Searching New South Wales Land Title Records

Transcription

1 A Guide to Searching New South Wales Land Title Records in the Queens Square Office of Land and Property Information Department of Lands User Guide - Searching the Records of the Registrar General 1

2 Date of Publication December 2008 Copyright December 2008 Copyright in this document is held by the Department of Lands. Division 3 of the Commonwealth Copyright Act 1968 recognises that limited further use of this material can occur for the purposes of fair dealing for example study, research or criticism. However, to make use of this material, other then as permitted by the Copyright Act, please write to the Department of Lands. Disclaimer Information contained herein is of a general nature and is not intended to address the circumstances of any particular individual or entity. Advice from a professional adviser (eg a solicitor or licensed conveyancer, as appropriate) should be sought if there is doubt as to the applicability of this information to individual circumstances.

3 Foreword The records of the Department of Lands (Lands) include those that support our titling, registration and valuation services and provide efficient access to land information. These historic records are essential for conveyancing, surveying, mapping, land development, valuing, rating, taxing and financial security purposes and underpin the economic stability of New South Wales. They have also become increasingly more important and popular for use with ecological, historical and genealogical researchers. Lands use world class technology to store and provide access to most of our land and property information and contemporary records. The records that are of most interest to historical researchers are, for the greater part, untouched by these modern systems. This publication has been prepared to assist land searchers and historical researchers to understand and access the older land title records held by Lands. With a view to providing greater access and service delivery to these records, Lands is undertaking a systematic approach to converting and providing these records in an electronic format. As these records are converted to an electronic form the originals are being conserved and preserved and transferred to State Records as State archives with open access at State Records reading rooms. We are conscious of the wealth of historic material that we hold for the people of New South Wales (NSW). We have a small team of dedicated technical staff who are fully trained in the conservation of these records to ensure they are preserved and maintained while in the custody of Lands and we are committed to ensuring that these records continue to be made accessible to the public wherever possible while continuing to comply with the requirements of the State Records Act Warwick Watkins Director General Registrar General Department of Lands 3

4 The User Guide - Searching the Records of the Registrar General, December 2008 replaces earlier versions dated 2002, 2000,1998, 1994, 1992, 1989, 1986, and This is one of five publications detailing searching and access to land titling records, the originals of which were held at the Lands Queens Square, Sydney office. User Guide - Searching the Records of the Registrar General User Guide - The Parish Map and Crown Plan in Family History and Genealogical Research History of the Registrar General s Maps and Plans User Guide - Old System Searching to be published 2009 User Guide - Torrens Title Searching 4

5 Contents 1 Establishment of Land Records in the Colony 7 2 Old System Records Grant Index (1792 to 31 December 1862) Grant Registers (1792 to 31 December 1862) The Old Register (1802 to 1824) Vendors Index Old System Purchasers Index Miscellaneous Register Index to Instruments Evidencing Change of Name (1875 to 1967) The Automated Deeds Indexing System (ADIS) (1992 onwards) The Security Interest in Goods Act Search (SIGA) 19 3 Torrens Title Register Old form Bound Register (1863 to 1961) New form Loose Leaf Register (from 1961 onwards) Integrated Titling System (ITS) Torrens Title Purchaser s Index Owner Name/Lease Inquiry Search Lease Premises Index Search Sub Folio Inquiry 31 4 The Mapping Index Cadastral Records Viewer (CRV) Cadastral Records Enquiry (CRE) County, Parish and Town Maps Reference Sheets Pyramidal System Central Mapping Authority Maps Deposited Plans Strata Plans Re-catalogued Plans (Deposited Plan Cross Reference Index) Other Plans Symbols and Notations Plan Copies

6 5 Using the Mapping Index Locating a current Charting Map for the manual system Reference Map Inquiry (now in ITS) Land Index and Land Index Extension Other Indexes Copies of Land Title Records The Digital Cadastral Database (DCDB) 46 6 The Dealings File 47 7 Starting a Search 47 8 The Primary Application Primary Application Evidence How to find out if the land you re researching has been the subject of a Primary Application What to do first 52 9 Other Records and Systems Available to Searchers Covenant to Produce Conditional Purchasers Index Deposited Deeds Index Stock Mortgages Security of Interests in Goods Act (SIGA) Search Register of Causes, Writs and Orders (CWO) Affecting Land Register of Resumptions Crown Holdings and Tenure Cards Information Brokers and Internet Access 61 APPENDIX A - Abbreviations used for Crown Holdings and Reserves 62 APPENDIX B - Abbreviations used on Crown Maps 64 APPENDIX C - Less common abbreviations used in land and title documents 67 APPENDIX D - Copy requests: use of order form 70 APPENDIX E - Products and Services Schedule 71 GLOSSARY

7 1. Establishment of Land Records in the Colony In the first years of the colony, there was no provision at all for recording land transactions. In some cases, brief particulars of a transfer or sale were written on the back of a land grant in many cases ownership changed without any documentary evidence at all. Governor Philip Gidley King issued an Order dated 13 November 1800 stating that no claim for property be admitted by the Civil Court of Judicature, unless the parties enter into written agreements between each other, or enter them into books which will be kept for that purpose. The order was to be in force from 27 November Two books were to be kept at Sydney at the Judge Advocate s office and by Sergeant-Major Jamison for the military, and one each were to be kept at Parramatta and the Hawkesbury. None of these books are known to have survived. The first record of transactions held by the Registrar General is contained in the Register of Assignments and Other Legal Instruments which was established pursuant to a General Order issued, 26 February 1802, by Governor King. King ordered and declared that no assignment of property will henceforth be considered legal unless regularly drawn up at the Judge-Advocate s Office and duly registered. The first of nine registers was created on these instructions on 6 March The order continued: Every person now holding assignments are to appear with them at the Judge- Advocate s Office on Friday next, the 6th instant, to have them examined and registered, otherwise no cognizance of them will be taken by the civil court. So while the register was created in 1802 it contains assignments and other legal instruments dating back to 17 January In 1802, a register was provided by the Judge-Advocate and parties were invited to place their dealings on record. These are the first recorded registrations forming the first book of the Old Register. Copies now filed at Lands with the Supervisor, Off-Line Property Information Services, basement 1, records wing, and the Old System search area in the west wing, basement 1, Queens Square. Only brief particulars were recorded and it is often quite impossible to relate these items to any particular parcel of land. Nine books are comprised in the Old Register. On 18 January 1817, a proclamation issued by Governor Macquarie provided for the registration of all deeds and conveyances made and executed from and after 25 March 1817 relating to land by the entry of a memorial in the Office of the Judge Advocate. A register was established to commence a system of memorials with essential particulars extracted from the deed entered under official seal. This is also part of the Old Register. The Judge-Advocate s Office came to an end when a Charter of Justice was granted in 1823 by King George III in pursuance of a power conferred on him by the English Act Geo. IV, c.96 - whereby the Supreme Court of NSW was established. The nine Old Registers comprise, amongst others, the total recorded extracts or enrolments of dealings from 17 January 1794 to 15 May The Registration of Deeds Act 1825 then provided for control of this activity. On 16 November 1825, the first Registration of Deeds Act came into force, and substituted the Supreme Court as the place for the registration of Deeds. This Act introduced a special form of memorial and the principle that any Deed or instrument executed bona fide and for valuable consideration should take priority according to the date of registration and not of execution. At this time the Vendors Index was established. 7

