Release 3.0 road show feedback positive
The first of the Release 3.0 presentations and workshops took place in Auckland on 31 March. Since then, LINZ and Property Law Section (PLS) representatives are travelling the country demonstrating the new e-dealing functionality in Release 3.0.
Over 1600 people have registered for the road show and feedback so far has been positive.
Susan Peacock, consultant at Johnston Lawrence, attended a presentation and a workshop. "I was very impressed. The presentation was extremely professional and the information I received on the day was at exactly the right level for me."
Susan also found the workshop beneficial. "The workshop was a great way to get some hands on practice before the release goes live. I'm now a real fan of all of the work LINZ is doing to get us ready for 100% e-lodgement. I can honestly say I've gone from being a reluctant user to an enthusiast. I'll definitely be at any future road shows."
Leonie McKay, Legal Executive at Chiu & Cain Law, went to one of the workshops. "The idea of learning by using the laptops really appealed to me and was a good alternative to attending the presentation. Working through the e-dealing Practice Tool was great as I could relate everything back to work I do in the office."
The remaining presentations and workshops will be held in Palmerston North, Tauranga and New Plymouth in May. If you want to attend, please register online.
If you haven't had a chance to get to a road show, you can access the presentation on this website. The e-dealing Practice Tool is also available for you to become familiar with the new screens and practise before completing a live e-dealing.
As always, our Customer Support team are available on 0800 ONLINE (0800 665 463) to answer any questions you have.
New e-dealing audit methodology
Many of you will be aware of the new e-dealing audit methodology introduced in December 2007. The new audit process provides conveyancing professionals with assurance that their internal processes are working for them and are error free.
Unlike some industries, conveyancing professionals around the country are eager to have their firm audited. As a result, your staff will be fully aware of their responsibilities with the e-dealing process within the firm.
We have had conveyancing professionals asking for information about robust compliance processes in use by other firms that have already experienced the new e-dealing audit methodology.
Catherine Trengrove at Minter Ellison Rudd Watts in Auckland has experience with the new methodology and its consistent implementation in both their Auckland and Wellington offices.
Catherine says, "You just need to make sure you have very clear policies and procedures documented and signed off by the partners in your firm.
"LINZ auditors spent a day doing our audit. They asked to see six to eight e-dealing files and interviewed e-dealing users to ensure they follow the documented policies and procedures. They also interviewed our staff in IT, deeds storage and HR to ensure these procedures were understood and implemented."
The auditors also reviewed the firm’s:
- written documentation for policies and procedures, where it was stored on their computer system and how it was accessed by staff
- internal protocol for administering Landonline
- password security policy
- national training program and materials
- set up process for new users of Landonline and the procedures followed when staff left the firm
- storage procedures including where and how documents are stored, recorded and recalled, and
- checklists, precedent letters/documents and A&I forms.
"We outlined to the auditors where we knew we had to improve our internal processes and documented how we would implement these changes within a specific timeframe.
"The auditors gave us clear guidelines on what standards we needed to meet and a draft copy of the report for our comment before it was issued."
Catherine advises, "As long as you have robust policies that can be implemented regardless of staff turnover, then the audit process is easily satisfied."
Information on the new e-dealing audit methodology is available on this website.
Keep your Digital Certificate secure
Digital Certificate (DC) security is vital both for practitioners and for LINZ to safeguard the use and integrity of Landonline – it is not a case of unnecessary bureaucracy.
As a practitoner with Certify and Sign privileges, you have direct access to make changes to the register. Careless use of your DC, or lapses in security around it, can compromise the system and your personal certification responsibilities under sections 164A to 164C of the Land Transfer Act 1952.
As DC holders, you are obliged to adhere to the Landonline Terms and Conditions and the Digital Certificate User Obligations.
You are responsible for ensuring that you, your staff, and your consultants and contractors, comply with user obligations as reflected in:
- rule 3.04 of the NZLS Property Law Section’s Rules of Professional Conduct – A practitioner must not allow use of his or her Digital Certificate (DC) or the associated password by any other person, and
- NZLS Property Law Section’s e-dealing Guideline H – Digital Certificate Protocols.
You can delegate most office processes to your staff or IT consultants. However, you must never share or disclose your password or passphrase, even to trusted colleagues. You must enter your password and passphrase personally.
If LINZ detects breaches of security requirements, practitioners risk revocation of their DC and suspension of their account.
Common situations where a breach occurs
- the DC is installed on more than one PC
- the practitioner knowingly shares their DC
- the practitioner gives their passphrase to the IT person or lets the IT person set it
- the practitoner shares their passphrase with others, e.g. colleagues or temporary staff who do not have their own DC
- someone other than the DC holder requests a password reset
Does your firm need more DCs?
One way to avoid a breach is to register more staff as users of Landonline. You can add other users by filling out the 'add individual' form on this website, attach the supporting documents and post to:
Land Information New Zealand
Landonline Sign-Up
Private Box 5501
Wellington 6145
