Understanding Closed Transcripts and Registrations in Real Estate Transactions

You may have heard the terms "certified copy of registration" or "closed copy" in real estate transactions and registration procedures. A certified copy of the registry (now called a certificate of registered matters ) is a real estate registration document that records the location, area, owner, mortgage, and other rights of land and buildings, and is an important document indispensable for real estate purchases and sales. On the other hand, a closed transcript is a document used to confirm past registration records that have been removed from the current registry due to a combination of strokes (gouhitsu), loss, or other reasons. Knowing information about past land and buildings can help avoid problems after a real estate transaction. This article explains the definitions, differences, and acquisition methods of the registry and closed registry in an easy-to-understand manner, and introduces the key points of their utilization through case studies. It also includes specialized supplementary information for landowners,corporate owners, and wealthy individuals, so please use it as a reference for your real estate research.

Main text (definitions, differences, how to obtain, and case studies)

What is a registry (registry copy)?

A registry is an official book (registration record) maintained by the Legal Affairs Bureau that contains information on the rights and physical status of real estate (land and buildings). For example, information such as "who is the owner", "what kind of real estate (location, area, etc.)", and "who has what rights (mortgage, etc.)" for a certain real estate are described in the registry, which is open to the public. A certificate of registered matters is a written output and certification of the contents of this registry, and was once called a certified copy of the registry (and is still customarily referred to as a "certified copy of the registry"). The Certificate of Registered Matters is an important document that must be submitted and verified in real estate transactions ( real estate sales, inheritance, etc.), and can be obtained at a terminal or counter available at the Legal Affairs Bureau. Anyone can obtain it by paying a fee, and it is a certificate of public credibility issued under the real estate registration system.

What is a closed register (closed transcript)?

A closed reg istry is a book (or data file) used to preserve the closed record of registration of a certain land or building when the record is closed for some reason. Specifically, a registry is closed in the following cases, and the property information will not be seen in the current registry thereafter

• When the original lot number or house number disappears due to a merger or division of land or loss of a building (e.g., multiple adjacent lots are legally combined into one, a building is demolished and the land cleared, etc.)

• When the traditional paper registry is replaced by an electronic registry due to the computerization of the registry (the old paper registry is treated as closed in this case).

The retention period for the closed registry is set; the closed registry for land is kept for 50 years and the closed registry for buildings is kept for 30 years (*Please note that the old registry closed before July 1, 1988 may have already been disposed of after 20 years of retention). Basically, the closed registry can be inspected and obtained by anyone, and a "closed transcript" (a copy of the closed registry) can be issued upon request.

📝Supplemental Terms : Difference between a closed transcript and a certificate of closed matters
A closed copy is a document that is a copy of the paper closed register, and is a "transcript" (a copy of the original) of the closed register. On the other hand, for a closed register whose registration information has been converted to electronic data, a certificate printed with its contents is issued, which is not strictly speaking a "closed transcript" but is called a "certificate of all closed matters" (or " certificate of closed matters" forshort). Although the names are different, the information contained in the closed transcript and the certificate of closed matters is identical. In this article, they may be referred to collectively as the "closed transcript" for convenience.

Difference between the current registry and the closed registry (comparison chart)

What are the differences between the current registry (certificate of registered matters), which is in effect now, and the closed registry (closed transcript), which is a record of the past? The table below summarizes the differences in roles and acquisition methods.

*There are different types of certificates of registered matters, such as "Certificate of All Matters," "Certificate of Current Matters," and "Certificate of Partial Matters," but this article assumes the Certificate of All Matters (equivalent to a so-called transcript) used in real estate research.

How to Obtain a Certified Copy of the Registry of Deeds and a Closed Copy of the Registry of Deeds

So, how exactly can one obtain a current certified copy of the registry and a closed copy of the registry? The basic request procedure is the same, but there are some procedural differences. Here we explain the general method of acquisition and points to be noted.

• How to obtain a certified copy of the current registry (certificate of registered matters): You can request a certified copy of the current registry at the nearest Legal Affairs Bureau office, by mail, or online. At the counter, fill out and submit an application form for a certificate of registered matters, and pay a fee in the form of registration stamps. In the case of online requests, you must register as a user on the Ministry of Justice's "Online Application System for Registration and Deposit" and complete the request procedure on the web. Certificates requested online can be received by mail or at the counter. Either way, the certificate will be issued within the same day or a few days after the request.

