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Information about Electronic Submission

Using of electronic signature and related services is governed by the Act No 297/2016 Coll., on Services Creating Confidence for Electronic Transactions, and by the Act No 12/2020 Coll., on the Right on Digital Services and on Amendments to Certain Acts. 

In accordance with Section 2 of Decree No 259/2012 Coll., on Details of the Performance of Records Management, as amended, the Czech Office for Surveying, Mapping and Cadastre publishes following information:

Documents in electronic form can be delivered via the Cadastre and Land Surveying Portal (hereinafter referred as “Portal”), via competent data box, to the electronic mailroom address or on a portable technical medium. Other possibilities of electronic communication are not allowed.

Cadastre and Land Surveying Portal 

Through the portal, the user can prepare, authorise and send his/her own submission to the competent authority in digital form as a digital act pursuant to Section 4(1)(d) of Act No. 12/2020 Coll., on the Right to Digital Services and on Amendments to Certain Acts. The Portal thus enables a user logged in through the national identification and authentication point (Citizen Identity) to prove his identity by means of a qualified electronic identification system, to have the digital act authorised by the service user and to prove the service user's expression of will to perform the digital act. 

The Portal uses data from the cadastre information system and is connected to the basic registers. Through the applications and interactive forms that are part of the Portal, it is easy to make submissions to the authority to deal with various life situations, for example, to submit a proposal for entry in the application Proposal for entry of a right into the Real Estate Cadastre, to request changes to other data, and other. The range of applications and interactive forms available in the Portal will be gradually expanded in the future. 

Documents attached to the actual submission made via the Portal must be full-fledged documents in electronic form as required by the legislation for each specific document (in particular, the entry documents).

List of Electronic Mailroom Addresses and Databoxes ID

Due to the obligation to check invalidated certificates, the message may not be processed until the following day.

A leaflet (in PDF format) with practical information on how to apply correctly and easily for entry into the Real Estate Cadastre electronically.

Allowed Data Formats for Receiving Documents in Electronic Form

In the case of documents intended for registration of rights in the Real Estate Cadastre, only the Portable Document Format (PDF) or Portable Document Format for the Longterm Archiving (PDF/A) is acceptable, provided that a recognised electronic signature is embedded in the document and the electronic signature is accompanied by the certificate on which the signature is based. The same applies to documents bearing a recognised electronic seal or a qualified electronic time stamp.

To eliminate potential problems, we recommend not using diacritical marks in the file name. Each individual document is transmitted as just one file; it is therefore not possible to split one document into multiple files or to merge multiple documents into one file.

The size of the documents to be transmitted is limited and must not exceed 300 kB per page; e. g. a document of 20 pages can be a maximum of 6 MB. These parameters do not apply to documents created by carrying out an authorised conversion pursuant to Act No 300/2008 Coll., on Electronic Transactions and Authorised Document Conversion.

A Data Message (Digital Submission) can be delivered:

Unless the sent document is a copy, it must be originally created and signed in electronic form, i.e. it cannot be obtained as a graphic image (either by software - using a graphic editor - or by scanning the document in its paper form). An exception to this are documents that have been created by carrying out an authorised conversion from paper to electronic form pursuant to Act No 300/2008 Coll., on Electronic Acts and Authorised Conversion of Documents.

In documents sent in formats that allow the insertion of macros and scripts, these features/functions may not be used.

A submission in the form of a data message delivered to the address of the electronic mailroom must be the content of an attachment to the eMail message; it cannot be the text of the message itself. The attachment/document must be signed with a recognised electronic signature.

It is not admitted:

• The data message is the content of the eMail itself and the eMail as a whole is signed with a recognised electronic signature. Explanation: The format of the eMail message is not one of the permitted formats, as it does not allow for long-term storage of data messages.

• The data message is the content of the eMail attachment, only the eMail is signed with a recognised electronic signature, not the attachment. Explanation: The format of the eMail message through which the electronic signature is attached to the document is not one of the permitted formats, as it does not allow long-term storage of data messages.

• The data message is the content of the attachment to the eMail, the attachment was originally created in paper form and provided with the appropriate formalities, then scanned and provided with a guaranteed electronic signature. Explanation: In this case, an authorised conversion of the data message is necessary.

Submission sent via the Cadastre and Land Surveying Portal 

A submission sent through the Portal is considered signed and does not have to be accompanied by an electronic signature, pursuant to Section 8 of Act No 365/2000 Coll., on Public Administration Information Systems and on Amendments to Certain Other Acts. If a submission made via the portal is subject to an administrative fee, the cadastral office shall reduce the amount of the fee by 20 % in accordance with Section 9 of Act No 634/2004 Coll., on Administrative Fees.

Submission sent to a Data Box

A submission sent to a data box does not have to be electronically signed, as it is subject to the fiction of signature pursuant to Section 18 of Act No 300/2008 Coll., on Electronic Acts and Authorised Document Conversion. However, this applies only to situations where an act is performed via a data box in relation to a public authority, typically for procedural acts (e.g. submission of application for entry, withdrawal of a submission of application for entry). The documents that are delivered together with the procedural act must be full electronic documents as required by law for each specific document (in particular entry documents).

Provided an electronic form published on the Portal is used to create a submission (e.g. an application for entry) sent to a data box (and it is a submission subject to an administrative fee), the cadastral office will reduce the amount of the administrative fee by 20 % in accordance with Section 9 of Act No 634/2004 Coll., on Administrative Fees.

List of Portable Technical Media on which the Office Receives Documents in Electronic Form

The technical medium for cases of delivery of electronic submissions by post or in person shall be a CD-ROM, DVD-ROM, USB flash drive. It is not possible to use public online storage or cloud services as a technical medium and to send only a download link.

Handling of Data Messages contained Malicious Content or Code

A data message that has been detected to contain malicious content, macros or scripts shall not be processed.

Consequences of Delivery of an Incomplete or Corrupted Document

If a document is delivered to the cadastral office, which is incomplete or corrupted in such a way that its content cannot be identified and at the same time it is impossible to determine who sent it , the document shall be deemed not to have been delivered. If the contents of the document delivered cannot be identified but the sender and his contact details can be determined, the registry staff shall inform the sender of the defect detected and shall determine the further procedure to be followed to remedy it, taking into account the specific nature of the defect. If the cadastral office fails to remedy the defect in the document in cooperation with the sender, it shall not process the document.

ATTENTION!  There are other special requirements for submission an entry application in electronic form. Before submitting an entry application, make sure that they are met; if the deposit application is rejected or the deposit procedure is discontinued, the administrative fee cannot be refunded.

Confirmation of Data Message Delivery

A certificate of a digital act made through the portal or a message confirming the delivery of a data message is not a confirmation of the fulfilment of the filing requirements under other legislation. If a submission made through the portal or a data message to that effect is found to be deficient or to have other defects that can be remedied, the submitter will be invited to remedy them and will be given a reasonable period of time to do so.