Technical Manual Part 2 - Version 7.0
Technical Manual Part 2 - Version 7.0 |
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Release date: 12 October 2009
3.2 Username and temporary password
3.5 Administrator – additional login details
5 General information on Information services and Land Charges services
5.1.3 Application confirmation
6.2 How to lodge information service applications
6.3 Official Copy – Title Known
6.4 Official Search of Whole With Priority
6.5 Official Search of Part with Priority
6.6 Official Search of Whole Without Priority
6.12 Search of the Index of Relating Franchises and Manors
6.13 Official Copy by Property Description – postal
6.14 Enquiry by property description – Title View
8.9 e-CSF Charge in Standard Form
8.9.2 Citizen (borrower) login (Information purposes only)
8.9.4 Making an e-CSF effective
8.12 e-HR1 – Notice of home rights
8.13 e-HR4 – Cancel notice of home rights
8.16 e-RX4 Withdraw restriction
8.17 e-UN1 – Unilateral notice
8.18 e-UN2 – Remove Unilateral notice
11 Training and other available resources
11.1 Practice bulletins/guides and where to access them
12.2 Procedure for services when system is not available
12.3 Administrator and user accounts
13 Land Registry’s automated processes: a guide for Business Gateway users
14 Business Gateway – System availability
15.1 Search by property description
15.2 Official copy where a title number is known
15.3 Official search of whole with priority
15.4 Land Charges Bankruptcy search
15.5 Electronic Charge in Standard Form
The purpose of this manual is to show how to effectively access and use Land Registry Business e-services.
This manual is intended for use by users who have signed a Network Access Agreement (NAA) and wish to use Network Services. However all users may find the instructions useful. The functions available to you in the system will depend on your role and the agreement signed by your organisation.
This manual is a reference manual. It is structured to enable you to look up the parts of the text that explain how to perform specific tasks within the system. It has 16 sections.
Guidance on how to apply for access to portal is included in the Portal Guidance Notes. Technical, security and requirements for participating in the Land Registry Business e-Services are included within the Technical Manual Part 1 and NAA.
The following abbreviations have been used throughout this manual.
Land Registry will update this manual to include future services and enhancements. The most up to date version will be available on the Land Registry website.
Land Registry has developed a user-friendly portal to all its web-based services. As we continue to develop new products the portal will give you access to an ever-expanding range of services.
Current updates on the availability of Business e-services are shown under the Portal Login screen.
Services are normally available during the following hours:
Monday to Friday between 7am and 10pm
Saturday between 7am and 5pm
Monday to Sunday between 4am and midnight
Monday to Friday between 7am and 6pm
The services available within Business e-services will depend on the agreements submitted by your organisation to Land Registry, the type of role you have been allocated and the services available to that role.
Listed below are the main services available to each role. The services are described in more detail later in the manual. Click on the links below to navigate to each service.
As an administrator you will have access to:
As a user you will have access to:
As a responsible person you will have access to:
Before a user can access the services they will need to login to the system and set their own security credentials. This is to identify users to the system and allow them to create their own passwords and shared secrets, reducing the risk of fraudulent activity and misuse of the system.
You will be supplied with a username and temporary password from Land Registry either by email or post depending on how you have requested to receive this information. You must enter the information in the portal login screen within Business e-services.
As this is the first time you have accessed this service you will be prompted to change your temporary password to one of your choice. To assist in creating a password the following rules need to be followed.
You must capture three items of information that can be used to authenticate your access in the future. The questions available to choose from are shown below. The answers should be known only to you and can be used to allow you to reset your password should you forget it. It will also reduce the risk of fraud and misuse of the system.
Select three different questions (see list below), and supply a unique answer to each following the rules shown on screen.
Questions available to choose from.
To assist in answering any of the above questions the following rules need to be followed:
If you are an administrator you will have additional login details to complete to authenticate your access to the system. This will involve the use of a security token being either a One Time Password (OTP) security token or a USB token. Land Registry will send one of these types of security token to you. An OTP security token is a device that displays a random number sequence that changes each time the button on the token is pressed. A USB token is a token that is inserted into your computer.
Security warnings may be displayed depending on how your organisation’s system is set up. To complete the login process you will need to confirm you trust the site and accept the certificate.
Before you change your PIN number, connect the USB token issued by Land Registry to your computer. When the red light on the token turns green, the system will read the token. When the token is recognised the serial number field on the screen will be completed automatically. Only then should you go on to change your temporary PIN number.
You will then be required to change your temporary PIN number.
Enter the temporary PIN number supplied by Land Registry and your new PIN number following the PIN rules shown on the screen. Confirm your new PIN number in the third box and click ‘change PIN’.
A further security warning may be shown depending on your security system. Please click ‘yes’ to accept that the content is safe. Notification that the PIN number has changed is then shown.
Ensure your USB token is still connected. Click ‘authenticate’ on the sign & submit screen. You will be notified on screen that loading is in progress and that this may take a moment. A further warning is shown to confirm that you trust the signed applet (token). Click ‘yes’ to continue.
On successful login you will then be presented with your portal home page where you can access the Administrator Services. If you are unable to successfully login at this stage you will need to contact a Land Registry administrator at our customer support.
Use the One Time Password security token to generate a one time token number. To do this, press and hold down the button on the token until the status bar fills the display. The security token generates and displays an eight-digit number sequence that is unique, time-limited and can be used only once. Enter the number from the display on the token on to the login screen.
Press the button again to turn off the token. The token turns off automatically after approximately 60 seconds of inactivity. Please note, if the button on the token is pressed again, a new number will be generated – it is not possible to redisplay the original number.
On successful login you will be presented with your portal home page where you can access the Administrator Services. If you are unable to successfully login at this stage you will need to contact a Land Registry administrator at our customer support.