8 The Registration of Deeds Act of 1843 established the Office of the Registrar General and provided a Register for the lodgment of a sworn, complete copy of a deed in that Office. All existing records were transferred to the Registrar General in 1844, but on 31 December 1849, the Office was abolished and its responsibilities were transferred back to the Supreme Court. On 1 January 1856, the Office of the Registrar General was re-established for the first compulsory registration of births, deaths and marriages and from 1 May 1857, responsibility for registration of deeds was returned to the Registrar General. An amendment to the Registration of Deeds Act in 1896 established the Purchasers Index for Old System land. Most registrations since that time have been dually indexed This system, based on English Common law, had manifest inadequacies. Each time land was sold or mortgaged, a separate deed was drawn up. Proof of title required the tedious examination of a series of deeds, known as chain of deeds. The system was cumbersome, expensive, uncertain and not guaranteed by the State, particularly as there was no statutory requirement to register deeds and fees were required by Government to register the deeds. Vendors and mortgagors preferred to keep their money. Additionally it was not mandatory to register plans of subdivision of Old System land prior to The Torrens Title system was introduced to NSW with the commencement of the Real Property Act on 1 January Since then all land granted by the Crown is subject to the provisions of that Act. This system was designed by Robert Richard Torrens for the South Australian land title registry when he was appointed Registrar of that state in the 1850s. He based his brilliant, simple system on the method of insuring shipping used by Lloyds of London. It used a single register for each land holding and recorded all details and interests affecting that land such as: easements covenants mortgages resumptions caveats and subsequent changes in ownership. The greatest advantage of a Torrens Title for land is that it is a single document guaranteed by the State Government of New South Wales. 8

9 2. Old System Records 2.1 Grant Index (1792 to 31 December 1862) The Grant Index consists of a chronological record, in alphabetical order of the surnames or company names of those who received grants of land from the Crown, up to and including 31 December Example of a Grant Index page Surname Christian Name Situation A R P Allot No Sect No Serial Page LEE John Bathurst LEE John Bathurst LEONARD William James Hawkesbury MELROSE Samuel Henry Appin MILLER Arthur Charles Liverpool NOLAN Alfred William Yass The Grant Index briefly records the areas and portion or allotment numbers, (if any), of the lands granted and where the lands were located. The Crown Grants are bound together in books which are identified by Serial reference numbers. The grant reference numbers consist of the Serial Number of the bound book, which contains the grant and the number allotted to each grant, which is known as the Page Number. Some of the index books include the same years as other index books. The grant index comprises 15 books. Grants were issued as early as 1790, but doubts as to validity, arising from the manner of sealing and from the lack of registration, brought about their recall and re-granting. The earliest grants had wax seals impressed with Governor Phillip s signet ring. The Territorial Seal did not arrive until 22 September By the end of that year at least 85 grants had been made and Governor Phillip wrote of the need for a record to be kept. Early in 1792 Governor Phillip charged David Collins, the Secretary of the Colony with the responsibility for registering Crown Grants and the first entry in the register is of the James Rous grant. The first registered grant of land was made to ex convict James Ruse, who was granted Experiment Farm, a 30 acre property at Rose Hill (near Parramatta), in March He had occupied the land since 21 November 1789 and the grant was registered 22 February

10 2.2 Grant Registers (1792 to 31 December 1862) The Grant Registers sometimes contain full hand written copies, sometimes typed or written extracts and sometimes partly printed and partly written copies of the original grants. Thus, some grants run to several pages while others, containing extracts only, may be typed six to a page. Grants often contain more than one parcel one grant was noted as containing 28 parcels (Serial 198, first grant) and encompassed 14 pages. At least two Grant Registers have pages numbered from the back as well as from the front of the Register resulting in duplication of page numbers. The Grant Registers were originally grouped in various series such as Land Purchases, Town Purchases, Special Grants etc., and were given distinguishing letters or numeral in that series or referred to by the year of the grant eg 1861 Land Purchases. The page number would carry on from register to register, the last grant of a year having up to a four figure page number. In 1896, a new serial number was allocated to each Grant Register, the new number being stamped under the prior allocated letter or number. In the process of rebinding over the years, some of the original markings have disappeared and, in at least one case, appear to have changed. Fifteen indexes have been compiled for the Grant Registers. All indexes refer to the name of the grantee and the area of the land. Seven of them are typed in alphabetical order of surname and given names, quote the current serial number of the register and, in all except one case, the page. The eight handwritten indexes are in alphabetical order as regards the initials of surnames only, do not quote the current serial number and in at least one index refer to the page of the Grants Register in the Office of the Colonial Secretary, not the page number as presently bound. Fortunately, searchers over the years have made notes in the indexes which help to solve some of these mysteries. Even where the current serial and page number is shown in the index, the searcher s troubles are not over. Early grants rarely show portion numbers, often omit parish and/or county names and sometimes refer to a district the name of which has since been changed. It is common to find grants of land with the same area, in the same district, to the same person on the same date with vague land descriptions such as commencing at a marked tree and bound on the east by the land promised to who may not have been the eventual grantee. It is often necessary to refer to County and Parish maps to resolve questions of doubt and in some cases, to call for the copies of the original Crown portion plans. Some Crown Plans are microfilmed and black and white copies are available for purchase from the Property Information Delivery Service, records wing, ground floor. Crown Plans not available on microfilm may be purchased and copies ordered and delivered at Queens Square. These plans show the original Lot No. used for the Crown Land Auction and this may not be related to the Lot No. shown on the Crown Grant. A project to colour scan all Crown Plans and make the images available electronically commenced on 2 April About 200,000 coloured images are now available over the counter at Queen Square, through the SIX portal the Lands website or from approved Information Brokers and this number is being progressively added to as more plans are imaged. 10

