FAQs
The following list of questions and answers has been prepared to ensure our customers have as much background information as possible regarding 100% electronic lodgement. New questions and answers will be added as required.
If you have further questions or would like more information, please contact our Customer Support team by emailing info@linz.govt.nz or call 0800 665 463.
About 100% electronic lodgement
Why is LINZ moving to 100% electronic lodgement of survey and title transactions?
Why not continue with the status quo?
What will this announcement mean for conveyancers and surveyors?
How does 100% electronic lodgement affect LINZ accredited agents/suppliers?
How will finance companies and government agencies be affected by the changes?
How will 100% electronic lodgement be implemented, and what is the timetable for phasing out the paper system?
What will 100% electronic lodgement cost businesses?
What will it cost the taxpayer?
Can private landowners continue to do their own conveyancing?
Will fees change?
Searching titles and survey plans
I do searches for titles and surveys quite often… what will I do for searching when counters close?
We heard it's going to be compulsory to join Landonline. How do I find out about joining?
How do we get to be trained to be able to use e-dealing?
What is LINZ doing to ensure the reliability and availability of the system?
How secure is the system?
Why retain the Hamilton and Christchurch sites as LINZ's processing centres?
What will the closure of public counters in 2008 mean for members of the public wanting to get copies of titles or core paper records?
Will any paper records be destroyed?
When will LINZ know how it intends to maintain and ensure access to core paper records?
My firm didn't get an email, a fax or a letter about the announcement. How do I ensure I get any future communication about 100% electronic lodgement from LINZ?
Title transactions
What is e-dealing?
Why is LINZ moving to 100% electronic lodgement?
What is the first thing I need to do to get our firm started on e-dealing?
When will our law firm get training in the Landonline application? How much will the training cost us?
When is the first deadline? What other deadlines do I need to know about?
Where do I find information on e-dealing, to explain what it's all about?
Who in our firm needs to be trained in e-dealing?
How much does it cost our firm to get set up in e-dealing?
What kind of technology requirements are there for our firm?
How much does it cost to do an e-dealing?
How can I get assistance in setting up our office processes and procedures to cope with e-dealing?
What tools and support are available for e-dealing?
Survey transactions
When is the last date that I can submit a paper survey?
What happens to work that I have in a paper form but have not completed and lodged by the deadline?
My firm doesn't lodge many surveys. Do we have to buy an e-survey licence?
What do I do to join Landonline?
How much does it cost to join Landonline e-survey?
How long does it take to complete the sign up and enablement process for e-survey?
What training and support will be available for new e-survey users?
What difference will 100% electronic lodgement make to my business as a surveyor?
Territorial Authority certifications
What does the change mean for Territorial Authorities?
About Landonline
How do I pay lodgement and search fees as a Landonline user?
About 100% electronic lodgement
Why is LINZ moving to 100% electronic lodgement of survey and title transactions?
Currently only certain types of land transactions are able to be lodged electronically. The Government's announcement today means LINZ can extend the functionality of Landonline to enable more instrument types to be lodged electronically, which will mean greater efficiencies for conveyancers and surveyors, and their clients.
In December 2005, around 22 percent of e-capable title lodgements, and 37 percent of survey transactions, were lodged electronically. However, the full benefits of Landonline and investment in the system, can never be realised if only some practitioners are using it. For example, a routine title transfer requires two conveyancers to work together (one acting on behalf of the buyer, the other on behalf of the seller). So the amount of work conveyancers can lodge electronically is limited by the number of other conveyancers using Landonline.
Why not continue with the status quo?
Continuing to run both a paper and an electronic system will be more costly for LINZ and its customers in the long run. Moving to full electronic lodgement is the only way to realise the benefits of Government's investment in Landonline.
Maintaining both paper and electronic channels is impacting on LINZ's business because more resource is needed to process a higher volume of paper transactions than was forecast. LINZ would require significant increases to baseline funding and to user charges.
What will this announcement mean for conveyancers and surveyors?