Each token has a serial number that is on a sticker on the back. You should have this number to hand if you are contacting our customer support with any problems. If the sticker has come away the serial number can be viewed on the token’s display. Press and hold down the button on the token until the status bar fills the display. A number sequence will be shown. While this sequence is displayed, press and hold down the button again until the text V Sn is displayed. The serial number appears as scrolling text in two parts – five digits preceded by the line number. The two sets of five digits together make up the serial number.
If the token button has been pressed more than ten times without using a sequence for authentication, the token can no longer authenticate your access to the system.
If you have logged in and set your shared secrets, you will be able to reactivate the OTP token from the login screen under the same link as ‘Reset password’ link. This temporarily increases the number of times it can be pressed from 10 to 30, which should allow you enough time to log in.
If you have not yet been through the first time login process, you will need to contact customer support who will reset the token.
Once you are logged into the portal, My Portal Home screen will be displayed. From this screen you can gain access to services you are authorised to use.
Administrators, users and responsible persons can view.
Administrative Services signpost is available to all users; however, the functions available to each user will be dependent on the user account and role.
Administrator
An administrator will have the responsibility of creating and managing user accounts within the portal to allow users to access Business e-services.
From the drop down menu under the Administrative Services signpost an Administrator will have the following functions.
Click on the links below to find out more.
User
Once an Administrator has created an account for a user, the user will have access to the following functions under the Administrative Services signpost.
Click on the links below to find out more.
Responsible person
A Land Registry administrator will be responsible for creating a responsible person account. Once an account has been activated a responsible person will have access to the following functions under the Administrative Services signpost.
Click on the links below to find out more.
The create user service is only available to an administrator. To create a user, select the appropriate option under the Administrative Services signpost and complete the information fields.
Enter details of the user name and title. If the users title is not available from the drop down menu select ‘other’ and manually enter the title. Please also enter the middle initial if appropriate (maximum one character) this could be helpful to identify an individual if there are people in the organisation with the same name.
There is a facility to associate a user account with a group of users within a business unit.
Select one of the following options.
If no groups have been created within your business unit but you wish to associate the user with a group, go to ‘create new group’ (See create new group).
Specify the contact address for the user. This will be the address Land Registry will send documentation in the post to you when completing business e-services. It is therefore important to keep this up to date.
Select.
The fields identified by an asterisk are mandatory, however you only need to include a full postal address or DX address, not both.
If a new user is allocated to a group, then an option will be provided to associate the user to the group address.
Supply telephone details and fax number – choose from the pre populated options or specify the new number(s) in the box(es) provided. You must at least provide a landline or mobile number.
Supply an email address – choose from the options available or specify a new address in the box provided.
Land Registry may need to contact you and will do so by your preferred method of contact. Choose from the options available.
Specify the role of the user from the drop down menu. The services available to choose from will depend on the agreements your organisation has signed up to.
Services available:
Select one or more variable direct debit account number(s) that can be used by this user account by checking the box beside the account number. At least one account number must be selected. You can click on the ‘select all’ option if all the account numbers are to be used. You must also select the default variable direct debit account number from the drop down menu. The default account number must be one that has been selected for this user in the above section. Click ‘next’.
Specify how you would like the user information to be sent by selecting one of the options below.
o Show me on screen
o Post to user.
o Email to user.
o Show me on screen.
o Post to user.
o Email to user.
If you select ‘show on screen’ you will be responsible for delivering the new temporary password to the user.
Confirmation that the account has been successfully created is then displayed with the user ID and temporary password if you have requested these details to be viewed on screen.
To view and update information for the business unit select ‘manage business unit’ under the ‘Administrative Services’ signpost.
The following information is then displayed.
From this screen you are able to change the address and the contact details for your business unit.
To do this, click on the relevant link on the right hand side of the screen.
Change address
If the contact address changes for the business unit you can enter the new contact address here.
Change contact details
To change contact details, specify which contact details you are updating. This will include telephone, fax number(s) and email address.
You will then be asked if you wish to cascade the details. This will update all groups and user accounts that share these details. Check the box if you wish to update the group and users.
Confirmation that the update has been successful is then displayed. You will also be presented with a list of non affected groups and users within the business unit whose details did not match and have not been updated.
You can view the updated details from the ‘return to business unit’ link.
An administrator is able to view and update citizen accounts.
Manage citizens is found under the ‘Administrative Services’ signpost.
Enter the name of the citizen you wish to view details for and click ‘search’. If only one citizen exists with that name the account details will be displayed. A ‘delete account’ link is available on the right of the screen.
If more than one citizen with that name has an account with the business unit a list is displayed. Select the button beside the appropriate citizen account. From the drop down menu at the bottom of the screen you can select ‘view account’ and the account and contact details are then displayed.
Alternatively if you wish to delete a citizen account select ‘delete account’.
To manage groups select ‘Administrative Services’ signpost and click ‘manage groups’.
Find group
From this screen you can:
Enter the group name in the box provided and click ‘search’ to view details of that group and links to options to ‘update group’ and ‘delete group’.
This will list all of the groups created for the business unit and the associated address. Select the button beside the group, choose from the drop down menu to view, update or delete the group. If the group is not displayed there is also a link to ‘create new group’.
To create new groups complete the relevant screens with the following information:
Group details
Enter the name of the group.
Address details
Specify the contact address for the group.
The fields identified by an asterisk are mandatory; however you only need to include a full postal address or DX address, not both.
View group
This option will display:
Update group
By selecting update a group you can choose from the options below. If you choose to cascade the information any ‘change’ function will also update user details associated with the group you are updating.
Change group name
Enter in the box the new name for the group and click ‘save’.
