Pronotaire and Professional Inspection

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Professional inspection is part of the notary’s reality every four years or so. In order to meet the professional inspection requirements, notaries must implement work practices to organize information in an appropriate manner. In this context, Pronotaire offers certain tools meant to help the notary and his employees in fulfilling their objectives.

1) Managing the Cardex File

In the daily practice, the notary must draw up the notarial documents in minute that he receives. If the notary creates the document in Pronotaire and draws it up according to the “Minuter” function from the list of documents of the file, the required information for creating the cardex file are automatically entered in the software. Therefore, it is not necessary to deal with the creation of the cardex file every day since the cardex file on paper can be generated for the professional inspection. However, make sure to properly save your Pronotaire database in order to protect the cardex file information.

Because inspectors from the Chambre des notaires do not perform computer audits, when the notary receives a notice of inspection, he can generate the cardex file for all his clients. The “Rapport sur le Cardex” function of the Report Manager of Pronotaire allows him to generate the cardex file in accordance with the requirements of the Chambre des notaires.

When creating the cardex, the user can select the notary, the sorting order of the cardex file, as well as the start date. Then, he can start preparing the cardex file in Microsoft Word in order to print it. Within moments, the notary has access to an updated cardex file for all his clients on paper.

2) Private Deed Directory

For the last few years, inspectors have been asking notaries to provide a directory of private deeds during the professional inspection. To help with this request, Pronotaire allows the notary to identify his deeds as private deeds, using the “Minuter” function from the list of documents of the file. The user can therefore, day after day, using the “Minuter” function, select the type of deed “Sous seing privé” to identify the document as a private deed.

Then, during the inspection, using the “Rapport sur le cardex” function, as mentioned above, he can ask the system to generate a private deed report in Word, in accordance with the requirements of the Chambre des notaires. This is another feature allowing the notaries to respond quickly and easily to the inspectors’ requests.

3) Trust Accounting Report

Main concern of the professional inspectors of the Chambre des notaires: making sure that the trust accounting of the notary is adequately maintained. In addition to providing an easy and friendly bookkeeping method for trust, Pronotaire allows the users to generate a multitude of reports in order to meet the requirements during the inspections.

From the bank reconciliation tool, a report menu allows the user to prepare and print many reports on values on hold, cheques, receipts or outstanding transactions for a given period, accounts receivable balances, transactions for a month assigned by person in charge, etc. As many reports as may be required by an inspector and that can make the task of the notary and his employees easier during the inspection.

Your Pronotaire team is working every day so your office management software facilitates your tasks and responsibilities in all aspects of the notarial practice. Although the professional inspection is not frequent, it is an important step of the notary’s life and we want to ensure that Pronotaire helps you meeting the requirements of the Chambre des notaires quickly and easily. For any additional information on this matter, please contact our technical team.

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Please note that the Pronotaire software is meant for Quebec notaries only.