11 Grant Register The spine of a Grant Register Maroon binding GRANTS OF LAND NSW REGISTER 11 & & 16 Blue binding Warning: Do not use these numbers from previous numbering series to try to locate your grant. Maroon binding. The current Serial Number Where more than one parcel of land was included in a grant, the index has been found to quote the combined area. Thus a numbered portion of 40 acres was found to be part of a grant of four such portions in one grant indexed as 160 acres. In another case, a numbered portion of 102 1/2 acres was found to be indexed as 100 acres, the area originally granted but later corrected by notation on the grant. 2.3 The Old Register (1802 to 1825) comprises nine volumes in chronological order and one index holds many entries which do not relate to land transactions was re-indexed in 1856 to exclude all entries not affecting land, thus the index is incomplete (the previous index was apparently destroyed at this time) because the index is incomplete, detailed examination of the Register is recommended to ensure all relevant information is found. Copies of the Registers are held in basement 1, records wing and available for public inspection by contacting the Supervisor Off-Line Property Information. The Index is in the General Register of Deeds area, basement 1 west wing, next to the Old System Grant Index. A second reverse copy of the Index holds an unofficial purchasers index compiled in 1950 by T D Mutch, which is often very useful and may be inspected by contacting the Supervisor Off-Line Property Information basement 1, west wing. This index relates to land transactions also and is compiled from, and the reverse of, the partial index of A full electronic index was developed in 2008 and copies on DVD are being marketed by State Records, together with images of the pages forming the Old Register, and also from the cashiers on ground floor, Queens Square Sydney. The Supervisor Off-Line Property Information basement 1, records wing has access to a copy of the electronic index. 11

12 2.4 Vendors Index The Registration of Deeds Act of 1825 established a General Register for recording transactions with land and the associated index, now known as the Vendors Index. The Vendors Index is the operative index for all registrations in the General and Miscellaneous Registers and entries are made under the names of all persons granting or creating an estate or interest. From its commencement in 1825 until 1898, entries were made in this index in alphabetical order of last names only. Since 1898, the index is a complete alphabetical index in order of first and last names. It is important for researchers to note that other transactions, not relating specifically to land, are also contained in the Register. Note From (Book 4000) under the Automated Deed Indexing System (ADIS), manual indexing ceased. All indexes since that date relating to Old System land are held in the Integrated Titling System (ITS) and copies of the deeds (Book 4000 to 4191 are on microfilm and from Book 4192 onwards) are available online and held in the Document and Integrated Image Management System (DIIMS) and copies must be ordered from Property Information Delivery Service, ground floor, records wing. See also Sec 2.9 SIGA Searches Because all instruments are indexed under date of registration, not execution, it is essential that each name being searched in a chain of title is searched against from the date of execution of the deed whereby their interest was acquired until the date of registration of the instrument which disposes of that interest. Where a mortgage is disclosed, search is made against the mortgagee to a discharge or reconveyance of the mortgage or to a dealing by the mortgagee with the land. Where the mortgage has been discharged, a note of the registration number of the discharge is entered in the index against the particulars of the mortgage for the assistance of searchers. The omission of any reference to a discharge against the entry of a mortgage should not, however, be taken as a sure indication that the mortgage has not been discharged. 12

13 Where a lease is disclosed and the term has not expired, search should be made against the lessee as well as the lessor. It may not be possible to complete a search of the Register without additional outside information. Where one of the deeds in a chain has remained unregistered, the search may come to a dead-end unless the missing information is gleaned elsewhere. Often records of deceased owners must be searched in the Probate Office. At other times the Registry of Births, Deaths and Marriages will provide missing links to a chain. These gaps may occur for various reasons including: unregistered Instruments vesting in heir-at-law or devisee through intestacy or by will (prior to the Probate Act 1890) and the will not recited in subsequent conveyance particularly when the person taking has another surname; conveyance by devisee as beneficial owner when no acknowledgment has been registered and the will is not recited conveyance by a married woman when property was acquired as a spinster and recital of marriage omitted conveyance by a Council under the Local Government Act 1919, for non payment of rates or conveyance made after change of name and deed poll evidencing that change not registered. Another method to bridge such gaps is to search back from the name of the present owner in the Old System Purchasers Index. Often recitals in later deeds, or references to deeds set out in a covenant for production, will provide the missing information. Searchers are cautioned against relying solely on index entries as they may be misleading because of their brevity. Every identified deed should be inspected in the Register. Another important reason to inspect the Register is that Deposited Deeds and Covenants to Produce are noted on the entries. 2.5 Old System Purchasers Index The Old System Purchasers Index which commenced on 1 July 1896 is an index of persons acquiring an estate or interest in land, compiled from the entries recorded in the Vendors Index. The index is completely alphabetical and is used as an aid in searching eg where there is a break in title or where an owner but no reference to title is known. Purchasers Index entries are not made for registrations in the Miscellaneous Register see 2.6. The latter part of the Index is not as complete as earlier volumes, as it contains only references to owners of land. Note From (Book 4000) under the Automated Deed Indexing System (ADIS), manual indexing ceased. All indexes since that date relating to Old system land are held in the Integrated Titling System (ITS) and copies of the deeds (Book 4000 to 4191 are on microfilm and Book 4192 onwards) are available online and are held on the Document and Integrated Image Management System (DIIMS) and copies must be ordered from Property Information Delivery Service, ground floor, records wing. 13