Delete group
By selecting ‘delete a group’ a ‘confirm delete’ screen will appear. The group that has been selected for deletion will be displayed. Click ‘next’ to delete the group or click ‘previous’ if incorrect.
By selecting ‘delete a group’ you will be deleting the group name and associated contacts details, however, you will not be deleting the users within the group. The system will update their personal details to show they are no longer associated with the deleted group.
Change address
Specify the contact address for the group you are updating and complete the address fields. Save when completed.
Change contact details
Specify the contact details for the group you are updating, this will include telephone, fax numbers and email address. You can also change the preferred method of contact. Save when completed.
Manage users is a service that allows an administrator the ability to update a users account.
You can access this service from the signpost ‘Manage User’.
Before you can update an account you first need to ‘find the users account’.
Enter the search criteria in the appropriate fields.
Search options are:
You can access a more detailed search enquire by selecting the link ‘more search options’ found on the right hand side of the screen. If you select this option you will have to complete at least one of the following sections:
Once details have been completed and search selected the ‘user account search results’ will be revealed.
The ‘show all user accounts’ link found on the right hand side will display a list of all the accounts within the business unit. The following details of each account are shown.
When the search criteria produces a single result a view of the ‘account details’ are displayed.
When there is more than one account that matches the search criteria a list of accounts will be displayed. Select the account you wish to update.
From the drop down menu select the task you wish to complete.
The options available from the drop down menu are:
The following information is displayed.
o Full name of account holder
o User ID
o Account type
o Account status
o Account role
o Name
o Address
o Email address
o Telephone number
o Fax numbers
o The group name and if provided
o Details of the address
o Email address
o Telephone number
o Fax numbers
o Address of the user or confirms that the user has the same address details as their business unit or group
o Email address
o Telephone number
o Fax numbers
o Preferred contact method
o Variable direct debit information is displayed
o From the links on the right of the screen you can complete the following tasks.
In addition to the links from ‘view account’ there are links that will allow you to:
From the drop down menu on the screen presented, select the new role to be assigned to the user and ‘save’.
Confirmation will be displayed on screen that the update to the account details has been successful. ‘Return to user’ will take you to the updated details.
Select ‘change group’ link.
Click on the button beside the new group to be associated to the user and click ‘save’.
Confirmation will be displayed on screen that the update to the account details has been successful. ‘Return to user’ will take you to the updated details.
Select ‘change address’ link.
Click on the button beside the new address details. If not shown, select ‘other’ and enter the details. Save to update the details.
Confirmation will be displayed on screen that the update to the account details has been successful. ‘Return to user’ will take you to the updated details.
Select ‘change contact details’ link.
Click on the button to identify new details. If not shown, select ‘other’ and enter the details. Save to update the details.
Confirmation will be displayed on screen that the update to the account details has been successful. ‘Return to user’ will take you to the updated details.
Select ‘change VDD’ link.
Select or deselect the VDD account numbers you wish to use.
Check that the default VDD account number is still one of the account numbers selected. If not, update the default VDD account number using the drop down menu.
‘Save’ will update the information.
Confirmation will be displayed on screen that the update to the account details has been successful. ‘Return to user’ will take you to the updated details.
To suspend an account select ‘suspend account’ link on the right-hand side of the screen.
Select the reason for suspending the account from the drop down menu. If the reason is not displayed select ‘other – free text’, and complete the text box with details.
Confirmation will be displayed on screen that the account has been suspended successfully. ‘Return to user’ will take you to the updated details.
An additional link will now be displayed on the screen.
To unsuspend an account select the ‘unsuspend account’ link on the right-hand side of the screen. (Please note that you cannot unsuspend an account that has been suspended by a Land Registry administrator).
A confirmation notice will be displayed informing you that if you continue the account name as displayed on screen will be unsuspended.
Once you have confirmed that you want to unsuspend the account a confirmation screen will be displayed. This will confirm that the account has been unsuspended successfully. ‘Return to user’ will take you to the updated details.
To reset an account select the ‘reset account’ link on the right-hand side of the screen.
The password notification screen will be displayed. Specify the method of delivery for the new password from the options available.
If you select ‘show on screen’ you will be responsible for delivering the new temporary password to the user. This password is case sensitive so make sure you write it down correctly.
Confirmation will be displayed on screen that the account has been reset successfully. ‘Return to user’ will take you to the updated details.
To delete an account select the ‘delete account’ link on the right-hand side of the screen.
The screen will display the user name and user ID of the account to be deleted.
Select a reason for the account to be deleted from the drop down menu. If the reason is not displayed select ‘other – free text’, and complete the text box with the details of the reason for the deletion.
Confirmation that the account has been deleted is displayed. By using the ‘search again’ link you will return to the initial search options screen.
o Name
o User ID
o Business unit
o Account type
o Account status
o Postal address
o DX address
o Email address
o Landline number
o Mobile number
o Fax number
o Preferred contact method
o USB token serial number
o OTP token
o User role
o VDD account numbers
o User ID notification method
o Password notification method
o Credentials delivery method
There are also two links on the right of the screen which allow you to:
Change contact method
To update your contact method select the ‘change contact method’ link. Options available will be revealed.
Select one of the options to update your method of contact.
Confirmation that the update has been successful is displayed on screen. Return to personal details to view the amendments.
Change account details
To change account details select ‘change account details’ link.
Click the radio button beside your preferred delivery method of your security details, account name and password and then save.
Confirmation that the update has been successful is displayed on screen. Return to personal details to view the amendments.
If you receive any requests to change personal details of a user, you will be able to complete this under manage user as set out in add section.
A user will have the ability to change their contact method and the default VDD.
