Landwrap November 2004
IN THIS ISSUE
- LINZ News
- Hot Topics
The survey report template is now up on LINZ's website. As we profiled in the last issue of Landwrap, the template is a new initiative developed by LINZ and practising surveyors. It will make survey processing better, faster and cheaper.
President of the New Zealand Institute of Surveyors, Bruce Morrison, says they are pleased to have been involved in this development. "We encourage all surveyors to use the report template when presenting their datasets."
Using the template is not compulsory but it does set out the headings and key items that LINZ looks for in survey reports. To encourage its use, LINZ will be waiving the requisition resubmission fee until June 2005 for those who fully and correctly use the template.
We've also provided additional reference information on the website outlining situations where requisitions will be issued and the reasons why LINZ needs particular information. For ease of use, this information is categorised under each of the survey report headings.
LINZ is keen to get your feedback on the report template so we can keep improving it. Please use the feedback request at the end of the template to tell us what you think.
Surveyors, get ready for a new approach to processing at LINZ. From 22 November, LINZ will apply an acceptance-based approach to approving survey plans – an approach that focuses on managing risk.
Lindsay Smith, Processing Centre Manager at Dunedin, is overseeing the national implementation of this first stage of the Survey Handbook project. "Taking an acceptance-based approach means that LINZ will only requisition for high-risk errors and omissions on survey datasets. In addition to reliance on the automated Landonline processes and rules, LINZ will also be acknowledging that the quality of the CSDs being lodged is the responsibility of licensed surveyors.
"We've assessed those requisition items that are high-risk to title, to integration into Landonline, and to the future cadastre" Lindsay says. "Errors and omissions considered medium or low risk will no longer be requisitioned by LINZ. So, surveyors' internal business practices, quality controls and quality assurance will need to ensure data is presented correctly at all times or problems may arise for future surveys and for solicitors presenting associated documentation for issue of title."
Lindsay says that the first impetus for the changes came from an August 2003 meeting between representatives from the Cadastral Surveyors Licensing Board, the New Zealand Institute of Surveyors and LINZ. "We wanted to look at how to improve the whole processing relationship with surveyors. One of the immediate triggers was the high number of requisitions that were coming through."
As a result, LINZ has been working with representatives of both bodies to assist with the Survey Handbook project, which is built around giving surveyors the high-level processes and requirements for correct lodgement, and on LINZ taking a risk-based approach to the approval of survey datasets.
Lindsay says that, as well as the survey report template (see separate story), the new processing approach will help provide a platform for driving consistent, sensible and sound practices.
The latest upgrade to Landonline, version 2.5, went live on 15 November. This release is a mix of fixes to known issues and enhancements, plus behind-the-scenes improvements.
One enhancement that title customers will notice is when you begin an e-dealing. The page will look different as you can now choose to get an automatic title search done after an e-dealing is registered. At the beginning of the e-dealing, Landonline will prompt you on whether you want that automatic search done.
The automatic search option will save titles customers the effort of having to perform a separate title search in Landonline after the e-dealing is registered.
Please take the time to visit the System Updates Page for more information about this enhancement, and on the other changes made with upgrade 2.5.
You can also view the Known Issues for any minor issues that we've provided work-arounds for.
A new online "practice tool" is being launched by LINZ to help customers who don't use their new-found e-dealing knowledge straight away. When a delay occurs after receiving training, it's easy to forget some of the steps, or perhaps not get around to carrying out an e-dealing.
To help customers remember the main steps, LINZ is developing Online e-dealing Practice. These are online tutorials that help conveyancing professionals gain familiarity and confidence with e-dealing instruments prior to doing a "live" dealing.
The first tutorial to be released shortly is how to discharge a mortgage. Future tutorials will cover all the e-dealing instruments and major steps including mortgage, transfer, and certify and sign.
You can choose to 'walk through' or 'practise' within the tool. 'Walk through' gives you an overview of how the instrument works and 'practise' encourages you to input prescribed data and follow the interactive, easy step-by-step process.
The Online e-dealing Practice tutorials will also be great for those wishing to train other staff in their firm – as well as those needing a refresher on how the application works. Of course the best thing to do post-training is to log into Landonline the next day and lodge an instrument. But if that can't happen for one reason or another, this will be the next best thing to seeing those LINZ trainers all over again!
