Landonline
Simplify your work with e-dealing
It's not too late to take advantage of free e-dealing training. Sixty-one people attended the latest information seminar in Auckland on 2 May and many have put the training into practice, learning just how much easier e-dealing can make their work.
- It's faster
Manual lodgements can take weeks. Registration is instant with e-dealing.
- It's cheaper
Less than half the price of paper documents. And with no multi-title fees or re-submission fees, you save on disbursement costs.
- It's easier
You won't be tied up in your office waiting on settlement day as each document can be signed before then. You can register anytime, Monday-Friday, from 9 am-4 pm.
- It's safer
e-dealing offers increased protection from signature fraud and only allows conveyancing professionals with a digital certificate to certify and sign.
- Support is available
Not only will you have the benefit of one-on-one training in your office, but there's 0800 support, Quick Reference Cards, an e-dealing User Guide and online practice tools to assist with any questions you may have.
- The M-word
LINZ and the Law Society are in discussions to make e-dealing mandatory. Take advantage of the personal training you can receive now.
Next Auckland event: 20 June, Auckland South
Contact a LINZ e-dealing Enablement Representative via email on e-dealing@linz.govt.nz to sign up for any of the events or to identify your training needs.
Flexibility of multi-party transactions
One of the lesser known advantages of e-dealing transfer is its flexibility, as a recent case demonstrates.
Clients based in the United Kingdom were selling a house in New Zealand and wanted to settle within a week of confirmation. The difficulty was that under the paper system, it was impossible to send a transfer via the post within this timeframe.
However, using e-dealing their legal firm in New Zealand was able to email a Client Authority and Instruction (A & I) form to the client's Hotmail address for them to sign, have witnessed and return by fax to the legal firm. This was done by the following morning, allowing the e-dealing to be completed in the client's desired timeframe.
This illustrates how rapidly registration can be actioned using e-dealing, even across the world.
While the original client A & I form would be followed up by mail to the legal firm, the case highlights that the fax was acceptable along with client's proof of identity, and that of the witness if necessary.
Timesaving Hints and Tips: #1 Create an e-dealing
- Use the copy and paste function in fields within the roles area.
- Maximise the screen before you start.
- Adding all instruments before moving to entering roles is more efficient and takes advantage of fields which default some information.
- Instead of using the tab key, use the 'arrow down' key twice to access the next document type field.
- When in the Enter Titles screen, avoid the Enter key. This saves having to re-open the Enter Titles screen.
- Use the Instrument Number to populate title references when doing a full DM.
- Use the document type quick codes, rather than the Description drop down list.
- Click in fields in which you want to enter data, rather than using the tab key.
- Use the Add button in the Enter Title screen. Not adding the title to the list in this screen means having to repeat the process, as an e-dealing cannot be saved without a title reference.
- Standardise the Client Reference by using the matter number.
- Note dealing numbers.
Searching Amendments to Computer Registers
Customers searching Computer Registers for amendments should check the Current View for up to date information.
The current view will show the corrected information, with the correction recorded in the Departmental Dealing memorial on the Historic View.
Header and memorial information on the Historic View cannot be changed, and only subsequent memorials will identify amendments.
LINZ News
New e-dealing training tools now online
Four new training tools have been added to the Landonline website in response to customers' suggestions.
The new tools covering Mortgage, Transfer joint and sole tenancy, Transfer tenants in common and Transfer combination instruments went live on 12 May and can be found on http://www.landonline.govt.nz/edealing/practise-tool/index.asp.
Each tool has a 'walk through' as well as a 'practice session' area.
Julie Gillatt, e-dealing training co-ordinator, says the new practice tools are an excellent way of building confidence in those who have received training.
"The tools will build confidence and help reinforce training so in time e-dealing becomes second nature," Julie says.
While those who have been trained will benefit from the tools, even those who have yet to receive training will find the tools useful, she says.
Good progress with e-survey uptake
April saw e-survey lodgements hit 20 percent nationally, indicating a pleasing continuation of uptake. Consistent leader Canterbury was again the top regional performer on 42.7 percent lodgement rate, with Marlborough and Taranaki the best Land Districts on 79.6 percent and 68.9 percent respectively.