You can maintain your passwords online and have the ability to change or reset your password.
Change password (After first time login and you know your password)
You can change your password once you have successfully logged into the system.
Select ‘change password’ under the Administrative Services signpost. You will then be shown the change password screen.
Enter your current password and your new password – observing the password rules on screen. Verify your new password in the third text box.
Confirmation that change of password has been successful is displayed on screen.
Reset my password
From the initial login screen you can reset your password or PIN. This may be because you either wish to change the details for security reasons, have forgotten or you have incorrectly entered your password or PIN five times in a row and have been locked out of the system.
If you have completed your shared secrets before and provide the correct answers you will be able to reset your own password and PIN.
Click on ‘reset my password or PIN’ link from the login screen. Enter your user ID and select either the ‘password’ or ‘pin’ radio button.
Authentication questions
In order to verify your identity you will be asked to provide the answers to two out of your three shared secrets, randomly chosen by the system. Complete your shared secrets.
Reset password
Complete the new password and confirm the new password again. Confirmation of the change will then be displayed.
Links on the right of the screen.
or
If you have not completed or forgotten your shared secrets, you will need to contact customer support, who will arrange for your password to be reset.
On successful login you will then be presented with your My Portal Home page. From here you can access the services you are registered for. If you are unable to successfully login at this stage you will need to contact customer support, who will arrange for your password to be reset.
Overview
The organisation must have an established procedure for authorising the administrator to perform the tasks that the administrator is able to do, such as setting up and updating user accounts.
To facilitate supervision of the use of the system, and to reduce the risk of fraud or misuse, a report is available to the responsible person through the portal. The report will notify the responsible person of the following activities.
The report will allow the responsible person to check that the administrator is acting under proper instructions, given by means of the established procedures, in accordance with the organisation’s defined policy.
Viewing the report
To access the report the responsible person would select ‘administrator report’ under the ‘administrative services signpost’ and be shown the ‘view reports’ screen.
A list of available reports for the last 31 calendar days is revealed in date order. Select the report you wish to view. You can ‘open’ or ‘save’ the report.
You can save a copy of the report to your folders in the usual way. If you open the report it will open up in a separate window. The report sets out the administrator activities completed in the portal within the organisation these include:
The following sections contain general information on Information services and Land Charges services.
If you would like to see a step by step guide of one of the services offered, click here.
If you would like to view our training material, click here.
A guide to the fees can be found by clicking on the ‘fee for service’ link on the first step of each process. When applying for services, the fee will be charged when you click ‘submit’ unless otherwise stated.
All PDFs requested will be made available to view in the ‘PDF downloads’ facility found under the ‘General Facilities’ signpost. These will be available for seven calendar days. There is no fee for using this facility to view the documents within this time. However, please note that if you view any of the documents, using a chargeable service you will incur an additional fee even if the PDF has previously been requested and is available in ‘PDF downloads’.
When lodging any application, once you click the submit button you will be presented with an application confirmation screen. This is referred to throughout this section and confirms that your application has been accepted. This screen will display a unique reference number, priority date and priority time (if any). These should be quoted on any communication with Land Registry relating to your application.
Most services require a customer reference (maximum 25 characters). The reference entered will be displayed on your variable direct debit statement and any correspondence sent from Land Registry.
Many services require a contact name of the person we should contact in case of any query (maximum 122 characters).
The phone number is automatically populated from your organisation’s variable direct debt information (maximum 20 characters). If incorrect, over key the details.
All mandatory fields are marked with an asterisk (*).
The office responsible for any given title will process the application and issue results and any documents.
Help is available from most screens and is accessed by clicking on the grey question mark (?) situated toward the top right of the screen.
Normally automatically populated from the registered title. It is not necessary to complete this field unless you are lodging an investigation against the title (maximum 122 characters).
Enter the name of the proprietor. For two or more private individuals enter only one surname. For a company, corporation or similar enter the full name (maximum 25 characters).
Do not use abbreviations unless the name is longer than 100 characters. This name will be printed on the result of a search.
Information Services provide instant online access to registers of title. Viewing registers of title is a quick way of obtaining register information, and less expensive than purchasing an official copy in paper format.
The process for making different information service applications is similar. The following example shows how to make a request for official copies where the title number is known. Other applications follow a similar process, and a brief overview of what you need to make the application is given in this section.
Property details
Enter a title number.
The title number, address and Land Registry administrative area are displayed.
Select the delivery method, either:
There are some circumstances where it will not be possible to deliver a document electronically.
Title Documents
Select the documents you require.
Confirmation is displayed on screen if the document is available electronically.
Documents referred to in the register
Documents available to order that are referred to in the register are listed on screen. Select the document(s) you require.
For any document indicated as currently not being available electronically, further checks will be carried out prior to submission to verify your delivery request.
Other documents
You can order any other documents for this title number that are not listed on screen by using the add document function. This also includes documents filed under different title numbers.
A summary of the documents and their available delivery is displayed, before you submit your request.
On submission links to the electronic documents are provided for you to access immediately. If you do not wish to view the PDF(s) now, subsequent access will be available for no additional fee for seven days, by using the PDF download facility. Documents available by post will be issued separately.
This service allows you to submit a request for an official copy by providing a title number or at least one of the following:
This includes requesting official copies of:
Availability of electronic delivery of documents is confirmed on screen. Any documents too large for electronic delivery will be automatically delivered by post.
If the availability of a document is unknown an investigation will take place once your request has been received at Land Registry to confirm.
Additional documents can also be requested that are filed under additional title numbers.
The copies can be issued either electronically or by post.
This service allows you to request an official search with priority.
Land Registry needs the following information:
Electronic delivery will only be possible if there are:
This service allows you to request an official search of part with priority.
