Core Paper Records Project
Summary of Client Research Results (Telephone Survey September 1999)
1.0 Background and Objectives
Background
Land Information New Zealand (LINZ) was set up as a government department in July 1996. Prior to this, its functions had been carried out by organisations such as Lands and Survey, the Land Transfer Office and DOSLI (Department of Survey and Land Information).
LINZ's key services relate to land titles, survey plans and crown property. These services are currently provided out of five regional offices and seven closed or soon to be closed branch offices.
Core Paper Information
LINZ is undergoing a period of transformation in the near future:
- Many of LINZ's land title survey paper records will be converted into computer files, under the Landonline programme.
- Some of the LINZ local offices will close (moving south to north in conjunction with the roll out of Landonline).
The closing of offices in Invercargill, Hokotika, Blenheim, Nelson, Napier, New Plymouth and Gisborne means rethinking the storage and management of the information these branches currently house that will not be imaged or connected in the Landonline environment. LINZ is working to decide how best to store this information and make more accessible to its clients.
The purpose of this research was to help LINZ gain an understanding of current usage of this core paper information, the expected impacts of accessing the information through a different means, and to identify the best solutions for its storage.
Objectives
The key aim of the research was to assist LINZ to decide how best to store, and make accessible, Core Paper Information.
The research objectives were to:
- measure current patterns of use of Core Paper Information
- identify the time periods in which clients generally need access to Core Paper Information
- establish the impact of Core Paper Information only being available in cities where LINZ has regional offices
- identify ways clients in towns which currently do not have LINZ offices access Core Paper Information
- identify ways in which clients would like the Core Paper Information stored, and identify ways they would like to access the records
- ascertain the role of Search Agents.
2.0 Methodology
LINZ clients were interviewed using CATI (Computer Assisted Telephone Interviewing).
The sample universe was LINZ clients on a database provided by LINZ.
A letter was sent out to all potential respondents telling them about the survey. A copy of this letter is appended to this report.
Survey Composition and Margins of Error
| Total Sample | n=401 Sample error of ± 4.7% |
|---|---|
| Lawyers | n=131 Sample error of ± 8.5% |
| Surveyors | n=108 Sample error of ± 9.3% |
| Search Agents | n=29 Sample error of ± 18.1% |
| Accredited Agents | n=31 Sample error of ± 17.5% |
| Genealogists/Historians | n=58 Sample error of ± 12.8% |
| Local Authorities | n=44 Sample error of 14.7% |
Quality Control
A minimum of ten percent of all interviews were audited for accuracy.
Interviewing
Conducted in September 1999.
Sample Profile
| Area | % |
|---|---|
| Whangarei | 4 |
| Auckland | 16 |
| Hamilton | 6 |
| Tauranga | 6 |
| Gisborne | 3 |
| Rotorua | 4 |
| New Plymouth | 8 |
| Napier | 6 |
| Hastings | 3 |
| Wanganui | 3 |
| Palmerston North | 4 |
| Wellington | 10 |
| Nelson | 8 |
| Christchurch | 9 |
| Dunedin | 5 |
| Invercargill | 7 |
| Main centres | 45 |
| Closing branch office | 32 |
| No branch office | 23 |
| North Island | 72 |
| South Island | 28 |
| Gender | % |
|---|---|
| Male | 67 |
| Female | 33 |
| Occupation | % |
|---|---|
| Lawyer | 33 |
| Surveyor | 27 |
| Search agent | 7 |
| Accredited agent | 8 |
| Genealogist/historian | 15 |
| Local Authorities | 11 |
| Base: | 401 |
|---|
3.0 Executive Summary
Use of Core Information
Objective 1: Measure current patterns of use of Core Paper Information.
All of the respondents in this survey said they had made some use of Core Paper Information. Just four percent of the clients approached said they had not made use of this type of information (they were not eligible to participate in the survey).
Mortgages, Encumbrances, etc, live or discharged
- 65% of the respondents have used mortgage documents.
- 49% of the respondents have used these documents within the last 12 months. Of these respondents:
- Around half use these documents monthly or more often;
- The most common methods of access are coming in to the office and photocopying the documents (44%), getting someone else to access the information (30%), and getting the information sent out (29%);
- The key uses of this information are conveyancing (57%) and seeking ownership details (40%).
Deeds Index Records - other than those relating to current easements
- 73% of respondents have used Deeds Index Records.
- 49% of respondents have used these documents within the last 12 months. Of these respondents:
- 40% access deeds monthly or more often;
- The most common methods of accessing the deeds are coming in to view and take notes (64%), coming in and photocopying (34%), and getting someone else to access them (23%);
- The key uses of the information are for seeking ownership details (40%), conveyancing (38%), and research (35%).
Field Books- hand written survey notes
- 44% of respondents have used Field books.
