Developments in eRegistration in Ireland

Peter McHugheRegistration Project ManagerProperty Registration Authority

Dublin 21st June 2013

eConveyancing Spectrum

ePlanning eSale eContract eSurvey eSearch eMortgage eFunds Release & Disbursement eStamping/eTax eRegistration of Title

eRegistration: How we got here

Online access to the Land Register (EAS) rolled out 1999 – 2002 Document Imaging (paper folios to imaged format) 2002 - 2004 Digital Mapping programme 2006 - 2010

EAS renamed landdirect.ie as online map searching added to services

Folio conversion programme (images to structured folios) completed 2010

Land Certificates & Certificates of Charge abolished 2007 – 2010

eRegistration Phase 1 eDischarges (2009) & eCharging Orders (2010)

Compulsory Registration: All counties since 1/6/2011 eRegistration – Phase 2 - 2013

Collaborating with Stakeholders All major stakeholders represented on Project Board

including Law Society Irish Banking Federation (IBF) Revenue Commissioners Courts Services

The collaborative/partnership approach proved to be the way forward. The “my way or the highway” approach would not achieve the same results.

The Electronic Discharge

New process agreed with Law Society and IBF Inherent delays identified and eliminated eDischarge applications lodged by the lender New security arrangements Interactive access to the relevant data Improved communications and notifications Immediate adoption by all major lenders Significant efficiencies gained for all parties

User just needs to enter Folio number to display appropriate registered charges.

Registered owner and selected charge details display

Selects third party for notification or opts to not send notice

Fields highlighted in yellow compulsory

Create Application button only appears when all necessary data supplied

Application now added to pending cases which User simply submits for authorisation

Authoriser subsequently logs on and clicks on Authorise Application tab

All applications with status Awaiting Authorisation display. In this instance there is only one case.

Once selected details of application display and Authoriser can either Approve or Decline

Once Authoriser clicks into checkbox to confirm the application, the Submit button is then enabled.

Final screen before Submission

Confirmation that application has been successfully lodged and Application Number provided

Notice of Completion issues automatically Lodging Party and nominated 3rd Party

The Electronic Charging Order

Parallel project with the Department of Health and Children and the Health Service Executive

Process agreed with both bodies and adopted into new legislation

Built on successful eDischarges platform 100% of Charging Orders on registered

land lodged electronically

Independent Validation

Ireland’s eGovernment Awards

eDischarges: Category winner 2010

eCharging Orders: Category Winner 2011

Phase 2: Timeline Phase 2

2010-2012 Stakeholder consultation Q2 2012 – Scope agreed by all parties Q3 2012 – Q2 2013 – System development undertaken by PRA

Phase 2a: Transfers & Charges Pilot completed March 2013 Deployment to live environment: April 2013 Awareness campaign and promotion: May 2013 - ongoing Provision of web services: June 2013 Live applications: July 2013

Phase 2b - ePriority Entry: November 2013 Simple paperless application Protects priority on Folio for 44 days

eRegistration Process & System Features

Multiple user roles to suit all sizes of Solicitor Practices from sole practitioners to largest law firms.

Standardised documentation (S.I. 483 of 2012) Direct access to Land Registry data inc. mapping

detail, address of property, names of owners etc. Data incorporated into registration documents

Preview of documents to be created in real time. Documents made available to other parties through

secure URL circulated by system generated email.

eRegistration Process & System Features

Finalised documents must still be submitted in hard copy with wet signatures in this phase. All data has been submitted electronically.

Designed to be progress to paperless system when suitable digital signature solution developed relevant sections of the eCommerce Act 2000

commenced Electronic correspondence from PRA including

notifications to issue to appropriate parties at key points in transaction i.e. lodgement and final status

Fees paid by Variable Direct Debit.

User enters user name & password

& 3 digits from 6 digit Personal Access Number

User enters folios number and clicks on Search on Map button.

Land parcel highlighted and area, registered owners names and address of property displayed.

Folio added to application

Applicant name entered and address copied from map

Application Type selected, in this case Transfer (Sale). Multiple application types can be added

User enters compulsory data for Transfer Sale i.e. Consideration, Capacity of Transferor etc. Option to add additional rights into the document

Option to add additional supporting documentation to the application

File reference entered and option to copy colleagues in on correspondence

Vendors Solicitors details entered for correspondence purposes

Option to view the transfer document in html or pdf and to circulate to counterpart solicitor

Select Authoriser to proceed to the next stage. In this case the User has Authorise rights too so selects himself

Authorise finalises document. No more changes can be made with the exception of adding the date of the deed. Can review the contents of the documents and application record if they wish in advance of this.

User enters date and Revenue Stamp Certificate number

Select Fee Approver to proceed to the next stage. In this case the User has Fee Approver rights too so selects himself

User approves fee. Can review the contents of the documents and application record if they wish in advance of this.

Information concerning priority and direct debit etc.

Benefits to Customers & PRA include

Improved data flows to and from PRA and reduction in re-keying data

Improved communications and greater transparency and associated risk reduction

New efficiencies and reduction in costs Intelligent forms and validation Improvements in the quality of documents

lodged leading to significant reduction in errors/rejections – protects priority

Fees payable by variable direct debit Another step towards paperless registration