We will let you know when the discharge mortgage tutorial is ready to use. Keep reading Landwrap for updates on the other instruments that will be launched.
Christmas is coming....
Christmas is nearly upon us, so here's advance notice of the Christmas/New Year availability of Landonline and 0800 ONLINE support.
Landonline will be available to external users until 7pm on Friday 24 December and will be available again in the New Year from 7am on Wednesday 5 January 2005.
The 0800 ONLINE support mirrors Landonline availability, with support closing at 7pm on 24 December and available again in the New Year from 7am on 5 January.
Please also note that LINZ Processing Centres will close for business at 4pm on Friday 24 December and will re-open at 9am on Wednesday 5 January 2005.
When you receive a requisition on an e-survey, three options are available to you in response to that requisition:
- Full electronic – you can convert the requisition to a word processing file (using a common image handling tool included with most Microsoft desktop packages) then prepare a typed response. The New Zealand Institute of Surveyors has published instructions on how to do this on their website.
Once you have created the file, attach it to your requisition as a supporting document and return it to LINZ from your Landonline workspace. The requisition is signed electronically by you, the surveyor, as part of the automated process.
- Partial electronic – you can print the requisition and handwrite comments on the form. The document can be scanned to create a .tif file. You then attach it to the requisition and return it to LINZ electronically from your Landonline workspace. Again, the requisition is signed electronically by you as part of the automated process and no manual signature is required.
- Manual – you can print the requisition and handwrite comments on the form. Then return the form to LINZ by post or fax and we will scan it into Landonline as a supporting document. However LINZ doesn't recommend this process as it will delay further processing of the dataset.
Occasionally, a surveyor may consider that a requisition is not justified and wants it independently reviewed. LINZ has established a formal process for these reviews, described on our website. If you're seeking a review, please download the form, complete the details requested and forward it to the office shown.
In the past, each office handled these review requests independently, but from November 2004 LINZ will give each review a final national assessment to ensure consistency and alignment with the new acceptance process.
Secondary boundary lines (e.g. easement) are not drawn on the digital survey plan to avoid clutter on the survey diagrams. As a consequence, any mark symbols linked by pegging ties to traverse or witness marks will be plotted in space and appear unconnected to the primary parcels. If these 'pegs in space' are considered to be confusing, two processes can be used to show the secondary boundary lines:
a) Use the 'Add Line' tool and draw lines between the mark symbols.
b) Edit the 'Traverse Boundary Capture' screen by using the Multi-select option and change the 'Secondary Observations' (Layer 2) to 'Traverse/Secondary' (Layer 9 on the list) before regenerating the plan diagrams.
If you use option a), you need to remember that the user added data does not move if you move the diagram or the mark symbol on the plan sheet.
If you use option b) you'll probably need to hide the observations on the survey layout sheets to minimise clutter on the digital survey plan.
This month's Hot Topics:
Subdivisions require team work
When preparing a subdivision project for lodgement with LINZ, the surveyor and solicitor acting for the landowner need to work closely together, particularly when easements are involved.
A significant cause of delays in depositing many plans and issuing new titles is the 'I thought you were dealing with it' situation. The surveyor assumes that the solicitor will be dealing with the easement issues, while the solicitor has assumed these have already been dealt with by the surveyor.
Reminder that 'fast track' processing is available
LINZ offers a fast processing service for dealings lodged with an associated e-survey – another benefit that can result from the surveyor and solicitor working closely together.
With 'E-SURVEY + NEW TITLE FAST-TRACK', LINZ aims to reduce the processing time for an e-survey and the associated title to a total of 12 working days for the CSD approval and title issue.
To qualify for the fast 12-day turn-around, the dealing must be lodged along with the E-SURVEY + NEW TITLE FAST-TRACK request form on the same day as the e-survey and neither should be requisitioned or rejected.
If either the dealing or e-survey are rejected or requisitioned, the timeframe reverts to the LINZ target timeframe of 10 working days for the e-survey and 15 working days for title issue.
For more information, go to E-SURVEY + NEW TITLE FAST-TRACK.
Landonline spatial searching
When opening the Spatial Window, do you get the map of New Zealand when that's not what you want to see? If so, you may have too many data layers selected. The optimum number of layers you need is eight to ten – any more than that, you'll clutter up the screen with surplus information and lengthen the data load and draw time.