Land Registry needs the following information:
Identification of the property to be searches is required by providing the following information:
This service allows you to request an official search without priority.
For the information required, see 6.4 Official search of whole with priority.
This service allows you to submit a Search of the Index Map (SIM).
Either complete as many of the fields below to increase the accuracy of the search, or enter the Local Authority and attached a plan (see sections 8.1.4 and 8.1.5), following the onscreen plan requirements.
Complete the notepad field with any additional details where necessary.
This service allows you to carry out a ‘home rights’ search on a property.
Land Registry needs the following information:
The certificate of result is issued by post. There are no electronic results available for this type of search.
The unique certificate reference should be referred to in any communication with Land Registry in respect of the application.
This service allows you to lodge an outline application to obtain a reserved period within which to lodge an application for a registerable disposition that cannot be protected by an official search.
Land Registry needs the following information:
To retain priority you must quote the priority reference when you lodge your application within the priority period.
This service allows you to view the day list of a title.
A list of all applications and official searches currently on the day list of the title are displayed.
You can also view the following additional information:
This service allows you to view the details of a pending END.
The details are:
A warning will also be displayed on screen if a pending END is under investigation.
This service allows you to submit a search of the index of relating franchises and manors.
Land Registry requires you to select the administrative areas that you would like to search.
A list of the areas selected will appear under ‘selected administrative areas’.
A fee is charged for each administrative area to be searched.
You must also select the type of registration from the drop down menu and enter your customer reference.
The result of the search is issued by post.
This service allows you to submit a request for an official copy where the title number is not known and could not be found when searching by address in the Request Official Copies service.
This includes requesting official copies of:
It is necessary to complete as many of the following fields as possible to increase the accuracy of the search.
You may also complete the notepad field with any additional details.
You must also select the type(s) of interest(s) related to the land.
A plan may be requested if further information is required to identify the property.
This service allows you to search for a title number by providing a property description.
Land Registry requires the property address.
If no title numbers are revealed it is still possible that the property is registered. To be certain, please lodge a Search of the Index Map (SIM).
To view the title numbers associated with each property, click 'register available'. If the register is not available to view online, this link will not be available.
This service allows you to view a register, print it and view the day list for that title. You can view the register in HTML or PDF.
You will need the title number to make the application.
Links to make other enquiries about the current title number include:
This service allows you to view a title plan in a PDF and print it.
You will need the title number to make the application.
You can also ‘view this title in register view’ by clicking the relevant link.
This service allows you view a document in PDF and print or save it.
You will need the title number to make the application.
The screen will show you a list of documents filed under the title number entered. You will be informed on screen if the document you have selected is not available to view.
Note: Fees can vary depending on the type of document you choose to view, refer to the ‘fee for service’ link.
To view another document for the same title number, click ‘previous page’ to return to the document list.
Land charge services provide protection for a person(s), or organisation(s), interest in unregistered land and to maintain the bankruptcy index for England and Wales.
This service allows you to search for bankruptcy information for private individuals, limited and public limited companies, complex names and local authorities.
Land Charges requires the following information.
Where the search is against private individuals or limited and public limited companies, the results can be delivered electronically or by post. Electronic results can be saved and/or printed as required.
Where the search is against complex names or local authorities, the result can be sent by post or DX only.
This service allows you to do a full search of the index.
Land Charges requires the following information.
The results can be viewed in PDF format and you can request an office copy of these.
This service allows you to capture Land Charges office copy data.
The following details are required:
Details of the application that has been submitted are displayed and confirms that the application has been accepted.
This service allows you to view details of an application that has been submitted.
The following details are required:
If the information is not available electronically, a warning message will appear on screen advising you to contact the Land Charges Department.
When selecting an application an ‘overview’ will be given. This will provide additional information to assist you to complete the correct document.
There are limitations on lodging some electronic applications. If limitations apply to the application you are completing you can view these by using the link on the right hand side of the screen.
If you enter details on an e-document and then decide that you wish to cancel the application you can do this by clicking the cancellation button on the right hand side of the screen. This can only be done up to the point of submit.
Most services require a customer reference (maximum 25 characters). The reference entered will be displayed on your variable direct debit statement and any correspondence sent from Land Registry.
Throughout this manual there is reference to supporting evidence and associated attached files. Please note that any files attached to an application have to be in a PDF or GIF format and the maximum file size is 500KB. If you exceed this file size an error message will be shown. You would click ‘previous’ to remove the attachment and attach another.
Identify the file you want to attach by entering a valid file path or by clicking the browse button. If you are using the browse button when you have located the file, click ‘open’ and the file path will be displayed in the window. You must certify that the electronic copy attached to the application is a true copy of the original.
Add further evidence if appropriate by repeating the process.
When lodging any e-document (application) once you click the submit button you will be presented with the application confirmation screen. This confirms that your application has been accepted, and provides a unique reference number, priority date and priority time.
The different applications follow a similar process. Below is a step-by-step guide for Change of Name as an example. For other applications a general overview is given.
In the title number field enter a title number and click ‘next’.
Property description details are then displayed. Check that the details are correct.
Select what the application affects:
Click ‘next’.
Provide the full names of each applicant. The applicant is the client not the conveyancer.
Enter the forename and surname and click ‘next’.
Select the reason for change.
Enter the new name and click ‘next’.
Read the certificate details.
Check the box if you agree with the certificate details.
Click ‘next’.
Enter your customer reference.
Application details are also displayed. You can view the application as a PDF. Click ‘submit’ if all details are correct.
Confirmation screen is then displayed – this confirms if the transaction has been accepted and provides details of the application including a link to the PDF document and a link to submit a new CON application.
Agreed notice
This service allows you to submit an application to enter an agreed notice.