14 2.6 Miscellaneous Register As its name implies, this Register contains a wide variety of transactions. The most important of these for land title searchers are Powers of Attorney, Changes of Name and Appointments of Receivers. From its commencement on 1 July 1920 until 10 March 1950, a separate Miscellaneous Index was maintained. This is located in the same area as the Old System Grant Index and Register. From that date until the close of the Register, on 30 June 1976, entries were indexed in the Vendors Index. 2.7 Index to Instruments Evidencing Change of Name (1875 to 1967) A series of six index books relates to instruments evidencing change of name recorded in the following record series: instruments enrolled between 29 January 1875 and 30 September 1925 with the Prothonotary of the Supreme Court and transferred to the Registrar General on 1 October 1925 (Book 1 only) instruments enrolled in the then Bills of Sale Section during the period 1 October 1925 to 30 June 1967 instruments registered in the Miscellaneous Register during the period 22 July 1942 to 30 June 1967 earlier registrations being indexed only in the Index to the Miscellaneous Register. Instruments evidencing a change of name have been accepted from time to time in the undermentioned NSW registries and record series: Supreme Court: Prior to 1 October 1925 (when the Transfer of Records Act 1923 became operative), it had been a long established practice to enrol instruments evidencing change of name in the Prothonotary s Office at the Supreme Court. The instruments enrolled in that Office up to 30 September 1925 were transferred to the Registrar General with other instruments and records covered by the provisions of the Transfer of Records Act Instruments evidencing change of name were also for a time (limited for the most part to the period ) accepted for enrolment in the Equity Office and these records have not been transferred to the Registrar General. Since 1925, it has been the policy of the Equity Office not to accept enrolments of this nature. General Register of Deeds (prior to 1 July 1920): Although enrolment in the Supreme Court was the generally accepted method for the recording of deeds and instruments evidencing change of name, registrations were effected occasionally in the General Register of Deeds prior to 1 July 1920 (when the Conveyancing Act 1919 became operative). 14

15 Bills of Sale Section: Following the transfer on 1 October 1925 of the deeds and other instruments evidencing change of name (which had been enrolled in the Prothonotary s Office), it became the practice for some years to accept for enrolment in the Bills of Sale Section, deeds and instruments of the same nature. In view of the facility for registration in the Miscellaneous Register, the practice was terminated on 30 June 1967 and, after that date, the Miscellaneous Register was used exclusively until its closure in Miscellaneous Register (constituted 1 July 1920): Deeds and instruments evidencing change accepted for registration in the Miscellaneous Register from its inception on 1 July Note All Changes of Names were registered in the General Register of Deeds and indexed inclusively in the Vendors Index from 30 June 1976 until 2 November 1992 when they were indexed in ADIS. In April 1996 this function was transferred to the Registry of Births, Deaths and Marriages. A small number of changes of names continued to be accepted in Lands from 1996 to June LPI will no longer accept a Change of Name for registration in the General Register of Deeds. (DRD Information Bulletin No ) 2.8 The Automated Deeds Indexing System (ADIS) (1992 onwards) ADIS was implemented on 2 November 1992 and allowed automated indexing and searching of all Old System registrations with the exception of Causes, Writs and Orders. All registration copies of deeds were microfilmed from that date until March 1998 when the scanning and storing of the Documents began in the Document and Integrated Imaging System (DIIMS). Causes, Writs and Orders are searched internally in the Integrated Titling System (ITS) in the Deeds suite of searches. Copies of Causes, Writs and Orders searches are available from Property Information Delivery Service, ground floor, records wing, Queens Square, Sydney, from Lands website online searches www. lands.nsw.gov.au and through approved Information Brokers. The Old System Vendors and Purchasers Index are now searched through Deed Name Search. This inquiry relates to information registered from November 1992 onwards. Manual indexes are available to search for records registered prior to that date. Copies of documents registered prior to ADIS are available for purchase over the counter from Off-line Property Information Services, basement 1, west wing, Queens Square, Sydney. Copies of documents registered in ADIS, the series Book 4000 to Book 4191 are on microfilm and available for purchase over the counter from Property Information Delivery Services, ground floor, records wing, Queens Square, Sydney. Copies of all documents registered in ADIS from Book 4192 are available for purchase from DIIMS, either over the counter from Property Information Delivery Services, ground floor, records wing, Queens Square, Sydney, or electronically from the Lands website or from approved Information Brokers. All copies require a fee to be paid. The fee is reviewed annually. After searching the paper records, an old system search is continued to the present date, using ITS. 15

16 2.8.1 Deeds Index searching Access Deeds Index searching via, the Integrated Titling System (ITS). In ITS, click Searches and Inquiries and then click Deeds. There are 4 options listed under Deeds: 1. Deed Inquiry 2. Deed Name Search 3. Deed Search 4. User Details Lodgment/Registration Use either option 2 or 3 for searching purposes. Image shows screen from a Queens Square public terminal. 16

17 2.8.2 Deed Name Search The Exact Order button searches for names as exactly written. The Any Order button searches names in the order entered and all other possible combinations, including other names, that contain the names entered (see example below). Use can be made of the % symbol as a Wildcard when entering names. For example; the name Peter can be written as Pet% and all variations will be shown in the result. Image shows screen from a Queens Square public terminal. 17

18 2.8.3 The Private Name/Corporation Box Company, association names etc, or a personal name where the surname or order is not known, are entered in the Private Name/Corporation Name field. Enter a name where the order is unclear in the Private Name/Corporation Name field and use the Any Order button. The terms: Mac or Mc, and or &, Company or Co will be searched under both variations. If unsure if a name includes an apostrophe or the word The at the beginning of the name, include it in the search name and both variations will be searched. If unsure of punctuation or spaces in a name, include them in the search name and both variations will be searched. If omitted, only the name as entered will be searched. When searching a company name, do not enter the words Pty Ltd, Limited etc. If the company name contains numbers, eg 123 Pty Ltd, enter the search name with the numbers as drawn. However, it may be necessary to enter the numbers in words, in order to get a result. Image shows screen from a Queens Square public terminal. 18