LINZ Senior Development Advisor, Ralph Winmill, says the latest figures show steady acceptance of e-survey.
"One rural surveyor reported he was impressed that his firm lodged 13 'reasonably straightforward' e-survey plans around 10.30 one morning and had them all approved by the following night.
"As he said, chances are they would not have even reached the counter at the Christchurch Processing Centre office under the old paper plan system," Ralph said.
"In addition the same surveyor mentioned that having their local Territorial Authority undertaking online certification made for even more efficiencies, and significantly sped up the process.
"All good news for the survey firm's customers," Ralph said.
Progress in training firms in e-survey is also encouraging, with a positive impact on e-survey lodgements. To date, 133 of the 167 firms with e-survey licences have received LINZ-sponsored training.
Encouragement call to TAs at Surveyors conference
Surveyors and others attending the Local Government Surveyors conference in Christchurch this month, heard a call from Ralph Winmill and Mark Williams of LINZ encouraging Territorial Authorities (TAs) to take advantage of TA e-certification training and support services on offer.
Ralph Winmill and Mark Williams at the recent Local Government Surveyors conference.
Eighty representatives from over 30 TAs attended the conference, during which Ralph and Mark delivered a presentation on Landonline uptake and future developments. The pair also took advantage of a captive audience to ask for appropriate TA contacts LINZ could approach to offer TA e-certification training and services.
These services include process facilitation, where an experienced TA manager facilitates an internal meeting at a TA attended by regulatory, IT and GIS team representatives. The meeting would commonly demonstrate models used by other organisations, and cross-pollinate ideas to produce an implementation process for the organisation.
Another service on offer is onsite technical support and training, where individuals are shown how to set up TA e-certification and download their digital certificates. This is followed up with on-site training in TA e-certification.
Many at the conference gave their own details as contact people, or suggested appropriate TA contacts for TA e-certification training.
If you know of a TA contact that could benefit from TA e-certification support and training, send an email to e.survey@linz.govt.nz.
Landonline gets a technical refresh
New server and disk hardware recently installed on Landonline has meant improvements in supportability and cost effectiveness, LINZ Principal IT Architect, Graeme Davies, says.
The $1.2m technical refresh took place under a facilities management contract with EDS, and went live in mid-March.
"The previous equipment was five years old which is about the point that best practice would say it should be replaced," Graeme says.
"And although the server was performing effectively, we find the new server delivers a faster performance at the server end than the old one.
"Of course, server speed is only one of a number of factors affecting customer experiences, with network and ISP delays, for instance, also impacting on a system. But overall we're pleased with the results the new hardware install has produced," Graeme says.
Processing
Duplicate Traverse Marks: understanding the Pre-validation Report
Sometimes when an e-survey is captured into Landonline, multiple marks that should be a single mark are created on or near the same spatial location. This is caused by not linking the new mark to the existing Landonline mark, and as a consequence, these duplicate marks can cause topological errors within Landonline.
When pre-validation is executed for a new e-survey, the business rule Y024 is used to test for adjacent marks. Marks found within a specified tolerance of a new captured mark are reported to the user for further investigation. The tolerance is currently set for all survey classes at two metres. The report helps the user identify any potential traverse mark duplications, or corruption of Geodetic Mark information.
The rule compares all traverse, not boundary, marks on the new survey with all relevant and authoritative traverse marks in Landonline not connected into topology. Duplicate boundary marks are identified by missed mark functionality. Any marks on the survey that have found a potential duplicate mark(s) are listed in the report. The report lists 'Survey marks' and 'Landonline marks', along with any associated mark information that could alert the user to possible duplication.
Any marks listed must be investigated to confirm whether:
- the new mark should have been linked to the existing Landonline mark, or
- marks reported are correctly captured.