Land Registry requires the following information:
When option 1 is selected, the following additional information is required:
When option 2 is selected, the following additional information is required:
When option 3 is selected, the following additional information is required:
You must then confirm your entitlement to apply for each notice and attach any supporting documents. Evidence can include an e-CSF for the title number you wish to protect. This must have been made effective, but not registered, and created by a user within your business unit.
Cancel caution against dealing
This service allows you to submit an application to cancel the entry of a caution against dealings.
Land Registry requires the following information:
You must confirm your entitlement to apply.
Cancel notice
This service allows you to submit an application to cancel entry of a notice.
Land Registry requires the following information:
When option 1 is selected, the following additional information is required:
When option 2 is selected, the following additional information is required:
Details of the notice that the applicant is applying to cancel:
When option 3 is selected, the following additional information is required:
Confirmation is also required as to whether you are aware of any overriding interests.
You must then attach any supporting documents.
Change of address
This service allows you to submit an application to change the address of a registered proprietor.
Land Registry requires the following information:
Change of name
This service allows you to submit an application to change the name of a registered proprietor.
Land Registry requires the following information:
Change property description
This service allows you to submit an application to change a property description.
Land Registry requires the following information:
The e-CSF service allows customers to submit an application to electronically register a charge in a standard format using a unique e-MD reference. The e-CSF is created by the conveyancer/lender and must be signed by the borrower (citizen).
In order for the charge to be prepared ready for signing, Land Registry needs the following information:
The borrower must sign the charge, before it can progress.
In order for the citizen to sign the e-CSF they must login to the system.
The first time the citizen accesses the system they must change their temporary password to one of their choice and create their shared secrets.
Expired password
They enter their temporary (old) password, a new password and confirmation thereof following the password rules shown on the screen.
Shared secrets
The citizen must capture three items of information known as shared secrets that can be used to authenticate their access in the future, should they wish to change their password details.
The citizen selects three different questions from the list below and supplies a unique answer to each.
Questions available:
The citizen is presented with a Signature Access Agreement that sets out the services the registrar will provide to them. Once they have read the agreement, they must check the box to confirm they accept the terms of the agreement.
The Signature Access Agreement is presented each time the citizen(s) login to the system.
Citizen signing (Information purposes only)
Once the citizen is logged into the system they apply their e-signature to the document by selecting ‘e-sign’ from the signposts on the left hand side of the screen.
Signing details
The citizen must view the document as a PDF before it can be electronically signed.
Confirmation that the citizen has read the document and that it is accurate must be confirmed by checking the confirmation box.
Electronic signing
The citizen is presented with three cells to complete. The cells must correspond with the authentication grid, which will have been sent directly to them from Land Registry.
Once the three cells have been completed the citizen clicks ‘sign’.
Signing details
Document status is then shown. The status will be partially signed if there are outstanding signatures required or fully signed if all signatures have been added.
The name of the signatory and the signatory status is also shown. This includes the date and time a signature has been added.
Further information can be found at E-signatures Guide for borrowers signing e-charges.
After the borrower has signed the e-CSF you must make the document effective and apply for registration.
To begin this process, ‘find document’ on the tab on the left hand side.
Find or search for a document
To find a document you can provide the e-document reference (eg CSF123) or you can complete one or more of the search options below.
There are other search options available.
New search
This clears any previous search information and allows you to start again.
Show documents due for deletion
This reveals all e-CSF documents that were created over five months ago and have not yet been made effective. This allows any unwanted e-CSF(s) to be deleted and/or any outstanding e-CSF(s) to be followed up before the document expires at six months.
Show all my documents
This option reveals all the documents you have authored, including:
Once you have identified the document you wish to view, the document summary will show you:
From the document summary screen you can view the e-CSF as a PDF, delete the document, or if all signatures have been added make the document effective.
If you select to delete the document, a ‘delete confirmation’ screen will be shown. This is to make sure that it is the correct document you wish to delete.
Once you have found the document you are looking for you can proceed to make the e-CSF effective.
Document summary
From the document summary screen click ‘effect’.
Notification
The notification screen is displayed. ’Notify’ the registrar that the document is to take effect.
Confirmation
Confirmation is displayed that the registrar has received the notification and the time and date that the document took effect.
To clear the confirmation screen click ‘return to document summary’. From this screen you can proceed directly to applying for registration.
To apply for registration you must ‘submit’ on the document summary screen.
You must then:
You can view the application details and e-CSF as PDFs before you submit the application.
Confirmation that the application has been accepted will then be displayed.
If the application has been accepted and has been processed electronically you will be able to view the updated register, title information document and letter of completion from the ‘General Facilities’ signpost on the left hand side by clicking ‘today’s PDF downloads’.
If you are creating an e-CSF and the borrowers names did not match you must provide a reason why.
The options are:
If you select change of name you must:
If you select death of a joint proprietor you must:
If you select error in the register you must:
You are also provided with an additional option if there is a pending application, which will resolve the discrepancy.
Certificate details
Regardless of the option that you select you must confirm a certificate for the discrepancy.
You then continue with the ‘apply for registration’ process with applicant details as shown above.
Restrictions
Charge restrictions
If there is a charge with a restriction in the register you will be notified on screen.
Registration cannot be completed until the restriction is complied with.
You must confirm whether the charge is to be discharged. If it is not, you must supply a certificate to account for each restriction.
Compliance details
You must provide a certificate and reasons for compliance with the restriction from the following:
You must then attach any supporting documents.
After you have checked the box to certify the certificate that you have given you continue with the ‘apply for registration’ process with the applicant details.