19 2.9 The Security Interest in Goods Act Search (SIGA) On 1 March 2006 the Security Interest in Goods Act 2006 commenced. It was designed to simplify and modernise the registration procedures of goods mortgages such as, Bills of Sale, Stock Mortgages, Crop and Wool Liens and introduced mortgages for aquaculture, fish and non-agricultural chattels classified as Agricultural Mortgages (Business). From 1 March 2006 searching of security instruments has been through the Deeds suite of searches utilising the Deed Name Search and ticking the box for Security Interests (SIGA) available through public computer terminals at Lands Queen s Square office and more recently accessible online via the Lands website, From 3 October 2006 the Deeds Index searches became accessible online through Lands network of approved Information Brokers and have continued to be available via the Lands website. Searches are also available over the counter at Queens Square, but SIGA searches are no longer accessible through public computer terminals. From 3 October 2006 standard search fees have applied for SIGA searches ordered through the Lands website or over the counter. The search fee applies whether a Search Result or No Record Result is returned. Searchers should note that the information provided in the Index, details interests registered after 2 November Interests created prior to that date must be searched in the manual Vendors Index, basement 1, west wing, Queens Square. Causes, Writs and Orders (CWO) searches are available through the Lands website and will continue to be available over the counter for the payment of the standard search fee. All other Deed Index Searches including Deed Name Search, Deed Number Search, Vendor/Purchaser, Resumption and Unregistered Deposited Deed are free searches available from the public computer terminals. Searchers should note that for an effective Security Interest Index Search, the family name and given name(s) fields are used to search for individuals; the general purpose name field is used to search for individuals or corporations Displaying Deed Particulars ITS will display all the entries that are found under the name searched. Not all deeds shown in the result of a search may be relevant. To view the particulars of each deed click on an entry and click OK Image shows screen from a Queens Square public terminal.

20 2.9.2 Deed Details Screen The details of the first deed appear in the main body of the screen. To view the other deed s particulars just click on the other reference. If there is insufficient information on the deed in the main part of the screen, apply for a copy of the deed. Image shows screen from a Queens Square public terminal Deed Search Type in the number of the deed to be searched. Enter the deed number without the words Book and No., and use a hyphen to separate the two numbers as shown in example below. Click OK after entering the deed number. Image shows screen from a Queens Square public terminal. 20

21 2.9.4 The Deed Details Deed details are displayed below as shown Queens Square public terminal. 21

22 3. Torrens Title Register The Torrens Title or Real Property Register is in three formats: 3.1 Old form Bound Register (1863 to 1961) Volumes 1 to 8497 larger paper format filed in Volume/Folio order 250 folios to each volume, each volume comprises five colour coded sections of 50 folios each. The Old form Bound Register shows: origin of title ie grant, purchase details, primary application previous title reference successive title reference number(s) land description points diagram sketch of land in all but most modem part of Register. A new folio was created: when current title could not hold further endorsements when part was sold when land was held by tenants in common - a separate title issued for each owner s share if land was sold under provisions of Local Government Act for unpaid rates, etc. The majority of the bound Register has been cancelled and computer titles issued in the Integrated Titling System (ITS). The remainder has been targeted for conversion to a computer title and completion is expected by the end of The project to colour scan the Bound Register commenced 2007 and is due for completion Coloured copies are available through the usual channels. Images may also be viewed free of charge on the Queens Square public terminals. Bound Register Colour Folios White 1-50 Blue Maroon Red Green

23 Old form 1 Primary Application No. (Instrument number used to convert Old System land to Torrens Title) or Torrens Title Crown Grant and/or previous reference to title or Reference to Crown Holding Number and Land District. 2 Details of original Crown Grant/s Reference to Crown Holding Number and Land District (reference to the Crown holding from which the land was converted to Torrens Title) Note: This is particularly relevant when land was granted under Old System. 3 Dealing Numbers (Reference to document number for which the entry was made). Note: Copies can be obtained from Property Information Delivery Service. 4 Reference to subsequent titles is shown here when title was cancelled. Note: some titles where subdivision has occurred may have many cancellation of parts recorded. 23

24 3.2 New form Loose Leaf Register (from 1961 onwards) Volume 8497 onwards 250 folios to each volume loose leaf filing, accessed by copy only format differs from previous old form Torrens Register with smaller, mass produced or hand drawn diagrams in most cases (not for Strata Plans) endorsements cancelled by ruling through successive registered proprietors shown in first schedule second schedule shows any affecting instrument eg mortgage, lease, easement, covenant, caveat etc; origin of title, previous and successive title references shown on all but a few titles originally, when title was incapable of further endorsements, a new edition with same Volume/Folio reference issued, later a new Volume/Folio reference was issued notifications entered in chronological order, with a separate memorial for each instrument The images of some cancelled titles are only available on microfilm with the rest being available electronically from the Document and Integrated Imaging System (DIIMS) and may be purchased from the Property Information Delivery Service, ground floor, records wing or from or from approved Information Brokers This Register contained all original strata titles which issued between 1961 and They have since been converted to the Integrated Titling System (ITS). Note When ordering copies from the old or new form Registers which are not the current title, it is important to specify that you require the cancelled title when applying for a copy for your searching the updated computer folio will be supplied unless otherwise requested. 24

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27 New form Front Back Automated A. Folio Identifier rather than Volume Folio B. Edition Number 27 C. Notations of any Unregistered Dealings or Deposited Plans are shown here. Note To obtain details of previous dealings under the automated system and origin of title, a Historical Search must be purchased from the Property Information Delivery Service, or from or from approved Information Brokers.

28 Title identifier Delivery details Edition and Date of issue Certificate Authentication Code Notation of any unregistered dealings or deposited plans are shown here Security features Coloured Coat of Arms Microprint background Unique form number eg