By the end of the 100% e-lodgement programme, Landonline will be the only means of lodging survey and title transactions with LINZ.
How does 100% electronic lodgement affect LINZ accredited agents/suppliers?
LINZ Accredited Agents lodging transactions should be unaffected by 100% electronic lodgement.
How will finance companies and government agencies be affected by the changes?
Non-electronic lodgement channels will be maintained for those business or government groups who have traditionally done their own conveyancing and lodged documents directly with LINZ. For example, finance companies that lodge caveats based on agreements to mortgage, or Government agencies that lodge statutory land charges directly with LINZ.
How will 100% electronic lodgement be implemented, and what is the timetable for phasing out the paper system?
To give our customers time to prepare, paper or manual systems will be gradually phased out over the next two and a half years. The timetable for 100% electronic lodgement is: Discharges on 1 May 2007, Transfers and Mortgages on 1 August 2007, and survey transactions on 1 September 2007. The date for all remaining title transactions, such as caveats and rights of way, has yet to be finalised.
What will 100% electronic lodgement cost businesses?
LINZ has tried to contain costs to business through a relatively long lead-in time for 100% electronic lodgement and free training and additional helpdesk staff to support users. Also, Landonline has been designed so users can work with readily available PC software and hardware. There may be some one off costs. Where new computer equipment may be needed, indicative set-up costs for conveyancers, is around $3,000. Set up costs for a single survey user would be around $5,700.
What will it cost the taxpayer?
Landonline is fully funded through user charges. (Fees primarily paid by conveyancers, lawyers and surveyors). There are no additional financial costs to taxpayers as the capital for upgrading and enhancing the Landonline system can be funded from depreciation, and operational costs can be met through revenue from fees and charges.
Can private landowners continue to do their own conveyancing?
Non-electronic channels will be maintained for private individuals and other non conveyancers who have traditionally done their own conveyancing and lodged documents directly with LINZ.
LINZ will be improving the features and performance of Landonline. Enhancements will enable conveyancing firms to lodge a wider range of transactions than they can now, and in extended hours. Transaction fees will need to be adjusted to meet the costs of an improved Landonline. However electronic fees will still be lower than the cost of manual transactions. We will be consulting with stakeholders before any adjustment is made to fees and charges.
Searching titles and survey plans
I do searches for titles and surveys quite often… what will I do for searching when counters close?
Public counters will close during the 2008/09 financial year. It is proposed that Processing Centres in Hamilton and Christchurch will become the primary centres for LINZ processing, with the remaining centres winding down over time after 100% electronic lodgement comes into effect. LINZ currently has other channels for searching and obtaining copies of records. Copies of records can be delivered by post with an email option to be introduced shortly. Customers can still visit Processing Centres to search records and use the reading rooms. However, this will be by appointment only.
We heard it's going to be compulsory to join Landonline. How do I find out about joining?
You can sign up to Landonline using the sign-up form on the Landonline website.
How do we get to be trained to be able to use e-dealing?
Your firm firstly needs to sign up to Landonline, purchase an e-dealing licence and all users need to have a digital certificate. You can find out full details about signing up, licences and digital certificates on the Landonline website. If you want to book training for your firm in March or April 2006, please email info@linz.govt.nz or call 0800 665 463.
What is LINZ doing to ensure the reliability and availability of the system?
We know our customers require a reliable and high performing system, especially as it will be the only channel for transacting with LINZ. To date Landonline has performed well. Over the last calendar year, January to December 2005, it was available for just over 98% of business hours. We will continue to improve and enhance Landonline reliability and availability before the paper channel is withdrawn.
Only registered users can access Landonline, while technical and access security layers guard against threats to its integrity. LINZ securely backs up all survey and title records on a regular basis. This reduces risk to the titles register and digital cadastre.
Why retain the Hamilton and Christchurch sites as LINZ's processing centres?
