upon dismissal of an employee who had access to the UNIS no later than five calendar days from the date of termination of the employment relationship, shall send a letter in any form with the attachment of supporting documents on the need to block access to the UNIS to the authorized body.
11. The result of the registration process shall be the creation of the UNIS user account in the UNIS database.
12. the UNIS users shall not be allowed to:
1) work under someone else's account and the EDS;
2) communicate and/or transfer account data and/or the EDS password, as well as other means of authentication to other the UNIS users and/or other persons;
3) record the password from the EDS on paper, in a file, electronic notebook and other media, including on items;
4) leave the UNIS unlocked when leaving the workplace;
5) collection, processing of personal data incompatible with the purpose of collecting personal data;
6) transfer of personal data to third parties without the consent of the subject or his legal representative or in the absence of any other legal basis, except for cases provided for in the Law of the Republic of Kazakhstan "On personal data and their protection";
7) transfer the EDS private key to other persons;
8) use unauthorized, unregistered or uncertified technical means that shall not meet the information security requirements provided for by the legislation of the Republic of Kazakhstan for access to the UNIS.
In case of loss/compromise of the EDS password, revoke the EDS in accordance with the Issuance Rules, storage, revocation of registration certificates and confirmation of the ownership and validity of the public key of the electronic digital signature by the root certification center of the Republic of Kazakhstan, the certification center of state bodies and the national certification center of the Republic of Kazakhstan, approved by the order of the Acting Minister for Investment and Development of the Republic of Kazakhstan dated June 26, 2015 № 727 (registered in the Register of State Registration of Regulatory Legal Acts under № 12181).
After a calendar year from the date of receipt of the EDS, the UNIS user must reissue the new EDS, otherwise the account will be locked by the system automatically.
13. The grounds for terminating access to the UNIS shall be:
1) withdrawal or exclusion of a notary from the membership of the territorial notary chamber or termination of its license;
2) dismissal of an employee of the authorized body, RSCandOLS, territorial body of justice, RNC and TNC.
14. The notary's access to UNIS shall be temporarily blocked by the authorized body during the suspension of the notary's license in accordance with Article 10 of the Law.
15. The notary's access to UNIS shall be blocked by the authorized body upon termination of the license for the right to engage in notarial activities in accordance with Article 12 of the Law.
16. Information security shall be ensured in accordance with the Unified Requirements in the Field of Information and Communication Technologies and Information Security, approved by the resolution of the Government of the Republic of Kazakhstan dated December 20, 2016 № 832, as well as the legislation of the Republic of Kazakhstan in the field of informatization.
| Annex 1 to the Rules for the use of unified notarial information system |
|
| form | |
| To: Chairman of territorial notarial chambers surname, name, patronymic (if any) (hereinafter referred to as full name) from: full name, contact details, address of the premises for notarial actions, email |
Application
I hereby, FULL name, notary public of the notary district _______ ask for access to UNIS in connection with the start of notarial activities, address
№ | FULL name | IIN | License number and date | TNC | Notary's office (region, district, address) | contact information | Email address | Role in UNIS |
I hereby confirm the provision of reliable information;
In accordance with paragraph 7 of Article 3 of the Law of the Republic of Kazakhstan "On Notaries,"
I hereby agree to keep the secrecy of notarial acts and not to disclose
to third parties except as expressly provided by the law, and
shall comply with other requirements established by the Rules for the use of the Unified
notarial information system approved by the order
of the Minister of Justice of the Republic of Kazakhstan dated April 30, 2021 № 357.
________________________________________________
(signature) (surname, first name, patronymic (if any)
Date: ___________
Note: Abbreviation:
TNC - territorial notary chamber;
IIN - individual identification number;
UNIS - Unified Notarial Information System.
Application
I hereby, Full name, request to provide access to UNIS for functional duties in the field of notarial activities add
№ | Full name | IIN | Position with full organization name | Legal address | contact information | Email address |
I hereby confirm the provision of reliable information;
In accordance with paragraph 4 of Article 31 of the Law of the Republic of Kazakhstan "On Notaries,"
I hereby agree to keep the secrecy of notarial acts and not to disclose
to third parties except as expressly provided by the law, and
shall comply with other requirements established by the Rules for the use of the Unified
notarial information system approved by the order
of Minister of Justice of the Republic of Kazakhstan dated April 30, 2021 №. 357.
_____________________________________________________
(signature) (surname, first name, patronymic (if any)
Date: ___________
Note: Abbreviation:
MJ - Ministry of Justice of the Republic of Kazakhstan;
DJ - Department of Justice;
RNC - Republican Notary Chamber;
TNC - territorial notary chamber;
IIN - individual identification number;
UNIS - Unified Notarial Information System.