29 3.3 Integrated Titling System (ITS) initially known as the Automated Land Titles System (ALTS). This commenced on 31 October 1983 and ended 14 May 1999 to be replaced by Integrated Titling System (ITS) first computerised Torrens Title system in the world uses folio identifiers from lot and plan numbers, rather than Volume/Folio eg Lot 1 in Deposited Plan bears the folio identifier 1/12345 where possible the reference to title relates directly to the land description ie the reference to 1/12345 is the title for lot 1 in Deposited Plan registration of any instrument generates a completely up-to-date new edition of the title details of previous dealings under the automated system and origin of title are available from the historical search no diagrams are shown on the title: it bears a notation showing plan number of title diagram which can be purchased from the Property Information Delivery Service, ground floor, records wing or Lands website or from approved Information Brokers notations of any unregistered dealings, plans or resumption actions etc are shown; Searching of the ITS can be undertaken from the Property Information Delivery Service, ground floor, records wing, via Lands website or through approved Information Brokers www. lands.nsw.gov.au/land_titles/property_search/information_brokers Security titles Security features were introduced to ITS titles in 2004 as a fraud prevention initiative. An upgrade in features will be introduced early Torrens Title Purchaser s Index This index commenced with the Torrens System on 1 January 1863 and was incorporated into Owner Inquiry Search ITS in The index is in book form from 1863 to 1970 and was held on microfiche from 1971 to The microfiche of the Purchases Index was withdrawn from Public Search Areas on 31 December The index is in alphabetical order of surname only until 1883 and strict alphabetical order from that date. From the commencement of the Torrens System all grants appear in this index together with all transfers, leases etc dealing with land under the System. The Purchaser s Index as held on microfiche from 1971 to May 2001 was merged into the Integrated Titling System (ITS). Access to the Index is through the Owner Inquiry Search. The merging of databases has resulted in a fully automated Owner Inquiry facility that provides a clear distinction between current and previously owned land held in ITS. 29

30 3.5 Owner Name/Lease Inquiry Search Searching the Torrens System for a current owner/leaseholders name or historical references to a name since 1971 is done by an Owner Name Search in ITS. Historical information is extracted by ticking the Purchasers Index Box. The Owner Name Search can only be accessed over the counter in LPI Queens Square or through an approved Information Broker. As a fraud prevention measure and to conform with the Privacy and Personal Information Protection Act 1998, persons requesting this information must first verify their identity by providing certain documentation and making it available for copying. Contact LPI s Customer Service Centre on T: or T: for further details of documents required. This information is provided as a searching aid only. The Registrar General does not guarantee that the information provided discloses details of all land owned/ leased by the party searched against. The information returned relates to information registered from 1971 onwards for all searches except current lessees which relates to information from 1998 onwards. Manual indexes are available for records prior to that date. Note Asterisk * indicates Lessee name. 3.6 Lease Premises Index Search This provides a schedule of lease folios for premises within a commercial complex. You can enter the name of the commercial complex, the head title reference or a lease folio number to undertake search. This online search is free. 30

31 3.7 Sub Folio Inquiry This provides a list of sub folio references. Sub folios are issued when individual titles are requested and issued for shares in a title. This online search is free. 31

32 4. The Mapping Index The graphic representation of title boundaries and associated information such as local government areas, statutory easements, road alignments etc is known as the mapping index. This paper based index is available for inspection at the Plan Counter, Off-Line Property Information, basement 1, records wing at the present time. It is one of the methods used when the current land description is not known, and perhaps most importantly, identifies the title system under which the land is held. Information available from the mapping index includes: land description Grant details title system, ie whether land is Torrens Title, Old System or Crown tenure original Crown survey plans details of conversion to Torrens Title ie Primary Application, IVA, Conversion Action (CA) or Official Search original Crown holding number, if applicable, at the date of issue of the map edition previous and subsequent plans of subdivision notation re gazette action. The following is a brief explanation of the evolution and composition of the plan file covering major plan categories in the plan file. Confusion of the terms map and plan is of no great consequence, it can be broadly said that a plan shows dimensions, a map does not. The maps and plans of this office serve to locate land for the purpose of establishing title and survey particulars. All maps and plans are currently available for viewing in the Queens Square Plan Counter and have been colour scanned as a snapshot as at September 2002 and no longer have any charting additions made to them. The electronic file is available for searching and is a two step process. The second step is an examination of the Cadastral Records Viewer (CRV) internally or the Cadastral Records Enquiry (CRE) for any notes regarding subdivision or change of status of land since the electronic collection of notes commenced in July The output is delivered to the public from the Cadastral Records Enquiry. 4.1 Cadastral Records Viewer (CRV) The Cadastral Records Viewer (CRV) is an internal application that has replaced the extensive LPI paper based Reference and Charting Map system and the electronic Cadastral Records Directory (CRD) formerly in use throughout LPI by staff and clients in the Queens Square Plan Room. The CRV is an interactive computer application that allows for the selective searching of Lands records. Staff enter the application from their desktop and access data from a known point such as a street address, lot/plan reference, local government area or locality, or other known identity. The CRV displays data relevant to the cadastre and permit manipulation (zoom/pan) of the nominated display of data as required. It permits the interaction between cadastre (or computer map) and the supporting data sources like notation capture, plan, dealing and charting map images as well as computer titles. 32

33 4.2 Cadastral Records Enquiry (CRE) From 1 July 2006 the Cadastral Records Enquiry (CRE) has delivered to public searchers a facility that provides an electronic means to make remote searches of the NSW cadastre (DCDB) displaying a graphical location diagram and a list of electronic notations, affecting the primary lot and surrounding parcels, collected since the electronic collection of notes commenced in July Detail includes, lot and plan numbers, street names etc and notes related to historical, proposed plan dealing and government gazette actions affecting the search area. Administrative detail such as, local government area, Parish and County information is also displayed. The CRE replaces the hard copy charting reference maps to which notations were made up to September The CRE derives its data from core Lands computer systems, including the Integrated Titling System (ITS), the Digital Cadastral Database (DCDB) and the titling notations databases. The Reference Map Search is accessed through the SIX portal - select PIXEL option. The CRE is currently available through approved Information Brokers and on the Queens Square public terminals. 33