We require a centre in the North Island and in the South Island for business continuity planning reasons (in case of natural disaster or similar emergency). The decision to retain the Hamilton and Christchurch sites was based on a number of factors, including the need to ensure we have the staff capability to continue to provide a high level of service to customers. In the South Island, the Christchurch centre has sufficient staff numbers to remain viable in the future. In the North Island, the Hamilton centre offered the best long-term location because it has capacity to house the number of staff required for the future and because of its central location with good transport links. There were greater costs in closing Hamilton and moving the larger number of records stored there off-site.
What will the closure of public counters mean for members of the public wanting to get copies of titles or core paper records?
With 100% electronic lodgement, there will be no need for public counters in our processing centres. It is proposed that counters will close during the 2008/09 financial year. This will change one of the ways members of the public access titles and survey records and "core paper records" from our archives.
Will any paper records be destroyed?
No. All and any paper records affected by the move to 100% electronic lodgement will be appropriately archived, as were the seven million documents following digitalisation as part of the original Landonline project.
When will LINZ know how it intends to maintain and ensure access to core paper records?
LINZ has developed a strategy that will ensure ongoing access to its records is maintained. Regulations will need to provide for limited exceptions to electronic lodgement - for example, individuals to undertake their own conveyancing on paper, as the cost of undertaking "one-off" transactions electronically would essentially remove their right to do this as provided under the Land Transfer Act.
My firm didn't get an email, a fax or a letter about the announcement. How do I ensure I get any future communication about 100% electronic lodgement from LINZ?
Please email info@linz.govt.nz with your firm's details (postal and physical addresses, email, telephone and fax details plus the name of your firm's main contact). Alternatively, phone our Customer Support team on 0800 665 463.
Title transactions
e-dealing is a service which allows lawyers and conveyancers to register title instruments and changes to titles electronically, including transfers of ownership, and registration and discharge of mortgages. An e-dealing licence also includes all the features of e-search.
e-search is the most commonly used service, particularly for search agents, lawyers and conveyancers. It provides access to the titles register, survey data in image format and supporting documents. It does not include access to spatial data.
Why is LINZ moving to 100% electronic lodgement?
Lodging instruments electronically will lead to greater efficiencies for you and your clients; continuing to run both a paper and electronic system would be more costly and inefficient. Furthermore, moving to full electronic lodgement is the only way to realise the benefits of the Government’s investment in Landonline.
What is the first thing I need to do to get our firm started on e-dealing?
The best place to start is to arrange for your firm to be trained in e-dealing. You can contact LINZ by email or phone to register your interest. A LINZ representative will provide dates and times for when our training team will be in your area. From this point LINZ staff will provide you with the necessary guidance to sign your firm up in e-dealing. You can find more information on how to sign-up.
When will our law firm get training in the Landonline application? How much will the training cost us?
All conveyancing professionals will have the opportunity to receive free training in your area prior to December 2006. LINZ provides training to all conveyancing professionals within New Zealand at no charge. Read more general information about Landonline including training opportunities.
When is the first deadline? What other deadlines do I need to know about?
Full details of key dates are available in the 100% e-lodgement InfoCentre section.
Where do I find information on e-dealing, to explain what it's all about?
The Landonline website provides comprehensive easy-to-understand information on all aspects of e-dealing.
Who in our firm needs to be trained in e-dealing?
Every staff member who will access the Landonline system at anytime. Usually firms mirror this on who is involved in the manual conveyancing process (e.g., legal executives and solicitors).
How much does it cost our firm to get set up in e-dealing?
Your firm will need to purchase at least one e-dealing licence and every staff member who will use Landonline will need their own digital certificate (their personal verification onto the Landonline application). See Pricing.
If you already have an e-search licence you will only need to pay to upgrade your licence to an e-dealing licence.
What kind of technology requirements are there for our firm?
See technical requirements for using Landonline for detailed information on suitable operating systems, software, firewall and internet connections, which are compatible with the Landonline application.
How much does it cost to do an e-dealing?
