Landwrap November/December 2006

Landonline

Landwrap

Latest issue November/December 2006 - Issue 29

LINZ News


News

Landonline's Christmas and New Year hours

Pohutukawa

Pohutukawa

LINZ wishes you a merry Christmas and a happy New Year. We hope you will be able to take a break, relax and spend time with your family.

Landonline will operate normal business hours until 7pm on Friday, 22 December 2006 and will be available again in the New Year from 7am on Wednesday, 3 January 2007.

0800 Customer Support (0800 665 463) closes at 7pm on 22 December and will be available again in the New Year from 7am on 3 January 2007.

LINZ Processing Centres close for business at 4pm on 22 December and will re-open at 9am on 3 January 2007.

Landwrap will take a break in January – the first edition for 2007 will be out late February.

November figures for electronic lodgements

  • A total of 900 law firms out of a possible 1,356 lodged an e-dealing in November. 101 of those firms lodging were first time e-dealers.
  • The e-dealing share of total e-dealing-capable lodgements sat at 56.8% in November (up 8.9 percentage points from October).
  • A total of 167 survey firms out of a possible 331 lodged an e-survey in November. Four of those firms lodging were first time e-surveyors.
  • The e-survey share of total survey lodgements was 58.7% for November (up 3.1 percentage points from October).

Change of mortgagee in Landonline

The benefits of an electronic system were evident when more than 200,000 mortgagee names were changed in Landonline last month during a weekend.

"Under the paper environment, it would not have been possible to do this all at once," says Ron Munro, Customer Systems Manager. "In the past, such name changes usually took years to take affect in the Register."

Westpac Banking Corporation incorporated a new company, Westpac New Zealand Limited, on 14 February 2006. The New Zealand retail and business banking assets and liabilities of Westpac Banking Corporation were vested in Westpac New Zealand Limited on 1 November 2006, under the Westpac New Zealand Act 2006. As a result, the vesting has been recorded on the Land Titles Register, by changing the name of the mortgagee on Westpac Banking Corporation (and its predecessors) mortgages to Westpac New Zealand Limited.

LINZ and Westpac have worked closely together to make the changes as seamless as possible. LINZ was able to assist by running a script that updated every former version of Westpac's name – on 204,000 mortgages – to the new one in Landonline during the weekend of 11-12 November.

David Collins, Senior Counsel at Westpac New Zealand Limited, is impressed with the capability of Landonline. "It was great that LINZ could make such a significant change in Landonline in such a short space of time. It was really helpful to us."

Upper North Island paper lodgements to be processed in Auckland

As part of the shift to a 100% electronic environment, LINZ has moved the processing of postal lodgements for the Taranaki and South Auckland land districts from the Hamilton Processing Centre to the Auckland Processing Centre.

While customers can still post paper lodgements to the Hamilton Processing Centre, there is likely to be a faster turnaround if documents are sent directly to the Auckland Processing Centre. Alternative options for drop box lodgements are being considered. In the meantime, these will continue to be processed in Hamilton.

The new address for those who previously sent their dealings or survey plans to the Hamilton Processing Centre is:

Auckland Processing Centre
Private Bag 92-016
Auckland 1142

Standard 21-day timeframe for adjoining owner notices

LINZ has standardised the timeframe for adjoining property owners to investigate and contest proposed survey boundaries (relating to the uplifting of Limitations as to Parcels from Computer Freehold Registers).

The Land Transfer Act 1952 (Section 207(1)(b)) provides that the Registrar may give notice to adjoining owners but does not stipulate a time period. Up till now, the timeframe set has been at the discretion of the LINZ processing centre.

LINZ has now set a standard period of 21 days (three weeks) for adjoining owners to respond to boundary notices and the owner of the land in question to address any issues raised.

Practitioners have two opportunities to request the service of notices:

  • upon approval as to survey of the Cadastral Survey Dataset, or
  • upon lodgement of the dealing to deposit the Cadastral Survey Dataset.

The names and addresses of all adjoining owners are required together with a $10 fee for each notice to be served. Alternatively, if consents are provided by all adjoining owners, LINZ will not need to service notices and the dealing can be processed immediately.

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Landonline


Landonline Performance Taskforce update

In the October edition of Landwrap, LINZ announced that a Landonline Performance Taskforce (the Taskforce) had been put in place to look at all aspects that could affect overall Landonline performance.