This is a statutory charge registered against property recovered or preserved in proceedings funded by the Legal Services Commission, to enable recovery of the legal fees from the assisted person in due course. Only the Legal Services Commission can make these applications, so no details appear here.
This service allows you to submit an application to note the death of a joint proprietor.
Land Registry requires the following information:
This service allows you to submit an application for registration of a home rights notice.
Land Registry requires the following information:
This service allows you to submit an application for cancellation of a home rights notice.
Land Registry requires the following information:
You must then attach any supporting documents and add your reference.
This service allows you to submit an application for standard and non-standard restrictions.
Land Registry requires the following information:
The information that is then required will depend on your selection. To see a training module that covers three scenarios, click here.
The following information is then required:
This service allows you to submit an application to cancel a restriction.
Land Registry requires the following information:
You must then attach any supporting documents and add your reference.
This service allows you to submit an application to withdraw a restriction.
Land Registry requires the following information:
This service allows you to submit an application to enter a unilateral notice.
Land Registry requires the following information:
You must then attach any supporting documents.
This service allows you to submit an application to remove the entry of a unilateral notice.
Land Registry requires the following information:
This service allows you to submit an application to cancel the entry of a unilateral notice.
Land Registry requires the following information:
The service allows you to submit an application to withdraw the entry of a caution against dealings.
Land Registry requires the following information:
General facilities signpost is available to users and responsible person. Currently available under this signpost is as follows.
Messages from Land Registry will be posted under the General facilities signpost, usually monthly, providing updates on product and service enhancements, education and training material, and advance notice of any planned maintenance. These messages do not expire; so can be revisited at any time during opening hours.
If you have new messages from Land Registry since you last logged in, you will be provided with a viewing link from your Business e-services homepage.
This is a list of transactions that have been requested each day carried out by users of the business unit for a specific VDD account during the course of the current business day.
It displays 'no further services' at the beginning of the day.
A HMLR Reference is generated automatically for each of the requests by the system.
All PDFs requested will be made available to view in the ‘PDF downloads’ facility found under the ‘General Facilities’ signpost. These will be available for seven calendar days. There is no fee for using this facility to view the documents within this time. However, please note that if you view any of the documents, using a chargeable service you will incur an additional fee even if the PDF has previously been requested and is available in ‘PDF downloads’.
Error messages are provided throughout the system on screen to help users lodge applications and use the services available. A prompt will appear in red at the top of the screen to notify you of an error. The error message will appear on the right hand side of the screen also in red.
A number of applications include additional information to assist in their lodgement. This information will be shown in the overview section on the title details screen before you enter the title number.
There are some limitations as to when you can lodge certain applications. If a limitation applies to an application a link will be displayed on the title details screen. By clicking on this link a list of limitations will be displayed for you to consider before continuing with the application.
Practice Bulletin 15 – e-CSF (electronic charge is standard form) is the most recent publication regarding electronic lodgement of applications.
Practice Bulletin 12 – Electronic document is also available
Both practice bulletins are available as a PDF download from our website using the following links:
http://www1.landregistry.gov.uk/assets/library/documents/lrpb012.pdf
http://www1.landregistry.gov.uk/assets/library/documents/lrpb015.pdf
All of our up-to-date practice guides are available on our website and can be downloaded as PDFs. You can also request guides from customer support.
You can access the training material from the Education & Training link on Land Registry's website
http://www1.landregistry.gov.uk/education_and_training/business_e_services/home.asp
If you require any additional training please contact customer support on 0844 892 1111 and explain your requirements.
Email enquiries should be made to customersupport@landregistry.gsi.gov.uk.
Further information on e-conveyancing and future developments can be found on our website http://www1.landregistry.gov.uk/e-conveyancing
Customer support has been set up to provide a single point of contact for all Business e-Services. Support is available via a dedicated telephone line open between 8am to 6pm Monday to Friday. Enquiries can also be lodged by email or post.
We aim to resolve customer enquiries at first contact. If this is not possible we will refer the matter to other internal specialists for action, information or resolution.
Telephone enquiries to our customer support should be made on 0844 892 1111.
Email enquiries should be made to customersupport@landregistry.gsi.gov.uk.
All postal enquiries should be sent to the following address:
Land Registry customer support
PO Box 569
Swansea
SA7 9FQ
If you cannot gain access to the network and you think it is a problem with the network rather than a problem with your own hardware or software, first telephone 0844 892 1111 and select option 1 to access Land Registry status line and listen to a pre-recorded message.
This message is updated regularly with information about the nature of any known problems and when they are expected to be resolved, and it will state when it was last updated.
If this does not relate to your problem please report it by contacting customer support on 0844 892 1111 and select option 2.
Explain the problem to customer support, and if it appears that the problem lies with Land Registry, the information will be referred to our IT Service Desk. They will ascertain what the problem is and how long it is likely to take to resolve. If there is a major system problem the Land Registry status line will be updated.
If the network is not available, you have the option to:
If you are experiencing any problems with your user account, users should contact their administrator. If the administrator is unable to resolve the problem or the problem is with an administrator account please report the matter to our customer support by telephone or email.
On 30 April 2010, access to LRD will be terminated as the LRD system will no longer be in use for existing registered users. Users of LRD who wish to continue using these services will instead need to migrate over to the new Land Registry portal by that date where they will find these services available under Business e-services as Information services and Land Charges services.
The following provides an overview of the process of migration.
Once your organisation has activated their accounts in the portal, administrators are requested to add all users to the portal within 90 days of initial activation. These accounts should be fully operational within that time as the company LRD Account will not normally be actively managed after this period.
Land Registry will begin the final switch-off of the LRD system from January 2010. When possible Land Registry intends to switch off individual company LRD accounts as and when they are identified. Customers will be given due notice of account switch-off.