The table of fees shows fees for any activity which can be done electronically through Landonline. The comparison fee for the same function performed manually is also given.
How can I get assistance in setting up our office processes and procedures to cope with e-dealing?
The New Zealand Law Society website provides e-dealing Workflow Guidance to assist your firm to set up your internal processes to suit an e-dealing environment.
You will also need to assign certain roles to members of your firm.
What tools and support are available for e-dealing?
LINZ provides a variety of training tools, people-based training and support services to help new and existing users get the most out of using Landonline services.
A number of e-dealing practise tools are available on the Landonline website, to help you gain familiarity and confidence with e-dealing instruments. These enable you to practise using the e-dealing application without accessing the live environment.
Survey transactions
When is the last date that I can submit a paper survey?
Paper survey plans can be lodged with LINZ only up to 1 September 2007. Paper plans prepared prior to 1 September 2007 will continue to be accepted for a period of time. Thereafter, all survey plans can only be lodged with LINZ electronically through Landonline e-survey.
What happens to work that I have in a paper form but have not completed and lodged by the deadline?
Paper plans prepared prior to 1 September 2007 will continue to be accepted for a period of time. Thereafter, all survey plans can only be lodged with LINZ electronically through Landonline e-survey.
My firm doesn't lodge many surveys. Do we have to buy an e-survey licence?
From 1 September 2007, survey plan lodgements with LINZ can only be done electronically through Landonline e-survey. To directly lodge survey plans with LINZ from this date, you must have an e-survey licence. However, firms and offices can purchase and share a single licence, and future options could include use of bureau services. For more information, email e-survey@linz.govt.nz.
What do I do to join Landonline?
You can sign up online. However, before signing up, you should read How to sign up. This will provide the information you need to make some decisions on some key elements of the process.
How much does it cost to join Landonline e-survey?
All LINZ costs are shown on the Landonline website.
How long does it take to complete the sign up and enablement process for e-survey?
The sign-up process takes approximately two weeks. Training can only be scheduled once firms have completed the sign-up process. You should allow four to six weeks to schedule onsite training.
What training and support will be available for new e-survey users?
LINZ will provide training and support to all new e-survey users, and assist them as they adopt electronic lodgement. If your firm would like training, please email e-survey@linz.govt.nz as soon as possible to secure your booking.
LINZ will also provide assistance and support to all surveyors to assist them through the transition period.
What difference will 100% electronic lodgement make to my business as a surveyor?
Landonline e-survey is designed to complement existing survey practices. We have designed e-survey to eliminate or at least minimise a surveyor's manual workload.
e-survey allows surveyors to digitally prepare and lodge cadastral surveys directly with LINZ from your own office. In addition, through using LandXML enabled survey software, you can create surveys without needing to rekey data into the Landonline capture screens.
Once in Landonline, you can finalise and validate your e-survey before lodging it with LINZ.
Surveyors already using Landonline have found that e-survey allows them to reduce overall project time and costs, and to re-allocate resources engaged in the paper process to more productive activities.
Territorial Authority certifications
What does the change mean for Territorial Authorities?
All survey firms will need to adopt electronic lodgement using LINZ' Landonline e-survey, by the cut-over date of 1 September 2007.
After 1 September, 2007, Territorial Authorities will retain their existing options to certify either:
- On paper, or
- Electronically via LINZ' TA e-certification.
TA e-certification offers Territorial Authorities time and cost savings through certifying cadastral surveys electronically. We expect to see the trend from paper to electronic certification continue.
LINZ will provide assistance for new Landonline TA e-certification users, and support for all Territorial Authorities through the transition.
About Landonline
How do I pay lodgement and search fees as a Landonline user?
To pay the fees applicable to each transaction made through Landonline, you can:
- 'Pay as you go' by fortnightly invoice, or
- Use a Landonline credit account allowing up to six weeks credit, payable by cheque or direct debit.
For the fees for electronic title and survey lodgements and online searches, see the Table of Fees.