Under the direction of the LINZ executive management team, the Taskforce's first priority (or phase one) has been to improve Landonline performance and reduce the risk of slowness in future. The team has initially focussed on reviewing the infrastructure of Landonline and addressing any issues in order to improve:

  • logon response times, and
  • speed of Landonline.

Since October, the Taskforce has used the services of specialist external consultants to undertake technical reviews of the Landonline system. A customer control group has also been established to provide weekly assessments and feedback based on their experience of Landonline. The control group includes customers in survey and conveyancing firms as well as users from within LINZ.

Activity completed to-date is summarised in the table below. (The subsequent impact of improvements and changes on Landonline performance is shown in the right-hand column.)

The combined results of these activities have helped us achieve improved Landonline performance. This improvement is based on feedback from the customer control group and also from our trainers. We will continue to track performance and analyse statistics gathered from diagnostic tools.

In conjunction with the above, we have also analysed key Landonline functions to help establish customer-focussed performance metrics for each of these functions. Once finalised next month, we plan to publish the metrics on the Landonline website to help ensure customers are better informed about the performance they can expect when undertaking key Landonline functions. We will keep you informed of progress in the next issues of Landwrap.

Landonline performance remains LINZ's top priority. The Taskforce will continue for the next three months (phase two), specifically focusing on:

  • continuing and completing the infrastructure review
  • improving the connectivity and stability of the Landonline system and performance
  • business improvements based on best practice, and
  • ensuring the capacity and performance of Landonline is continuously maximised.

Below are all the initiatives that the Taskforce has undertaken. While much of this content is technical, it gives insight into the range and depth of work that has been undertaken in response to customers' concerns.

Initiative Action/Purpose Date Completed Assessment/Result
Citrix Server Farm upgrades Metaframe 4 upgrade to all Farm Servers 16 Oct Currently assessing new features that may improve performance management
5 additional servers added to farm (previously planned business activity) 17 Oct Increased server capacity to provide for additional transactions and users
Additional memory added to all servers to 4GB as standard 31 Oct Acceleration of a planned upgrade as part of 100% e-lodgement to increase server performance
10 additional servers to be added into production (previously planned future proofing) Scheduled for late Dec 06 This planned upgrade is part of 100% e-lodgement capacity building
Independent review of LINZ Citrix environment 13 Oct Review conducted by Citrix Consulting Services. No major issues identified. Implement recommendations from review (see below)
Citrix data store and data collector performance improvement Dedicate one Citrix Farm Server as Citrix Utility Server to improve server management 20 Oct Recommendation from Citrix Review to enable better management of the server farm when users log on and use Landonline
RAM upgrade to 4GB on the above server 20 Nov Recommendation from Citrix Review to increase server performance
Filenet to Centera image migration was halted during Landonline operating hours A preventative measure to maximise Transaction Server capacity for customers and core business processes 13 Oct All server capacity was made available for user transactions. Centera image migration has now been completed outside Landonline operating hours
3 additional dual core Central Processing Units (CPUs) and 16GB of memory added to Transaction Server Aimed to minimise Transaction Server utilisation from 80% to 60% during peak times 23 Oct Acceleration of a planned upgrade in preparation for 100% e-lodgement
Review and analysis of database engine software performance Health check to ensure no undiagnosed performance issues 30 Oct No issues were identified
Review and analysis of firewalls Health check to ensure no undiagnosed performance issues 6 Nov No issues identified. Utilisation for the past 6 months is steady at a very acceptable maximum 25–30% of capacity
Removal of unnecessary intrusion detection hubs Removal of any potential network-related bottlenecks 29 Oct and 5 Nov Acceleration of planned business activity as part of overall planned intrusion detection upgrade
Review and analysis of network switches Health checks to ensure no undiagnosed performance issues 6 Nov No issues identified. Confirmation that current configuration settings are correct
Upgrade backend hubs to high capacity switches Completed 30 Nov Acceleration of a planned upgrade as part of 100% e-lodgement
Review and analysis of LINZ Internet Service Provider (ISP) performance and utilisation Health check to ensure no undiagnosed performance issues and capacity utilisation levels 30 Oct Current utilisation is 60% (10mbps connection) Decision to upgrade to 100mbps taken and planning underway
Upgrade internet connection from 10mbps to 100mbps Scheduled for Dec 06 Acceleration of a planned upgrade as part of 100% e-lodgement – future proofing to ensure much greater bandwidth
Review of Citrix Secure Gateway (CSG) Evaluate performance and recommend improvements 26 Oct No issues were identified
Develop plan to upgrade CSG components to latest versions Proposed upgrade date – Feb 07 Previously planned upgrade as part of 100% e-lodgement
Removal of replicated profiles from active directory System housekeeping to ensure maximum efficiency Jan / Feb 07 Features provided by profiles now embedded into Landonline application
Review and analysis of PKI infrastructure (Digital Certificates) Health check to ensure no undiagnosed performance-related issues 30 Oct No issues identified
Configuration changes to the driver between the Landonline application and Informix database New version of driver implemented as part of Landonline 2.8 release requires changes to configuration settings Scheduled for Dec 06 Good business practice – will deliver small network efficiency gains
End-to-end Landonline customer interaction monitoring capability Agree performance monitoring criteria 6 Nov 26 measures identified that map to key customer interactions
Implement processes and toolsets to monitor, manage and report performance from a customer experience perspective ETA for delivery - June 07 Commenced initiation phase. Next phases:
  • define requirements
  • design solution
  • evaluate toolset options
  • develop implementation plan
Customer control groups established Provide timely and meaningful customer information on Landonline performance Ongoing Groups set up. Weekly reporting for internal users, external customers and trainers in place
Evaluation of NZ market ISP performance Assessment of current NZ ISP capacity and impact on Landonline 3 Nov Initial findings from Consumer Institute ISP Survey and Report being analysed to identify issues relative to Landonline