- 31% of respondents have used these documents within the last 12 months. Of these respondents:
- Around half use them monthly or more often;
- The most common ways of accessing the field books are coming in and photocopying (57%), and coming in to view and take notes (53%);
- The main use of the information is survey preparation (80%).
Traverse Sheets - schedule of measurements and co-ordinates
- 39% of respondents have used Traverse Sheets.
- 30% of respondents have used these documents within the last 12 months. Of these respondents:
- 72% use them monthly or more often;
- The most common ways of accessing the traverse sheets are coming in and photocopying (55%), and coming in to view and take notes (44%);
- The main use of the information is survey preparation (89%).
Old Block Sheets - paper record sheets/maps
- 55% of respondents have used Old Block Sheets.
- 31% of respondents have used these documents within the last 12 months. Of these respondents:
- 31% use them monthly or more often;
- The most common ways of accessing the Old Block Sheets are, coming in to view and take notes (62%), coming in and photocopying (41%);
- The key uses of the information are survey preparation (41%) and research (36%).
Road Legality Sheets - referencing source of road legality
- 41% of respondents have used Road Legality Sheets.
- 25% of respondents have used these documents within the last 12 months. Of these respondents:
- 42% use them monthly or more often;
- The most common ways of accessing the Road Legality Sheets are coming in to view and take notes (57%) and coming in and photocopying (35%);
- The key uses of the information are survey preparation (49%) and research (35%).
Non Live documents - superseded by current dealings
- 52% of respondents have used non live documents.
- 42% of respondents have used these documents within the last 12 months. Of these respondents:
- Around half use them monthly or more often;
- The most common ways of accessing the non live documents are coming in to view and take notes (47%) and coming in and photocopying (45%);
- The key uses of the information are research (39%) and conveyancing (36%).
Time Period Information Required Within
Objective 2: Identify the time periods in which clients generally need to access Core Paper Information.
Overview
Mortgages
- 14% of respondents require this information within one hour
- a further 8% require it within 12 hours
- a further 35% require it within 24 hours
- a further 19% require it within 48 hours
- a further 12% require it within 1 week
- the remainder seek the information within 2 weeks or more
Deeds
- 19% of respondents require this information within one hour
- a further 6% require it within 12 hours
- a further 31% require it within 24 hours
- a further 14% require it within 48 hours
- a further 19% require it within 1 week
- the remainder seek the information within 2 weeks or more
Field Books
- 23% of respondents require this information within one hour
- a further 10% require it within 12 hours
- a further 33% require it within 24 hours
- a further 15% require it within 48 hours
- a further 9% require it within 1 week
- the remainder seek the information within 2 weeks or more
Traverse Sheets
- 21% of respondents require this information within one hour
- a further 9% require it within 12 hours
- a further 37% require it within 24 hours
- a further 17% require it within 48 hours
- a further 10% require it within 1 week
- the remainder seek the information within 2 weeks or more
Old Block Sheets
- 20% of respondents require this information within one hour
- a further 6% require it within 12 hours
- a further 28% require it within 24 hours
- a further 15% require it within 48 hours
- a further 15% require it within 1 week
- the remainder seek the information within 2 weeks or more
Road Legality Sheets
- 11% of respondents require this information within one hour
- a further 6% require it within 12 hours
- a further 28% require it within 24 hours
- a further 21% require it within 48 hours
- a further 22% require it within 1 week
- the remainder seek the information within 2 weeks or more
Non Live Documents
- 12% of respondents require this information within one hour
- a further 6% require it within 12 hours
- a further 32% require it within 24 hours
- a further 25% require it within 48 hours
- a further 16% require it within 1 week
- the remainder seek the information within 2 weeks or more
Impact of Reducing Availability
Objective 3: Establish the impact of Core Paper Information only being available in cities where LINZ has regional offices.
- 42% of respondents said they can foresee difficulties in not being able to access information through the LINZ offices that will close
- Respondents living in towns where offices will close are significantly more likely to say they foresee problems
- Respondents who are frequent users of Core Paper Information are significantly more likely to say they foresee problems
- (See verbatims for reasons why - to be coded in final report)
- 37% of respondents said current access to the information could be improved
- Respondents from the main centres are significantly more likely to say they can see ways in which their access could be improved (45%), [Closing their branch office (27%) and no branch office (36%)].
- (See verbatims for reasons why - to be coded in final report)
Accessing Core Paper Information Without a Branch Office
Objective 4: To identify ways in which clients in towns that currently do not have LINZ offices access Core Paper Information.
Respondents who do not currently have branch offices are significantly more likely than those from other areas to have Core Paper Information sent out to them or to have someone else access the information. For those respondents without branch offices currently:
- Mortgage documents are equally likely to be sent out or accessed by someone else.
- Deeds are most likely to be accessed by someone else.
- Field books are most likely to be sent out.
- Traverse sheets are most likely to be sent out.