• How to Obtain a Closed Certificate (Closed Registry): For real estate that has been closed after the registration records have been digitized, a Certificate of Closed Matters certifying the contents of the closed property will be obtained. Like the current certificate, the Certificate of Closed Matters can be requested at any Legal Affairs Bureau nationwide, and can also be requested by mail or online. The application method and format are almost the same as when requesting a Certificate of Registered Matters, except that the applicant must mark "Closed registry due to computerization" and other items in the check box on the application form.
  On the other hand, care must be taken with old closed registers (those maintained only in a paper ledger and not computerized). In this case, the request for issuance can only be made at the Legal Affairs Bureau that had jurisdiction at the time of closure. Since online applications via the Internet and other legal bureaus do not handle such requests, you must either visit the relevant legal bureau in person or send a request by mail to the relevant legal bureau. When making a request, it is necessary to specify the location of the property, the lot number and house number, and the date of closing. This information can be found on the certificate of title (registry of rights), property tax statement, or by calling the Legal Affairs Bureau if you are unsure.

If you wish to directly inspect the closed registry itself, you may request to inspect it at the terminal provided by the Legal Affairs Bureau (for the same fee as the certificate of closed matters). In addition, professionals such as judicial scriveners and land and house investigators, as well as building lots and building traders, can also view and obtain information on the closed registry online by using the "Registry Information Provision Service" provided by the Civil Legal Affairs Association. The general public can also register for this service and check the contents of the closed registry from their computers, albeit for a fee. However, since closed registry information that has not been digitized is not provided online, a paper request is still required in such cases.

Case Study for Confirming the Closed Registry

While the current copy of the registry is always checked at the time of sale or purchase, there are only a limited number of cases in which the closed register should be checked. However, the information in the closed register can be of great help in the following cases Let's take a look at some cases that are important not only for general consumers, but also for landowners, corporate owners, and wealthy individuals in their real estate transactions.

• Landowner 's case (checking the history of combining and dividing lots): If a landowner who once combined several lots into one large lot sells or subdivides part of the lot, he or she can check the information for each of the original lots in the Closing Registry. The closed registry contains the original lot number, lot title (use), area, and location on the public map, which is useful for confirming boundaries and understanding past rights. For example, it is possible to grasp the status of interests and easements (rights of way, etc.) for each land that was divided in the past, leading to the prevention of boundary troubles and proper asset evaluation later on.

• Cases of corporate owners (risk investigation of land for development): When a company acquires land for development, it is important to investigate the past use history of the land. By checking the closing registry, it is possible to determine what kind of building was previously built on the land (type and structure of the building). For example, if the title section of the closure register reveals that a factory or gas station existed on the land in the past, the risk of soil contamination can be considered in advance. Also, if the land has been the site of a funeral home in the past, this could be a psychological estrangement factor, which may need to be taken into consideration during redevelopment. Thus, information from the closure registry can be useful for corporate risk management and business planning.

• Case of high net worth individuals (history and rights check for high value properties): High net worth individuals and investors who acquire properties with high asset value tend to focus on the history of the property. Obtaining a closed register allows them to track the past changes in ownership and rights of the land or building. For example, if a property has had frequent changes of ownership in the past, one should be wary of any hidden rumors (incidents, accidents, business failures, etc.). If you can ascertain the former owner and foreclosure history through the closing registry, it will help you determine whether you can purchase the property with confidence. If you find any uncertain factors, you may confirm the details with the seller or broker, and if necessary, reflect them in the terms and conditions of the contract.

• Consumer case (purchase of a property with an old house): The closed register can also be useful when purchasing a used house or land with an old house. For example, if the land has been cleared but an old house was built there until a few years ago, the closed building registry can be used to confirm the structure of the building and whether and when it was registered as lost (demolished). If the building was properly registered for demolition, it is safe to assume that the building exists, but if it has been left unregistered for many years, it is possible that the building is treated as if it existed under the law. Knowing such facts in the closed register will reduce the risk of unnecessary property tax charges later on and prevent problems caused by omissions of procedures after the demolition of an old house. This is one step you can take before you buy, and it will help you buy peace of mind.