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Regulatory


Road frontages - notices under section 93 of the Transit New Zealand Act 1989

A surveyor recently raised the issue whether or not LINZ is "policing" section 93 (s93) Transit New Zealand Act 1989 (TNZA) notices. The surveyor had received a subdivision consent for land fronting a limited access road, which contained no reference to:

  • access requirements, or
  • a Section 93 Notice requirement.

Background

Example of a road frontage

Example of a road frontage

Due to the mandatory requirements of the former s321 of the Local Government Act 1974 (LGA) (now repealed), LINZ had adopted the practice of monitoring road access/frontage requirements, before depositing plans and issuing titles for land in subdivisions.

As a consequence, monitoring by LINZ previously included consideration of s93 TNZA, which deems a state highway limited access road not to be a road, for the purposes of a subdivision. If access from such a road is necessary, consent is required in the form of a s93 Notice.

Current position

Following the repeal of s321 LGA on 1 August 2003, LINZ is no longer authorised to requisition a subdivision plan on matters relating to access or road frontage. Once a plan is deposited, computer registers may be issued for the new allotments regardless of whether or not road frontage or access is provided.

Under s106 of the Resource Management Act 1991, it is the responsibility of the Territorial Authority to determine what, if any, provision for road frontage or access is required in a particular case. This includes any issues concerning limited access roads and related compliance requirements under s93 of the TNZA.

Accordingly, if a plan approved by a Territorial Authority is presented for deposit, LINZ must assume that any issues concerning road frontage or access have been resolved to the satisfaction of the Territorial Authority.

Any queries concerning such matters should therefore be directed to the Territorial Authority and/or Transit New Zealand, as the case may require.

For further information on road frontage requirements, see Torrenstalk, October 2003, Issue 26.

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Auditing of Cadastral Survey Datasets

LINZ's proposed methodology for auditing Cadastral Survey Datasets is currently being reviewed by the NZ Institute of Surveyors (NZIS) and the NZ Institute of Cadastral Surveying (ICS).

We intend to release the final document in 2006, although it may be early 2007 before all Licensed Cadastral Surveyors receive a copy.

To find out more about the proposed methodology, and the pilot study on the cadastral survey audits, refer to the LINZ website.

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e-survey


e-survey case study: two Auckland firms share their experiences with becoming
e-survey enabled

Two Auckland firms adopted e-survey early when they realised the move to an electronic environment for their industry was inevitable. Michael Lucas and Steven Mydlowski talked to LINZ about becoming e-survey enabled and shared some of the challenges they have experienced along the way.

Pohutukawa

From left: Michael Lucas, Easedale Surveyors, and Steven Mydlowski, Davis Ogilvie

Michael Lucas, sole owner of Easdale Surveyors in Howick, has been using e-survey for 18 months. He says there was no right time to learn the application. "We have been incredibly busy for a number of years and, with no apparent lull, we just had to learn it. We got the e-survey licence and did our training on a simple two-lot subdivision."

