Minuta and copies
The original minuta stays in the protocol. Its scans, salinan and extracts are what staff look for every day.
Document management for notaries and PPAT, with AI kept under your control
Your staff may already be pasting draft deeds into ChatGPT. In folders.id each deed has its own folder, AI reads only the folders you choose, and every access is on the record.
What you hold
What a notary’s office holds
Almost every page carries someone’s NIK, address or the value of a transaction. That is what needs guarding.
Warkah and supporting documents
KTP, family cards, NPWP, land certificates, PBB notices, articles of association. Often sent as photos over WhatsApp.
Draft deeds
Drafts that go back and forth between the office and the parties before signing, each with its own revisions.
PPAT files
Sale and purchase deeds, APHT, BPHTB and PPh payment slips, certificate checks and the land office registration papers.
What binds you
What you are bound by
A summary, not legal advice. For certainty, read the regulation itself.
Secrecy of office
The Notary Law (UU 30/2004 as amended by UU 2/2014), Article 16(1)(f), requires a notary to keep confidential everything about the deeds they make and the information gathered to make them, unless a law provides otherwise.
Minuta and the protocol
Article 16(1)(b) of the same law requires deeds to be made as minuta and kept as part of the notarial protocol. For a PPAT, the protocol covers the register of deeds, the original deeds and their supporting warkah (PP 37/1998 as amended by PP 24/2016).
The parties’ personal data
As a data controller, your office must protect the personal data it processes and prevent unauthorised access (UU 27/2022 on Personal Data Protection, Articles 35 and 39), and record its processing activities (Article 31).
Where folders.id fits
Where folders.id fits in your office
It does not make you compliant on its own. What it gives you is control over who and what opens a document, and a record you can show.
One folder for every deed
The deed template sets up folders for the parties, supporting documents, drafts, minuta and copies, taxes and PNBP, and checks and registration. Each colleague sees only the folders shared with them.
The AI reads, the NIK stays behind
Connect Claude or ChatGPT and pick the folders it may read. NIK, NPWP, passport and bank account numbers are masked before any AI receives them — on by default. Your team still sees the real numbers.
Warkah that files itself
Give a folder its own email address, or accept WhatsApp files from registered numbers. Photos of a KTP or a certificate can be read by OCR in Indonesian, so they turn up in search. Email and WhatsApp intake need setting up first.
What the AI read, on the record
The activity record keeps every search and read an AI made, refusals included. The record of processing is built from your live settings and exports to CSV.
The right draft, approved
Send a draft to the parties through a client portal with a password and an expiry. An approval is tied to a specific version, and any two versions can be compared.
Related guides
Indonesia PDP Law Checklist for Professional Firms
A practical Indonesian PDP Law checklist for law firms, notaries, tax consultants and audit firms: what to have in place before GR 33/2026 takes effect.
Read the guideIs ChatGPT Safe for Confidential Client Documents?
How to use ChatGPT, Claude and Copilot on client documents without losing control: account types, model training, data location and a short AI policy.
Read the guideAI Acceptable Use Policy Template for Firms
A copy-ready AI acceptable use policy for law, notary, tax and accounting firms: approved tools, banned data, human review, incident reporting and rollout.
Read the guideQuestions
Questions notaries ask
Can the minuta be kept here instead?
folders.id does not replace the duty to keep the minuta as part of the notarial protocol. Keep scans, drafts, copies and warkah here so they are easy to find and every access is recorded; the protocol itself you keep and maintain as before.
Where are our files stored?
Uploaded files are stored with an Indonesian object-storage provider; the application and its database, including the text read out of documents for search, currently run in Singapore. When an AI reads a document, the content goes to the AI provider you connected and that provider’s policies apply — which is why you choose the folders, and why NIK and NPWP are masked first.
Can staff use ChatGPT without opening every deed to it?
Yes. Each AI connection has its own list of folders. Anything outside that list is out of reach, and a request for it is refused and recorded. Revoke a connection at any time and its next request is refused.
What if a deed is being challenged in court?
An owner or admin can place a legal hold on its folder, with a written reason. While the hold stands, no person and no retention rule can delete what is in it.
Do the parties need an account?
No. They get a portal link to send documents or read a draft, with the password and expiry you set. The portal speaks Indonesian by default.
Start with one deed
Create a free workspace, use the deed template, and connect an AI to a single folder. Then see for yourself what was recorded.
Create your workspace