- Old Block Sheets are likely to be sent out or accessed by someone else.
- Road Legality Sheets are most likely to be sent out.
- Non live documents are most likely to be sent out.
Storage and Access
Objective 5: Identify ways in which clients would like to see the Core Paper Information stored and identify ways they would like to access the information.
Respondents were asked where they think the Core Paper Information should be stored:
- 54% say the information should be kept in the towns where it is currently held.
- 43% say in the closest Regional Office.
- 14% say in a central place like Wellington.
- Other suggestions included the Local Library, Local Council, National Archives, Historic Society and on the Internet.
- Respondents in the areas where the offices are closing are more likely to say the information should be kept in the town it is currently in.
- Respondents from main centres and those who do not currently have branch offices are significantly more likely to say the information should be kept in the closest regional office.
- Around a quarter of respondents who do not have offices in their local area think the information should be held in a central place like Wellington.
Respondents were asked what would be acceptable ways for them to access information in the future:
- 52% said having information sent out (by fax, post or email etc).
- 47% said coming in to view and take notes.
- 46% said coming in and photocopying.
- 32% said get someone else to access the information.
- 8% suggested other means such as Internet and Microfiche.
- Genealogists and Historians are significantly more likely than other respondents to favour coming in to the office (to view or photocopy) and not favour having the information sent out.
- Local Authorities are significantly more likely than other respondents to want to have information sent to them.
- Those from main centres and those losing offices are significantly more likely than those without offices to want to come into the office (to view or photocopy).
- Those with no branch office are significantly more likely than other respondents to be happy to have information sent out to them or accessed by someone else.
- Those from offices which will shut are particularly likely not to want information sent out to them and those from Main Centres are particularly likely not to want to have someone else access the information for them.
Access via Search Agents
Objective 6: Ascertain the role of Search Agents.
The n=29 Search Agents in the sample were asked who their clients are for each for the types of Core Information and who their main clients are for each type of information. Caution is required here because the base size is small.
The main types of clients for:
- Mortgage documents are Lawyers (80%)
- Deeds are Surveyors (76%)
- Field Books are Surveyors (63%)
- Traverse Sheets are Surveyors (50%)
- Road Legality Sheets are Lawyers (44%)
- Non live documents are Lawyers (68%)
Other types of clients for Search Agents include Local Authorities, Property Consultants, Finance Companies, Valuers, Civil Engineers, Real Estate Agent and Banks. Search Agents also use Core Paper Information for their own use.
Conclusions
The majority of LINZ clients have made some use of Core Paper Records Information (just four percent say they have not used this type of information). The most commonly used types of information are Deed Index Records (73%) and Mortgage Documents (65%). The least commonly used types of information are Traverse Sheets (39%) and Road Legality Sheets (41%).
On average around half of the respondents use the documents monthly or more often. Traverse sheets are used more frequently than other documents (72% use them monthly or more often). The documents used least frequently are Old Block Sheets, Deeds and Road Legality Sheets.
Ways of accessing the documents vary across the information types. Coming in to view the documents are the most common means of access for Deeds, Old Block Sheets, Road Legality Sheets and non live documents. Coming in to photocopy the documents are the most common ways of accessing Mortgages, Field Books and Traverse Sheets. The key uses of the information include conveyancing, survey preparation and research.
While a fifth of the clients require information very quickly - within the hour - around a third of clients say 24 hours is a reasonable period of time for accessing information. Field Books and Traverse Sheets are particularly likely to be required quickly.
Nearly half of the LINZ clients surveyed said they could foresee problems in accessing Core Paper Information when LINZ offices close (42%). Respondents living in towns where offices will close and those who frequently use Core Paper Information are significantly more likely to be concerned. Around a third of respondents said the way they are currently able to access information could be improved.
Respondents who do not currently have a branch office use a combination of methods to get access to Core Paper Information. They have information sent to them (by various means) and they have someone else access the information. Deed, Mortgage Documents and Old Block Sheets are more likely to be accessed by someone else than other types of information.
Around half of the respondents are resistant to a change in where the Core Paper Information is stored. A further 43 percent would accept storage at the closest Regional Office. Just 14 percent say the records should be stored in Wellington. Respondents from areas where the local office will close are most likely to be resistant to moving the records. Those in main centres are concerned that the records are near them - they are more likely to support keeping the information at Regional Offices. Those from areas where there is no branch office, that are used to accessing information via a third party or by post, are more likely to accept the records being located at a central place like Wellington.
Just over half of the respondents said having information sent to them is an acceptable way of receiving information. Around a third said having a third party collect the information was acceptable to them. Those from main centres and from towns where offices will close are more likely to prefer coming into the office to access their document. Those from areas where offices have closed are significantly more likely to accept having information sent out. Genealogists and Historians are particularly set on accessing information by visiting the LINZ Office directly.