Neil Pullar of Cadastre Ltd trained Michael and one other staff member in e-survey. Michael says Neil's biggest hint was to make use of LINZ's 0800 Customer Support number for specialist e-survey support. "He said 'don't be afraid to use it, don't try and do it yourself'. The 0800's been good. I can usually get through the first time."

Auckland surveyor, Steven Mydlowski, joined the Henderson branch of Davis Ogilvie 12 months ago. "I've had my e-survey licence for two years but have only been using e-survey here."

Davis Ogilvie's Christchurch Office adopted e-survey soon after the completion of the pilot and has since been sharing expertise with other branches. Steven received his training in-house and often uses the LINZ 0800 e-survey team for assistance.

"The 0800 number is excellent," says Steven. "You can see what they're doing [shadowing] while they're explaining things. I ring straight away if I can't work it out."

Steven says Davis Ogilvie are completing 90% plus of surveys electronically. "We are completing some old jobs we started on paper but most new surveys are done in e-survey."

Easdale Surveyors are doing all their surveys electronically. "We're at 100%," says Michael. "We do most our work with Manukau City Council. They are doing e-certification and that was actually one of the reasons we decided to start using e-survey."

Michael said it's much easier to send an e-survey to a council that's e-certification capable. A recent experience with an e-survey and a non e-certified council highlighted the benefits of both parties using Landonline. "The council didn't tell us what they wanted and it caused a lot of extra work." That council is now considering e-certification.

Steven says his firm deals with the most of the councils in the greater Auckland area but prefers working with those that can e-certify plans. "Otherwise the process takes longer. A physical plan can take a couple of days to get to the right person and a couple of days for them to send it back."

Neither firm had to make any major technical changes to accommodate the e-survey application and Landonline. Davis Ogilvie regularly upgrades its computers and software and Easdale Surveyors recently moved to a centralised server and updated its computers at the same time.

Steven says his firm has been experiencing the benefits of e-survey. "Datasets are being approved faster and it's significantly cheaper. Lodgements are a lot less than for a manual dataset and easements are free as there are no extra sheets costs. We have just saved about $6,000 in lodgement fees with e-survey for a 65-lot subdivision."

It hasn't all been plain sailing however. Steven points out it can be a challenge balancing e-survey training with project timeframes. "If we are under pressure to get a dataset approved, it doesn't allow for extra time with training to get familiar with it. To overcome this, we try to allocate staff to projects to specifically train them on e-survey and this time is written off to training."

Michael says he is currently grappling with the role lawyers play in the e-survey process. "We can add them as legal representatives into an e-survey but we don't know what they can do, such as whether they can look at a plan or just receive notification when the plan is approved." [The surveyor can enter the Legal Firm/Agent if they wish, however, it is a reference field only to assist the surveyor's record keeping. Notifications are not sent to the Legal Firm/Agent at any stage and they cannot view the plan generated by the surveyor until the plan has been approved.]

Davis Ogilvie has three surveyors in its Henderson Office. Steven says they are not planning on hiring more staff as a result of e-survey. "We are looking at changing some of the roles to better utilise e-survey. Rather than having a senior surveyor draft plans, we'll get more junior staff doing that."

Easdale Surveyors has two e-survey-enabled staff plus technical staff who do the field work. Michael says recruitment in the survey industry is a problem. "I advertised for a graduate and out of 50 graduates this year only got one reply."

Neither Steven nor Michael has used the e-survey training tools on the Landonline website. There's a range of information available for surveyors, including quick reference cards, user guide, and a computer-based training CD-rom for e-survey XML. The comprehensive Landonline Education Centre can be accessed by completing a search on any topic.

Steven says e-survey has been a big learning curve but their experience and confidence are growing. "It was inevitable that an electronic system had to come one day. The sooner you start using e-survey, the easier it is."

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Get posting on the e-survey web forum

e-survey web forum

e-survey web forum

The newly designed e-survey web forum is up and running.

Up till now, the forum has been operating as a message board where posts have run concurrently. These posts have now been transferred to the forum site.

The forum provides a channel for all the survey community to share ideas and information. Surveyors can post questions and create discussion threads under specific topic areas. As well as e-survey topics, the five main regions have been included so surveyors can discuss issues pertaining to a particular geographic area. Topic areas can be added or expanded as the forum develops.

LINZ aims to moderate the forum daily and post responses to surveyors' comments within two working days. Questions requiring a detailed response from a LINZ specialist, however, may take longer (and may also be responded to by email).