Although there is no facility on the LRD web pages to provide answers to questions about the migration of LRD users to the portal, the LRD message page will be updated regularly to provide reminders.
To help you use the system more effectively there are a number of features that may be of use to you.
We offer advice to our customers through our publications and enquiry services and through the day-to-day handling of applications.
We provide factual information including official copies of registers, title plans and documents, searches and details of our forms and fees.
We provide procedural advice to explain how the land registration system works and how to make applications correctly.
This includes:
There are limits to the advice that we will provide. We will not provide legal advice.
This means that:
We provide advice only about real cases, not about theoretical circumstances.
We will not express a view on questions where the law is complex or unclear except where the question arises on a live registration application.
In providing this factual information and procedural advice we will:
The purpose of this chapter is to provide guidance on how a firm’s operating system, usually a case management system, uses Business Gateway to interface directly with Land Registry.
Although Land Registry has set the standards for the interaction between the systems, the format of the workflows, messages and screens that the user sees will be up to the creators of the specific system. Therefore this guide only provides key information about an application rather than details of the messages and screens that will be presented to the user. Some parts of the process may be done automatically without the user being aware, unless things go wrong.
Below is a list of the most common terms and acronyms used in this chapter.
Customers will be advised on the Land Registry website of any futures updates to this guide. The web version of the guide will also be the latest version.
The service is normally available during the following hours.
Monday to Friday between 7am and 10pm
Saturday between 7am and 5pm
Monday to Sunday between 4am and midnight
Monday to Friday between 7am and 6pm
If you are lodging an application outside of normal business hours that requires the day list to be open, for example an official search, Business Gateway will inform you that the day list is not available. It will store the request and send a response back to your CMS with a unique ID and the time when the service will be available. When the service is next available your CMS should request the result of your request using the unique ID previously supplied. The LR system will supply the result having validated that the user is still valid.
Business Gateway uses the same sign in and passwords as the portal. However, although there are multiple roles available through the portal, only the conveyancers’ edit and submit option is available through Business Gateway. Fees will be dealt with by your CMS.
Services currently available through Business Gateway are:
This service allows you to search for a title number by providing a property description. You will be provided with a list of all properties (maximum of 50) along with the title number and tenure matching the property description.
Land Registry needs the following information:
The address will be validated and the Title Number, Town, Postcode, Tenure for each matching result found will be provided.
If no matches are found, this could be because:
This service allows you to submit a request for an official copy using the title number. This includes requesting official copies of:
You can choose to have the documents sent either electronically or by post. However, if an electronic copy is requested but cannot be supplied electronically, for instance the document is too large, it will be sent by post.
Some documents are undated. In these cases a date of 25/12/1000 is recorded by the system.
Land Registry needs the following information:
In processing an application, Land Registry may ask for confirmation that you wish to continue in the following circumstances:
If Land Registry cannot process the application, it may be because:
This service allows you to request an official search (with priority).
The process involves validation of inputs and confirmation that the title is in an appropriate state for an official search to be completed, if not you will be notified.
If more than one type of official copy is requested, Land Registry will only deliver these electronically if they can all be delivered this way. Otherwise, all the documents will be sent by post.
Land Registry needs the following information:
In processing an application, Land Registry may ask for confirmation that you wish to continue in the following circumstances:
If Land Registry cannot process the application, it may be because:
This service allows you to make an application for a Land Charges Bankruptcy Search against private individuals and complex names.
Private individual search results will return a certificate of search result through the delivery method requested. In respect of complex name searches, for example Peers of the Realm, unlimited companies, corporations or a local authorities, the official certificate will be delivered by post.
Land Registry needs the following information:
Once the fee has been verified and agreed the bankruptcy search result will be sent.
If Land Registry cannot process the application, it may be because:
The e-CSF service allows customers to electronically register a charge using an e-MD reference arranged through our Commercial Arrangements Section. The e-CSF will be created by the conveyancer/lender and signed electronically by the borrower.
The e-CSF service has different processes, some of which will be completed through Business Gateway and some through the Portal. What is needed for each process is explained below.
This service allows you to submit an application for an electronic Charge in Standard Form.
Land Registry requires the following information:
In processing an application, Land Registry may ask for confirmation that you wish to continue in the following circumstances:
The e-CSF is created and allotted an e-document reference and saved. A draft version of the e-CSF will be returned to Land Registry and you will receive an e-document reference.
If Land Registry cannot create an e-CSF it may be because:
This service allows you to create account(s) for one or more borrowers of an e-document.
The system will create a citizen account for each individual borrower. The borrower will be able to sign the e-CSF by accessing it through their account.
The system will send login details and an authentication grid to the citizen via their chosen method of delivery.
Land Registry requires the following information:
The system provides the following data for each borrower:
A citizen account will be created and a user ID, password and authentication grid will be issued to the citizen. Confirmation that the accounts have been created will be sent to you.
If Land Registry cannot create the signatory account it may be because:
The system requires you to store the e-CSF so that it can be retrieved for signing by your client and in due course for lodgement at Land Registry. Signing of the charge and its submission to Land Registry must be done through the portal. More information about these steps can be found using the training material via the Education and Training tab on our website www.landregistry.gov.uk or by clicking here and in section 8.9 of this manual.
The system allows you to:
To access these services you need to supply the e-document reference, which you may be able to select from a list of stored documents within your system.
If Land Registry cannot process the application, it may be because:
Unless it is clear that the Business Gateway service is unavailable, in the first instance you should contact your CMS supplier. Otherwise, for customer support, please see chapter 12 on troubleshooting.
For alternative formats please contact customer support on 0844 892 1111.
Issued by Land Registry Corporate Marketing Services October 2009
© Crown copyright 2009 Land Registry