Office Circular No. 1-2007

DISTRIBUTION: Surveyors

Subject:
1. A NEW SURVEY INFORMATION ONLY SYSTEM REPLACES THE OLD REMARK PLAN SYSTEM
2. NEW CADASTRAL SEARCH CONTACT NUMBERS


NOTE: This circular replaces Office Circular No 1 of 2001 on "Remark Plan Identification and Preparation"

1. The new Survey Information Only System

A new system is being introduced to replace the old Remark Plan system. The new system increases survey deposit potential, standardises procedure, and minimises paper retrieval.

From 1st July 2007 the LTO will no longer accept remarks on a Remark Plan Form with personalised cover letter from surveyors. Instead, these must be presented as Survey Information Only in accordance with this circular.

Under the new system, the term Survey Information Only applies to survey notes that are not for acting on directly for titling purposes. These survey notes will generally be deposited either for compliance with survey legislation and directives, or as otherwise deemed suitable for public record.

All Survey Information Only survey notes must be certified by a Registered Land Surveyor. Examples of suitable deposits include: Remarks, Co-Ordination Surveys, Identification Surveys, and surveys that never proceeded to lodgement.

The new procedure:
Applies to Survey Information Only Survey Notes, Annexures, and Amendments.

Presentation and Deposit by Surveyor
  • Use only the new LTO Cover Page and Survey Notes Form.
  • Note the Survey Purpose in the "purpose" field on the new Survey Notes Form (see examples at end of circular).
  • Enter the Surveyor Report or supporting information only on the Survey Notes Form, and only on that part where the survey notes would normally have been drawn.)
LTO processing
  • The deposit will undergo LTO Quality Assurance Assessment (see ADDITIONAL WARNINGS).
  • A unique SIO Reference will be allocated to assist referral.
  • The deposit will be filed with the survey notes of the Main Affected LTO Plan.
Searching
  • A new search layer in LISTMAP called LTO-Survey Notes for Public Record now enables the SIO reference and filed whereabouts to be searched.
    NOTE ALSO:- another new LISTMAP layer called LTO - Plan Index now enables spatial searching of LTO references to plans lodged for titling purposes.
COMPLETING THE NEW SURVEY NOTES FORM & LTO COVER PAGE
  • Complete all fields other than the SIO Reference which will be added by LTO.
  • Do not alter the new Survey Notes Form and Cover Page in any way.
  • No disclaimers may be added to the Survey Notes Form and Cover Page
  • The Surveyor's Reference should include no more than 6 characters in order to enable recording in our system.

The new system terms explained
  • Survey Notes Form: standard survey notes for all Survey Information Only
  • Survey Purpose: the survey type and reason (see examples)
  • Surveyor Report: information provided in support of the survey
  • LTO Cover Page: standard cover page for all Survey Information Only
  • SIO Reference: a unique LTO reference that is not transferrable.
  • Main Affected LTO Plan: the Volume reference of main titleplan
  • LTO-Survey Notes for Public Record: a new LISTMAP layer for searching the SIO Reference allocated by LTO.
  • Latest available LTO revision: the current revision as at the date of deposit.
  • LTO Quality Assurance Assessment: an assessment for form completion and presentation in accordance with the LTO webpage plan drawing specifications and this circular.
Procedure to amend your filed survey information only survey notes

What to deposit at LTO
1. Deposit an LTO Cover Page that shows a brief description of the amendment, plus
2. Deposit your amended data presented as follows:
  • On an amended copy:- show all the amendments in blue ink, and initial and
      date each amendment, or
  • On a redrawn page or additional page:- prepare your survey notes on a
      Survey Notes Form and newly sign & date the survey certificate.
All new and amended survey notes pages should be:
  • Presented at A3 size,
  • In accordance with the LTO webpage plan drawing specifications, and
  • Labelled either REPLACEMENT PAGE or ADDITIONAL PAGE.
    All newly prepared pages must be prepared in accordance with this circular.
WARNING: You must ensure that your deposited page only amends data from the latest available LTO revision.

Purchasing, Viewing & Replacing Forms
The new Survey Notes Form and LTO Cover Page are available for viewing on the LTO webpage.
Electronic images may be requested via Manager - Plan Records.
Hard copy plan forms are also available for purchase or replacement.
Clients replacing superceded Remark Plan forms or files may do so prior to 30th June 2007.

Additional Warnings:

1. Survey Information Only deposits that fail the LTO Quality Assurance assessment will be rejected at the outset and returned to the surveyor.
2. Survey Information Only Survey Notes accepted by LTO for deposit as public record may be subject to further examination or audit at any stage.
3. Surveyors depositing replacement pages are responsible to ensure they are current as at the date of deposit. LTO will not assess revision currency.
4. LISTMAP Polygons in the two new reference search layers are indicative only.

SURVEY PURPOSE EXAMPLES

FOR NEW DEPOSITS
What is being deposited?
(enter on Survey Notes form's purpose field)
Reason or purpose continuation
(either add to Survey Notes form's purpose field, or enter on LTO Cover Page)
Remark
Remark - Replaces marks denoted with circle hereonAs requested by client
Partial Remark - eastern boundary only
Co-ordination SurveyTo assist searchers
Unregistered Survey Never proceeded to lodgment
Annexure Page

FOR AMENDING DEPOSITS
What is being deposited?
(enter on Survey Notes form's purpose field)
Reason or purpose continuation
(either add to Survey Notes form's purpose field, or enter on LTO Cover Page)
Replacement Page - of (SN number)As a result of Survey Audit No. ...
Additional Page - to (SN number)As a result of Office Error


2. New Cadastral Search Contact Numbers
  • New fax number: FAX: (03) 6233 9090
  • Email address: ldrbsearch@dpipwe.tas.gov.au.

LTO Cover Page for Survey Information Only (24 KB)

Survey Information Only Form (12 KB)


Contact: Plan Records Section - Manager
Manager Plan Records
1st Floor
134 Macquarie Street
Hobart TAS 7000
Phone: 03 6165 4167
Fax: 03 6223 8089
Email: ldrbsearch@dpipwe.tas.gov.au

Alice Kawa
Recorder of Titles
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