Check out the e-survey web forum and get posting! You will need to register but the process is simple, requiring only a user name, your full name, organisation, email address and password. (Surveyors who have sent posts to the messageboard will need to re-register on the new forum.)

Any feedback or suggestions would be much appreciated and these can be provided under the 'Landonline Forum Feedback' section in the forum.

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New e-survey tips, hints and FAQs

The Tips and Hints section on the Landonline website includes a handy menu list and is continually being refined and added to. The following topics have just been added:

Automatic document linking in e-survey

0800 Customer Support staff are often asked what documents are automatically linked in e-survey. We have recently added information on document linking to the Landonline website.

Lodging consent notices when using e-survey

Consent notices are lodged as an instrument for registration via a solicitor. We have recently added information on how to deal with consent notices when using e-survey on the Landonline website.

Survey quality assurance forms

Did you know you can download the cadastral survey quality assurance forms from the LINZ website? You can access the:

  • pre-office visit survey firm questionnaire
  • field audit checklist
  • office audit checklist (this is currently under review).

Dealing with large plans in e-survey

In the October edition of Landwrap, we included information on alternative ways to present GPS data that will help unclutter large GPS surveys.

Here are a few tips when you have a large survey to complete in Landonline:

  • If you have captured your data in 3rd party software and find after importing into Landonline that edits are required, it is best to make these edits in your 3rd party software, save the changes, and then re-import your XML file back into Landonline.
  • Edits can be done either in Landonline after importing, or in your 3rd party software. The benefit of editing in your 3rd party software is that your XML file will be up to date and, for some people, it can be faster than trying to edit in Landonline.
  • Get LINZ 0800 Customer Support involved early in the process if there are complications involved in your capture.
  • If you find that the layout sheets are taking a long time to open up, ask for assistance from the 0800 Customer Support team to log a call to have the speed of this process changed for the plan you are working on.
  • Aim at keeping user defined diagrams to a minimum where possible, as the number of diagrams defined can have an impact on the time it takes to open layout sheets.
  • If your plan is complex, run pre-validation by Batch rather than online. Also submit your plan by Batch rather than submitting online. This means that you can then close this job down and carry on with another in the meantime.

Scanning plan graphics

Are you having difficulty scanning plan graphics as part of your plan compilation?

The scanned image of the Plan Graphic (or any other supporting document that forms part of the DSP & DTP) must be scanned as "portrait" thus having the width x height dimensions and then Landonline fits to page.

If it is scanned as "landscape" it has height x width dimensions, therefore when Landonline fits to page, it reads the height as the width thus giving the look of an A5 Landscape.

Combining diagrams in e-survey

Overlaying non-primary and primary diagrams in Layout Sheets can increase the risk of capturing incorrect data. We have recently added advice on how to safely combine diagrams in e-survey to the Landonline website.

Are you using all the e-survey tools and tips?

There is a wealth of self-help information on the Landonline website to assist with completing e-surveys in the e-survey section.

The e-survey Tips, Hints & Training Tools section includes links to the full on-line e-survey User Guide, Quick Reference Cards, quick links and training tools. The comprehensive Landonline Education Centre can be accessed by completing a search on any topic.

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e-dealing


Withdrawing a caveat in Landonline

When withdrawing a caveat via the Landonline e-dealing system, the requisite authority must, in all cases, be obtained from the caveator.

If the caveator is a private individual, a full Authority & Instruction (A&I) form with proof of identity is required.

The requirements differ in the case of caveats lodged by 'institutional chargeholders'. In these circumstances, a paper form withdrawal executed in the traditional manner will be sufficient authority to enable the lawyer to whom it is provided to certify a withdrawal for electronic registration. A full A&I form is not required.

In the NZLS e-dealing guidelines, banks and lending institutions are defined as 'institutional chargeholders'. The guidelines state:

"Institutional chargeholder: An institutional chargeholder is:

  1. an institution, such as a bank, building society, financier, solicitors nominee company, or other organisation which regularly lends money or provides credit in the course of its business activities, (but does not include a private individual or contributors under a contributory mortgage advance); or
  2. a territorial authority, the Legal Services Agency, or other organisation which registers encumbrances or charges against land in the normal course of its activities."

If you are in any doubt as to whether the organisation you are acting for meets the criteria of an institutional cardholder outlined above, prepare an A&I form when withdrawing a caveat in Landonline e-dealing system.

