Inside a stuffy room in Cuba’s Ministry of Justice, the air thick with frustration. Papers shuffle endlessly. The hours go by, and you haven’t moved much. Sound familiar? 

This scenario has been unfolding across the Caribbean for decades. But what if I told you there was a better way? 

After embracing digital transformation, they converted antiquated, paper-laden systems into modern, efficient services. And guess what? It worked. 

This blog post explains how they did it. 

The Challenge 

Paper Overload 

In the Caribbean, notary offices have long been paper-based. Mountains of it. Every document required printing, signing and filing. This was not just slow — it was unsustainable. 

Inefficient Workflows 

Consider: People waited for hours for basic services. Workers worked for days on paperwork that could have been handled in minutes. It was bedlam, in short. 

Security Risks 

Paper documents are easily lost or tampered with. Absence of digital firewalls made fraud and errors a big issue. Public confidence wavered. 

Growing Demand 

New laws, such as Cuba’s reform of the Family Code, attracted more clients who were in search of quick results. There was a demand for remote access, electronic certification and transparency. Legacy systems couldn’t keep up. 

The message was clear: Change or face growing irrelevance. 

Solutions 

Computerization: Building a Tech Backbone 

First, Cuba’s Ministry of Justice took on the root problem — paper. 

• Electronic Authorization: They implemented IT systems for digitally managing document workload. No more endless forms. 

• Digital Storage: Documents were stored safely online, easily accessible. 

Suddenly, everything felt smoother. Faster. Smarter. 

Communication: Bridging Gaps With Technology 

Then, they moved on to the client experience. 

• Remote Platforms: Thanks to new tools, clients can request services and receive approvals without setting foot in an office. 

• Less Paperwork: Stacks of forms were replaced by virtual processes. 

For clients, this meant convenience. For staff, efficiency soared. 

Science & Innovation: Harnessing the future 

But they didn’t stop there. Security, and confidence that things were done correctly, was “very, very, very high” priority, he added. 

• Secure Document Repository: Sophisticated methods guaranteed that all digital transactions were legitimate and unalterable. 

• Educational Programs: Eight universities incorporated notarial education units to train a new generation of tech-savvy professionals. 

They combined innovation with education to create a recipe for long term success. 

Expansion and Modernization 

They also expanded access. 

• 21 New Units: More notarial offices are opened to ensure that services come closer to the people. 

• Digital Archives: Commercial registries, marriage agreements and documents related to assisted reproductive technology were all digitized. 

Each step stiffened their resolve to modernize. 

Outcomes 

The results? Nothing short of impressive. 

Increased Efficiency 

During 2023, more than 148,000 documents were digitally managed. Civil registry certifications eclipsed 815,000 in just two years. 

Improved Client Experience 

Wait times plummeted. Virtual offerings also translated to fewer crowded offices to visit. Clients loved the convenience. 

Cost Savings 

Less paper, less trash, less operational costs. Everyone benefited. 

Public Confidence 

Transparent, traceable records restored trust. Consumers knew that their documents were safe and binding in court. 

Takeaway 

Cuba’s ministry of justice shows there is hope: Even deeply traditional sectors can evolve. Utilizing technology, process redesign and staff empowerment, they established a gold standard for notarial service. 

For Caribbean notaries afraid of getting left behind, the message is clear: Digitalization is not a nice-to-have, it’s a must. Cybersecurity is not a luxury — it is a lifeline.