Making Territorial Authority e-certification Tick

Territorial authority (TA) e-certification is an online process offered by LINZ that allows councils to electronically certify Resource Management Act certificates for cadastral survey plans lodged by surveyors into Landonline, New Zealand's authoritative database for land title and survey information.

From 1 September 2007 it became mandatory for surveyors to lodge their surveys through Landonline. Although it's not mandatory for councils to electronically certify plans through Landonline, by doing so councils and surveyors both benefit. TA e-certification completes the electronic survey approval process.

North Shore City Council is certifying 100% of survey plans electronically and is happy to share how it got all of its local surveyors on board and the process ticking along.

"We have regular forums with local surveyors," says Trevor Cullen, Team Leader Subdvisions. "We had one early last year and e-survey was one of the main topics. We advised surveyors that e-survey would become mandatory and they needed to get on board to make it a success."

North Shore City engages the services of survey consultant Gerry Turner three days a week. "Gerry is one of our people who does certifications and we gave him the task of championing the e-survey and TA e-certification process," explains Trevor. "He was able to focus on some of the problems surveyors were having with their lodgements, and develop new processes for us."

"Most surveyors are very comfortable with e-survey and e-certification," says Gerry. "The more successful ones have set up an e-survey champion in their firm who also deals with councils. I'm proactive too. I get on the phone or email with surveyors when there are issues and we sort it out together."

Internal workflow process crucial

North Shore City has put in place a successful internal workflow process for managing the TA e-certification process.

Trevor says, "The important thing is to work out how your internal process is going to work. Unless you have a process set up in-house to deal with each step once the application is lodged with LINZ, you're going to have problems. The process and systems we're using have thus far proved very successful."

Turnaround time

Trevor says the turnaround time at the moment isn't always faster than with a paper plan. "Because of the issues we've had with some lodgements, turnaround is sometimes not as quick. One of the problems has been that, while the surveyor traditionally does the survey, other staff more familiar with IT systems but less experienced in survey issues undertake the e-lodgement."

Gerry agrees. "There are some basic issues that can inhibit the completion of e-certification. Surveyors should try to get as many of the little things right as possible before hitting the 'Send to TLA' button so that we can focus on the significant matters and issue the certificates."

Benefits of TA e-certification

North Shore City is realising the benefits of doing it all electronically. Trevor says, "Not having to either post or pick up plans any more has to be the best advantage, and with the simple process we have set up, we can complete the e-certification transaction in half an hour or less if necessary."

For an unabridged version of this article, including tips for surveyors designed to help the e-survey to TA e-certification process run smoothly, see the February 2008 edition of Landwrap.

Contact for further information: Sharon Cottrell, General Manager Customer Services, Land Information New Zealand, info@linz.govt.nz or 0800 ONLINE (0800 665463).