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Are you holding back from e-dealing?

While e-dealing usage is increasing, there are still a number of firms not using it to lodge all e-capable instruments.

"And that," says LINZ Acting General Manager, Customer Services Brian Usherwood, "is causing frustration for the firms that want to do an e-dealing."

Peter Death, Practice Manager at Stratford law firm Gordon and Mooney, says the same thing. "Our e-dealing figures could be a lot better than they are, but we are being held back in some deals because the other firm isn't e-dealing.

"The sooner trained firms bite the bullet and start e-dealing the easier it will be for everyone involved, and the less confusion there will be," says Peter.

"As an experienced firm we would be more than happy to provide advice and assistance to those who are apprehensive about the new technology. And I think most firms wanting to e-deal would say the same."

Mr Usherwood said LINZ is keen to hear about any firms that are not e-dealing, so they can be supported.

"We'd like to help anyone having issues to contact us. Any firms who come across someone not e-dealing yet when they could be, should let us know so we can help sort out the problems and get them underway," he said.

"It's a real concern to us at LINZ that some firms are putting themselves and their conveyancing business at risk by not getting on with this.

"And they're also inconveniencing other firms who are keen to get on with it."

LINZ's offer of free training for e-dealing ended on November 30, however online support tools are available.

Mr Usherwood said he strongly recommended firms begin using e-dealing to lodge instruments as soon as possible, as the next phase of instruments to be released for 100% e-lodgement were being developed.

"You really need to be familiar with how it all works and comfortable with the process in preparation for the next phase," he said.

Information about the new developments will be forthcoming over the first few months of 2007. Many of the changes are improvements conveyancers have been asking for.

For example, LINZ is looking at simplifying and speeding up the Certify and Sign process. However, it will be important that users have a strong understanding of the current functionality otherwise firms not yet e-dealing may struggle with the upgrades.

To find out more about e-dealing, and to get support to get going, call 0800 665 463 (select option 1) or go to www.landonline.govt.nz.

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Best practice when using a search and registration agent for e-dealing

It's a busy time of year. You're rushing from one job to another and a little help with e-dealing might come in handy.

A number of law firms are choosing to use search agents or other providers to prepare parts of conveyancing documents using e-dealing.

Todd Whitcombe, a member of the New Zealand Law Society's (NZLS's) Property Law Section Executive Committee says if you choose this route, it is important to remember that you, the solicitor, are still the conveyancing professional.

He says it's the same as doing a transaction on paper. That is the person who certifies and signs an instrument before it is submitted for registration must be a solicitor with a current practising certificate under the Law Practictioners Act, or a landbroker already licensed by the Registrar-General of Land.

The role of the e-dealing service provider is to prepare parts of conveyancing documents using e-dealing.

"They can lift the administrative load by preparing and possibly releasing instruments following settlement and assist with the final submission of the dealing for registration."

LINZ Acting General Manager, Customer Services, Brian Usherwood, advises there are two possible options for working with an agent for e-dealing.

"Either the conveyancer's firm would have to have an e-dealing licence and allow the agent to associate their staff to the conveyancer's firm (allowing access to the firm's e-dealing licence), or the agent would need to have an e-dealing licence and the conveyancer would have to be associated to the agent's firm. This effectively allows them to log on to Landonline as a member of the agent's firm to Certify and Sign," Mr Usherwood says.

Regardless of how the conveyancer sets up the licence, it's critical to consider your Digital Certificate obligations and security. Everyone who uses Landonline must have their own Digital Certificate. The Digital Certificate is used to authenticate that the person logging onto Landonline is the person who is authorised to use it. Every Landonline user has an individual Landonline profile and has provided credentials such as proof of identify when they signed up. It's vitally important that the owner of the Digital Certificate keeps their Digital Certificate secure, under their own control and never shares their Digital Certificate passphrase or Landonline password with anyone (refer to the Digital Certificate Terms and Conditions and User Obligations.

Mr Whitcombe says as well as maintaining the security of the Digital Certificate, and ensuring that the Certify and Sign responsibility rests with the conveyancer, there are some other issues to think about when deciding how you want to make use of an e-dealing service provider.

"You need to think about how you would maintain client confidentiality. Remember that everyone associated with an e-dealing licence can see work being done under that licence – so all law firms linked to the same search agent's licence can see all instruments prepared against that licence. And, of course, all the staff within a search agent who are linked to a law firm's licence can see all the work being done under that licence."