As mentioned above, the closed registry is a time capsule that reflects the past of the property. Even information that does not appear in the current registry can be deciphered from the "history book" of the land or building by examining the closed registry. Especially for expensive real estate transactions or properties with complicated rights, there are many reassurances and discoveries that can be made by looking through the closed registry.

Conclusion (Point Organization and CTA)

The certified copy of the registry and theclosed copy of the registry are important records that reflect the present and past of the real estate. By accurately grasping the current rights with a certified copy of the registry (registry items certificate) and, if necessary, unraveling the past history with a closed copy, risks in purchasing real estate can be greatly reduced. Although the closed registry is unfamiliar to the general public, it is something that merits confirmation in certain cases as mentioned in the article.

In real estate transactions, situations can arise where "I didn't know" is not an option, so it is important to actively use the registry and closed registry to gather information if you have any questions. If you are still unsure about a decision or need a specialized interpretation, do not hesitate to consult a real estate professional (judicial scrivener, land and house investigator, real estate agent, etc.). By having the registration information read and interpreted from a professional's perspective, you can avoid overlooking unexpected rights and proceed with the purchase or sale of real estate with peace of mind.

Because you are dealing with an important home and valuable assets, it is worth taking a little time and effort to check the registry and order a copy of the closing transcript. We urge you to thoroughly research the present and past of the real estate to ensure a safe and secure real estate transaction. Start your real estate research by first checking the registry of the property you are interested in and obtaining a closed copy if necessary.

Frequently Asked Questions (FAQ)

Q1. What is the difference between a certified copy of the registry and a certificate of registered matters?
A. A certified copy of the registry is a term used to refer to a document that is a "photocopy" of the original registry that was originally kept at the Legal Affairs Bureau. Currently, registration records are computerized and the originals have been digitized, so the certificate equivalent to a certified copy of the registry is called a certificate of registered matters. Although the name is different, there is no significant difference in the contents. Generally speaking, "certified copy of the registry" refers to the current certificate of all registered matters in many cases, and can be considered almost synonymous in everyday use.

Q2. Are a certified copy of closed register and a certificate of closed matters the same thing?
A. There is a difference: a certified copy of the closed register is a copy of the paper closed register, and a certificate of closed matters is a printed certificate of the digitized closed register. Strictly speaking, they are different documents with different names, but the information contained in both is the same, and both certify the contents of the closed registration record. In the field of real estate transactions, they are often referred to collectively as a "closed transcript" without clearly distinguishing between them.

Q3: Can anyone obtain a copy of the closed registration?
A. Yes, in principle, anyone can request and obtain a certified copy of the closed register (certificate of closed matters). As with the current Certificate of Registered Matters, no special qualification or interest is required to obtain it, and anyone can request it at the Legal Affairs Bureau. However, information such as the location and lot number to identify the property is required to request a certificate, so it is advisable to check in advance. Please note that in the case of an old closed register, the request can only be made at the Legal Affairs Bureau with jurisdiction over the property.

Q4: Can I view or obtain information on the closed registry via the Internet?
A. Yes, partially. If the property was closed after the registration records were digitized, you can request a certificate of closed items using the Ministry of Justice's online system, or you can also view closed registry information at the "Registry Information Provision Service" of the Civil Legal Affairs Association. In the case of online requests, the information can be ordered by mail or picked up at the Legal Affairs Bureau office, and the fee is slightly discounted. On the other hand, old closed registers that have not been digitized cannot be viewed or obtained online because they are not supported online. In such cases, you will need to make a request directly to the appropriate Legal Affairs Bureau.

Q5. How long are closed registries kept?
A. The retention period of the closure reg istry is set by law. Basically, land is kept for 50 years after closure and buildings are kept for 30 years after closure. Thus, for example, if a building registry was closed 30 years ago, it can still be obtained today. However, very old closed registries (closed before July 1, 1988) may not be available because they have already been destroyed, as the retention period was set at 20 years under the old law. Please keep this retention period restriction in mind when researching the history of old properties.