Core Paper Records Project

March 2006 - Core Paper Records project underway

Maintaining appropriate customer access to core paper records in the new 100% electronic lodgement environment is the focus of a key LINZ project.

The project has been reviewing and researching the use of core paper records. The records under review comprise:

• Survey plans
• Deeds and land transaction documents
• Journals
• Field Books
• Indexes
• Cases
• Abstracts
• Crown Grants
• Traverse Records

These records can be:

• Live converted (scanned into Landonline),
• Live non-converted (not scanned into Landonline), or
• Dead (cancelled or withdrawn).

A dead record means there is no longer a business purpose related to the record.

Preservation and historical significance of records

"Even though some records no longer have a business purpose, LINZ is mindful of the important and rich historic information they contain." says John Maze, LINZ's Core Paper Records Project Manager.

There is no intention to destroy any paper records and LINZ will be working closely with Archives New Zealand throughout this project. The Public Records Act 2005 also requires that any record destruction must first be authorised by the Chief Archivist, Archives New Zealand.

Customer research findings

During two weeks between June and July 2005, LINZ conducted a Paper Records survey of external customers ¹ . The findings provide LINZ with 'snapshot in time' results relating to three key information areas:

• Describing the LINZ customers who request paper records.
• Understanding how customers request paper records.
• Understanding the reasons for requesting paper records and attitudes towards requesting electronic records.

LINZ Customers who request paper records

The majority of customers are conveyancers or surveyors who access paper records for business purposes.

Around one-third of processing centre customers access paper records for personal reasons (eg researching family history), rather than LINZ business (ie land transactions).

Understanding how customers request paper records

The majority of customers use Landonline to make paper records requests, and in fact prefer this method for making their requests. However, some customers still rely on LINZ staff members in processing centres.

The following were most frequently reported as the methods that customers have ever used to make requests:

• Via the Internet using Landonline (73%).
• Via a LINZ staff member at one of the LINZ processing centres (32%).
• By filling in a Record Request Form (14%).
• Via a search agent (13%).

The most preferred means of requesting paper records were identified as follows:

• Via the Internet using Landonline (64%).
• Via a LINZ staff member at one of the LINZ processing centres (17%).
• Via one of the terminals set up in the LINZ processing centres (5%).
• By filling in a Record Request Form (4%).

Understanding the reasons for requesting paper records and attitudes towards requesting electronic records

Paper records are typically requested when scanned documents are unavailable or the quality of the electronic record does not meet the standard required. Requests for paper records at processing centres have declined over time and there is a strong preference amongst customers for electronic records.

Customers have noticed improvements in accessing paper records over time and overall customer satisfaction with LINZ's paper records service is high.

Accessing records electronically delivers benefits on both a practical and historical preservation level so the research results clearly support electronic delivery and the move to 100% e-lodgement.

Next steps for the project

Currently and through the next 6-8 months, the Core Paper Records Project will develop options for appropriate access, including preservation and storage options. The project team is investigating innovative ways to provide appropriate access to paper records in the new environment.

LINZ will consult with stakeholders on the recommended option and report to the Minister for Land Information by 1 July 2007. If you would like to join our stakeholder/customer database please complete this form - pdf format - 40KB, or Doc format - 95KB

More information on the Core Paper Records Project will be published here and in Landwrap as the project progresses.