Choosing the option of linking your Digital Certificate with a search agent's licence also means you need to think about how you would provide the other law firms involved in a transaction with an acceptable undertaking to release documents on settlement, given that the control of this involves a third party – the agent, Mr Whitcombe says.

"From the client's point of view, it would mean the dealing has been done through a third party rather than through your direct control, which might raise issues for them."

Mr Whitcombe also said solicitors retain responsibility for ensuring the supporting documentation is kept to meet Landonline compliance requirements.

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Free e-dealing training ends

Most of New Zealand's conveyancing firms took advantage of LINZ's free e-dealing training programme, which ended on 30 November.

Ongoing training needs will now be met through the online e-dealing practise tools, business implementation tools, quick reference cards, user guides and quick start examples – all available on the Landonline website.

New law firm staff will be able to use these tools to self-train. We recommend they sit alongside a trained staff member as they process a transaction to get a good idea of how it's done.

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Desperately seeking O'Brien ... in Landonline

Some conveyancing professionals may not be aware that Landonline doesn't recognise apostrophes in a user's name. As searching for names such as O'Brien or O'Malley can be a challenge, we have set out below some search tips to help you find names with apostrophies.

To search for a user with an apostrophe in the surname, click on the binoculars beside the primary contact, or conveyancing professional, to bring up the search screen.

Option one

The easiest search method is to:

  • type in their User Id – the first letter of their first name and their surname
  • ensure there is no apostrophe or gap where the apostrophe should be
  • add an asterix, e.g. jobrien* (the asterisk is a wildcard)
  • click Search Now
Search user.

Option two

A second method is to:

  • type in their full name in the Given Names and Surname fields
  • ensure there is no apostrophe or gap where the apostrophe should be
  • click Search Now
Search user.

Happy searching!

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Territorial Authorities


For TAs thinking about TA e-certification...

TA e-certification allows Territorial Authorities to certify cadastral survey plans in Landonline and is an integral part of the survey process. Surveyors lodge their plans with LINZ electronically in Landonline and TAs can then sign the relevant Resource Management Act certificates on those plans. This end-to-end electronic process provides time savings for both councils and surveyors and removes the need for paper-based processes.

Currently, 30 TAs have TA e-certification licences and many others are embarking on the enablement process.

Surveyors play an important role in encouraging TAs to think about electronic certification. There are several steps to consider – some of these are outlined briefly below. Do use our 0800 Customer Support team (0800 665 463, select option 2) for assistance at any stage in the process of getting TA e-certification up and running.

IMPORTANT – Landonline organisation name and code

All TAs are already set up in TA e-certification with an organisation name and code, which means they don't need to be signed up as a new organisation. You will need the organisation name and code to purchase your TA e-certification licence and add new users. When you let LINZ know you want to begin using Landonline TA e-certification (email your contact details to info@linz.govt.nz or ring 0800 665 463, select option 2), we will advise you of your organisation name and code.

Purchase your TA e-certification licence

When your user name and password are set up, you will need to purchase a TA e-certification licence. Only one user can use the application at any one time. You may need to consider how many users will need to use the system at any one time and therefore how many licences you need.

Current plan-signing delegations may not translate to an electronic environment

You may need to review who does what when moving from a paper environment to online TA e-certification. As you go through the enablement process, you will be prompted to assign user privileges. You will need to add the person who will be the Trusted Contact through the set up process, bearing in mind that this person will set up your licence, check your organisation's details, add other individuals and assign user privileges.

Your IT environment and operating system

It's a good idea to involve your IT staff at the early stages of enablement as you will need to download software onto the computer(s) your TA staff will use to access Landonline.

Setting up your Digital Certificates

Digital Certificates are the key to Landonline's security and all users must have one. LINZ has a wizard that makes downloading and installing Digital Certificates simple and fast. You can use it to load and install a Digital Certificate for the first time, reload a Digital Certificate, complete your annual Digital Certificate renewal process, and transfer your Digital Certificate from one computer to another.

Who's going to be trained and when

When you have the licence and Digital Certificates in place, let LINZ or your training contact know and they will arrange a time to train nominated staff. (To book TA e-certification training, ring 0800 665 463, select option 2.)

Managing electronic certifications

You will need to decide how your council will manage electronic certifications and how this will be integrated into your document or information management systems.

Full instructions on how to become TA e-certification enabled can be found on the Landonline website.

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