To clear the initial map, turn off the 'Centreline' and 'Context' layers in the 'All Layers' tab of the 'Landonline Searches' screen. If you're not interested in 'Withdrawn Survey Plan Reference number' labels, turn that off too. When you're comfortable with the layers that are displaying, select 'Default' on the 'Current Layers' tab and from now on only your selected layers will load and display.
If you want to see the Road Names, turn on the 'Centrelines, Road, Current Centreline' layer in the 'All Layers' tab and select 'Apply'.
If you use certain layers regularly, an alternative is to select them from the 'All Layers' tab but default them to be turned off on the 'Current Layer' tab. When you want to see the data, select the 'layer' label and turn it on (tick displays in the box). When you have finished with that view, select the box again and the tick is removed.
Please be aware that if you do remove the New Zealand map layer, you will open up to a blank screen.
Upcoming issues of Landwrap will include tips on 'title searches' and 'searches screens'.
e-dealing customer calling checklist
LINZ provides a support service on our 0800 number (0800 665 463) specifically for e-dealing customers. So that you get the best out of this service, we have come up with a short list of what to have on hand before you pick up the phone:
- your user identification (i.e. jbond001)
- your firm identification (i.e. gallawaycadu)
- the e-dealing number(s)
- the error message(s) number and wording
And advise any key issues relating to your call, for example:
- Is the issue stopping the e-dealing from proceeding further?
- What actions did you take to get to this point?
- What have you done to try to fix the problem?
Don't worry if you can't answer all of the above – our telephone support people will help you. LINZ's aim is to minimise the time you spend on the phone with us, so you can spend more time running your business.
Beat the Christmas rush – do e-dealing and get instant registration
To beat the rush up to Christmas, we encourage you to continue using e-dealing for your discharge and mortgage transactions – don't forget your multi-party transfers. This will save you time and help lessen the backlog Processing Centres generally experience at this time of year.
From time to time, the Surveyor-General makes rulings relating to the application and implementation of rules, standards and other statutory requirements. These will be published on the new Surveyor-General's Rulings page on the LINZ website.
In the past, this type of information was published in Torrenstalk. Now that all news for survey and title customers comes to you through Landwrap, a summary of new rulings will usually be published here with a link to the relevant ruling on the website. Where appropriate, the Cadastral Survey Guidelines will also be updated to be consistent with new rulings.
Surveyor-General's Ruling 2004/1 – Bearings to be in terms of the Official Survey Projection and Geodetic Datum (pdf 111kb) has been published to coincide with the introduction of the new Survey Report Template so that surveyors can comment on compliance with the ruling in the survey report.
The purpose of this ruling is to clarify the application of Rules 23 and 24, Surveyor-General's Rules for Cadastral Survey 2002/2.
The ruling specifies:
- that the approved official survey projections are the New Zealand Geodetic Datum 2000 Meridional Circuit Projections (pdf 52kb)
- particular cases where these projections may be substituted by alternative projections (NZGD49 Meridional Circuits or Old Cadastral Datum circuits), and
- that the official geodetic datum is New Zealand Geodetic Datum 2000 (NZGD2000).
The ruling supersedes some of the provisions in Section 3.5 and 3.7 of the Cadastral Survey Guidelines:
- The distance criteria for the use of alternative projections NZGD49 or Old Cadastral Datum has been decreased from 1km to 500 metres.
- This applies to all new marks and old marks connected to (including origin marks) on the survey.
- NZGD49 and NZGD2000 bearings are usually the same. However, recent comparisons between NZGD2000 and NZGD49 have identified some local exceptions. Where existing NZGD49 or Old Cadastral bearings are being claimed in terms of NZGD2000, surveyors must confirm and report that there is no significant local bearing difference between the two projections (refer Rule 3B(1)(a)).
The guidelines will be amended to reflect these changes.
Where the surveyor considers compliance with Rule 23(1)(b) is impractical or unreasonable, but the distance criteria for use of an alternative datum specified in the ruling is not met, he/she may seek a dispensation pursuant to Sec 47(5) Cadastral Survey Act 2002.
More details on NZGD2000 projections can be found in the fact sheet New Zealand Geodetic Datum 2000 Meridional Circuits (pdf 52kb) on LINZ's website.
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