34 34

35 4.3 County, Parish and Town Maps By 1848, the State of New South Wales had been divided into the 141 counties now still in existence. The Counties were subsequently divided into Parishes and together they form the basis of land administration in the State. Parish maps were prepared by the Department of Lands from original survey plans of portions, roads etc and show the relationship of portion boundaries to such features as roads, rivers, railways and seashores. The portion s number and its area are shown but not the dimensions. The Parish maps also show volume and folio references to Crown Grants issued from the commencement of the Real Property Act on the 1 January 1863 to 1 October 1981, and to First Titles (which replace such grants) issued since that date. The grantee s name and date of Crown Grants made prior to 1863 as well as portion plan catalogue numbers are also shown. It must be remembered that only the original grantee s name and title particulars are noted on the Parish maps or in the case of Crown Land held under Tenure, the Crown Holding number and the person holding the Tenure are shown. In areas of low subdivisional activity, separate Parish maps have not been prepared and the County map remains as the base plan. This is the case in the vast majority of the Western Division of New South Wales. Larger scale maps of towns, villages and their environs, as well as sections of the City of Sydney, known as City Sections and New Grants, were also published and these show land subdivided into sections and allotments. County, Parish and Town maps are Crown Subdivision maps. At present, the Parish and County Maps are filed in alphabetical order by County. Each Parish is numbered, and the index showing each County and the relevant number for each Parish map should be consulted. A similar index exists for town and village maps, which are filed alphabetically by number. Production of, and additions to Crown Subdivision maps ceased in Crown mapping is now shown on the Digital Cadastral Database (DCDB), a computer map of the state. Crown interests are recorded in the Crown Land Information Database (CLID). 4.4 Reference Sheets Other cadastral maps generally referred to as Reference Sheets of a larger scale than Parish maps have been prepared by government departments and public authorities such as local councils. These were used in the Plan Room as basic reference maps and are charted on Parish and Town maps, indicating that they should be referred to as the next step in a search of land within their boundaries. Maps of this nature (until the introduction of Central Mapping Authority (CMA) sheets), covered most of the Sydney metropolitan area as well as other more densely populated areas and were prepared by the then Valuer General s Department. Other reference sheets of similar scale were prepared by the Cumberland County Council, (styled CCC Sheets) and by various other authorities. Electronic copies of reference maps are accessed through the SIX portal. The Reference Map Search is accessed through the SIX portal au - select PIXEL option. The CRE is currently available through approved Information Brokers and on the Queens Square public terminals. 35

36 4.5 Pyramidal System The Reference Sheets and Parish and Town maps which have not yet been superseded by CMA sheets form the basis of the pyramidal mapping system. In this, the original charting system used in the office, successive plans in turn become the current charting maps for the area covered. They are charted by means of coloured edgings, which are detailed in 4.10 Symbols and Notations. The paper based Deposited Plans filed in the plan room are part of the pyramidal system. 4.6 Central Mapping Authority Maps Although the Central Mapping Authority (CMA) has now been incorporated into the Department of Lands, we still refer to the hard copy cadastral maps they produced as CMA reference sheets. These paper maps were utilised up until July 2002, after which time Lands converted the maps to an electronic image for searching in the Cadastral Records Viewer (CRV) and later in the Six Portal as Reference Map Search. See image in 4.2. CMA maps are in two series: CMA maps showed the current subdivisional pattern. This was accomplished through a system of constant updating by charting each newly registered Deposited Plan in the area of the plan it replaces. Superseded plans of survey are recorded for historical purposes by way of a note. Urban Cadastral series based on the Integrated Survey Grid (at 1:4000, 1:2000 etc) are comprehensively compiled and replaced the previous reference sheets; and Rural Cadastral series based on the Australian National Grid (at 1:10000 to 1:25000) are not comprehensively charted and for search purposes must be used in conjunction with existing Parish and County maps. Note CMA sheets are drawn to scale, however they do not show dimensions or areas of individual lots and a copy of the Deposited Plan or Crown Plan will be required. Many County, Parish and Town maps in urban areas have become Index maps only to the new reference map system. The urban cadastral map provides a comprehensive index to survey definition records, including reference to superseded plans. Copies of plans shown on CMA sheets are not filed in the Plan Room, and must be purchased from the Property Information Delivery Service, ground floor, records wing. The Mapping Index remains an integral component of the land records of New South Wales. The records in paper form have now been colour scanned in order to make the images available to a number of persons requiring access to a single map or plan at the same time. The images have been made available electronically through the SIX portal - select PIXEL option. 36

37 4.7 Deposited Plans General Information From the inception of the Real Property Act on 1 January 1863, to the commencement of the Conveyancing Act and Part XII of the Local Government Act on 1 July 1920, proprietors were required to lodge a plan prepared by a certified surveyor when subdividing Real Property land or when lodging a primary application. The Deposited Plan series and other plan series introduced in 1920 ran concurrently until 24 January 1961, when the existing Conveyancing Act Regulations were repealed and replaced. From that date, all plans lodged for registration at Lands, irrespective of title system, purposes or number of lots, or whether they bear Council s approval, have been lodged as Deposited Plans, commencing initially at DP It was soon realised that this series alone could not practically contain all plans lodged and it was subsequently maintained for plans having five or more lots (charting plans), whilst those comprising less than five lots (non charting plans) were numbered in a series commencing at DP The , and plan series continued until 31 October 1983, when the Automated Land Title System (ALTS) was introduced then later redeveloped in February 1998 as the Integrated Titling System (ITS). A new plan series commenced from DP for all plans lodged for registration, other than those lodged for easement purposes. Easement plans were numbered in the series. The one million series for all Deposited Plans commenced on 10 March 1999 (ITS 4.2), and is continuing. A significant number of the plans in the 1 to and series were used for general charting purposes in the pyramidal system. Charting maps are available for inspection at the Plan Counter, Off-Line Property Information, basement 1, records wing, Queen Square, Sydney with copies of Deposited Plans available from the Property Information Delivery Service or or from approved Information Brokers. 37

38 Series Used 1 to 32399, series, series, to , to , to , onwards and onwards. 1,000,000 series plans commenced 10 March 1999 and were incorporated in the Integrated Titling System (ITS). Images of all Deposited Plans are held electronically in the Document and Integrated Imaging System (DIIMS). Copies may be purchased from the Property Information Delivery Service, ground floor, records wing, Queens Square, or from approved Information Brokers Date accepted 1 January 1863 to date. Title System The series comprises both Old System and Real Property land. 4.8 Strata Plans Since 1961, legislation has provided for the subdivision of land into strata lots and common property. The lots are cubic spaces defined by reference to the building or another permanent structural feature. It should be noted that all titles for lots and common property in strata subdivisions are held on the ITS database and may be accessed directly by the relevant folio identifier eg 1/SP6235 or CP/SP Series Used SP 1 ongoing. Dates Accepted 1961 to date. Images of all Strata Plans are held electronically in the Document and Integrated Imaging System (DIIMS). Copies may be purchased from the Property Information Delivery Service, ground floor, records wing, Queens Square or Lands website at or approved Information Brokers. 4.9 Re-catalogued Plans (Deposited Plan Cross Reference Index) There are a number of superseded plan files which have been re-catalogued with a Deposited Plan number. All of these plans are shown in the plan cross-reference index which gives the new Deposited Plan number. Copies of the index are available for searching in the Off-Line Property Information, basement 1, records wing. A brief description of the more common plans follows: Primary Application Plans: Plans accompanying applications to bring land under the provisions of the Real Property Act were numbered as the application from 1863 to They are now numbered initially as Deposited Plans. Registered Plans: (1920 to 1961) Plans of Old System subdivisions of five or more lots accepted in the office. Housing Commission and Crown Authority Plans: (1943 to 1958) Plans of Government subdivisions. Miscellaneous Plans of Subdivision (Real Property) and (Old System): (1930 to 1961) Plans of subdivisions of less than five lots. 38