Example warning report for pre-validation:
Y024 - Warning: the following marks could possibly be duplicate occurrences of other marks already in Landonline:
| ID | Survey Mark | LOL Mark | Dist | Order | LOL Mark Description |
|---|---|---|---|---|---|
| 1001 | IS V DP 3011123 | IS V DP 3011123 | 0.02 | 6 | DN 0.3 m seal |
| 1004 | OIT I DP 621245 | IT I DP 621245 | 0.03 | 7i | IT I DP shown out of position on DP 3004214 |
Note: The pre-validation report is best copied to Notepad and printed using a Courier font in order to maintain the columned format.
Errors in Mortgage Documentation
Banking industry representatives have asked LINZ to remind practitioners of the importance of properly completed mortgage documentation.
While minor errors or omissions may not lead to a rejection by LINZ, banks are understandably concerned to see that their mortgage documentation is free of any error that could affect the obligations secured.
An incorrect title reference, or an error such as omitting to include a reference to the leasehold estate in a cross lease (even though the mortgage is recorded against the correct title), should result in a requirement from the bank to register fresh documentation to correct it.
LINZ recommends that practitioners undertake a simple pre-registration check to ensure that all mortgage details are properly completed. This will avoid the time and additional costs of preparing new mortgage documentation.
Hot Topics
e-dealing Reminders
While Landonline customers can only submit an e-dealing between 9am and 4pm, remember e-dealings can be prepared between 7am and 7pm in Workspace.
'Prepared' includes creating an e-dealing, searching titles, changing passwords – in fact everything except submitting an e-dealing.
Discharges by e-dealing
Vendors may discharge by e-dealing without a purchaser's consent. If purchasers refuse to accept an undertaking to register discharges by e-dealing, it is the vendor's prerogative to insist on a face-to-face settlement, where registration would be completed and if necessary a copy of title provided.
When acting for a purchaser, it is in the client's best interest to agree to have discharges registered electronically. Doing so is instantaneous, with no risk of rejection or loss of documents.
Not accepting the undertaking of a vendor's solicitor may result in the vendor compelling their solicitor to settle in person.
Note: NZLS Guidelines for electronic transactions were updated accordingly in February 2004.
Disassociation of former Landonline users
Landonline users who leave firms should be immediately disassociated from the system, as they could expose their previous workplace to financial or security risks.
For instance, when lawyers move firms without being disassociated, their Landonline activity continues to be charged to their former employer. They could also pose security risks to their previous colleagues.
Changes to Landonline users' names, phone and fax numbers, email addresses and job titles should also be updated as they occur.
Disassociation is free and can be carried out by system managers or by calling 0800 665 463 and choosing option 4 to access a Landonline support agent. The disassociated user's work will still display in Workspace.
Firms unsure of the disassociation process can refer to the Quick Reference Cards (QRC).
Once a user is disassociated, they can no longer log on to their former employer's Landonline account or perform work for it.
Adding User Added Text on Landonline
In rare instances, Landonline customers may find that 'User Added Text' needs to be added to Digital Survey and Digital Title plans.
Occasions where User Added Text is required include:
- Land to Vest
Here, text needs to be added on Plan Layout sheets describing the purpose, and in what authority, a created parcel of land is to vest. The Parcel Intent is captured as in the Parcel List, but does not identify who the land is to be vested in and does not automatically populate plan layout sheets. - Certificate of Title (CT) References
CT references need to be added to Digital Survey and Digital Title plans in circumstances including:- abutting parcels of Legalisation surveys (SG Rule Schedule 3 Sec 16)
- where land is brought under the Land Transfer Act
- where a parcel is subject to an amalgamation condition, right of way, other easement, or covenant over or in respect of the adjacent land
- where accretion is being claimed
- where the land is 'Limited as to Parcels' (SG Rule Schedule 3 Sec 17).
- Road Legality and Width
Ensure the following is added to Digital Survey and Digital Title plans:- road legality note. It is important to identify which roads are not legal and have been annotated as such
- nominal width of the legal road.
For road names to display automatically, users need to ensure a major part of the road parcel has been included in the selection defining diagrams before laying out plan sheets.
Stream, river, and railway names may need to be added to plan layout sheets if the name is outside the area covered by the system generated diagram.