39 Roll Plans: (1863 to 1965) Large Old System plans of subdivision. Lithos: (1863 to 1965) Smaller Old System plans of less significance. A number of these plans, however, are used as charting maps and are shown by brown edging on reference sheets. Copies of the plans should be ordered by the re-catalogued number, but office copies with charting are filed in the Plan Room in their original file, ie under the Litho number. Australian Agricultural Company Plans (AA Company): Old System subdivision plans covering the area of the AA Company s grants. These plans were acquired by the office in 1950 because of lack of other survey records in these areas. These plans are re-catalogued in the series DP95001 to DP Private Parish Maps in the County of Gloucester are also available Deposited Plan Cross Reference Index September 2008 As part of the ongoing digitisation of LPI records and indexes, work has now been completed on the digitisation of the Deposited Plan Cross Reference Index (Blue Books). Access to this Index is now available via the Searches and Inquiries menu for ITS users. Work is presently underway to make this Index available via the SIX portal and Broker network. To identify the plan number allocated to a plan lodged with a prefixed dealing enter the full dealing number ie prefix and number. Image shows screen from a Queens Square public terminal. To determine the corresponding plan number allocated to all other plan types or non prefixed dealings simply type in the plan or dealing number. 39

40 Example Image shows screen from a Queens Square public terminal Other Plans Wells, Norton and Armstrong These early series of plans bear the names of the 19th Century surveyors who prepared and subsequently donated them to the office. A number still exist as hard copy plans and are filed under their original numbers in Off-Line Property Information, basement 1, records wing. A number have also been microfilmed and may be ordered by their original number. 40

41 4.11 Symbols and Notations Searchers should be aware of the charting symbols and notations shown on reference maps and charting plans and their meanings as used in the office. The symbols used on CMA sheets are self explanatory and are always shown in the map key area on the right hand side (urban CMA sheets) or the bottom (rural CMA sheets) of these reference maps. No colour is used on CMA reference sheets except for new red notes. However, on other reference maps coloured edgings are used to easily distinguish boundaries as follows: RP Act land boundaries: Portion boundaries: Primary Application boundaries: Surrenders and Defence Areas: Extent of new charting DP s as shown on charting maps: Boundaries of a DP: Shire names: Municipality and city names: green line red line (Portion number in red) blue line (PA number in blue) purple wash yellow pink wash blue wash blue bar below pink bar below Note Green edging is also used on some Deposited Plans, (in the series 1 to 32339), Valuer General sheets and lithos to define the extent of each original Torrens Title transfer in the plan, which is identified with a dealing number shown in red. All new notations are shown in red Plan Copies Images of all plan series are held electronically in DIIMS and may be accessed over the counter, through Lands website or from approved Information Brokers. All copies require a fee to be paid. The fee is reviewed annually. 5. Using the Mapping Index 5.1 Locating a current Charting Map for the manual system Where the land is located in the Sydney, Newcastle or Wollongong Metropolitan areas, Central Coast, Blue Mountains or major country towns, street directories available in the Off-Line Property Information Section, basement 1 will give either the CMA reference sheet for that area or a starting point in the pyramidal charting system. The starting point in finding a charting map for land outside metropolitan areas will usually be the Parish, Town or Village map. Again these will show either the current CMA reference sheet or provide a starting point in the search of a current charting map. Following location of the current charting map, it is important to identify any affecting notes. These are shown by bracketed numbers in red on the face of the plan, and the schedule of notes gives details. 41

42 5.2 Reference Map Inquiry (now in ITS) An index of Deposited Plans and the CMA sheets which cover them is located in the Off-Line Property Information Section Plan Counter area, basement 1. The index can be used as a quick method of locating a CMA charting map by checking the number of the base plan or any other Deposited Plan shown adjoining the land in question. 5.3 Land Index and Land Index Extension These computer-generated indexes are two series of books which list references to titles for, Parish Portions, Town Allotments and Deposited Plans. The Volume and Folio references obtained from the indexes are no longer updated or current and are superseded by an ITS reference. The reference listed is usually a good starting point for a manual search. The books remain available in the Off-Line Property Information Section (basement 1, Plan Counter area) as an aid to searchers. They provide a link between the land description and a title reference or subsequent subdivision Counties and Parishes Counties are shown in alphabetical order. Under each county name are listed the parishes and under each parish name are listed some portion numbers. Next to the portion number is either a Volume and Folio number, or a Deposited Plan number Towns Towns are shown in alphabetical order. Under each town is listed the Section numbers and under each Section number is listed some allotments numbers. Next to the allotment and section number is either a Volume and Folio number, or a Deposited Plan number Lot and Deposited Plan Numbers Deposited Plans (DP) are shown in numerical order. Lots numbers appear under each plan number. Next to the lot is typed either a Volume and Folio number, or another Deposited Plan number. If another DP is shown, it means that the lot has been subdivided and that the search should be continued under the new plan number. Note Not all of the lots in each DP are listed in the index books. 42

43 5.3.4 Land Index Extension September 2008 As part of the ongoing digitisation of LPI records and indexes work has now been completed on the digitisation of the Land Index Extension. Access to this Index is now available via the Searches and Inquiries menu for ITS users. Work is presently underway to make this Index available via the SIX portal and approved Information Broker network. This inquiry allows a user to access the Old Form Title reference for parcels that were recorded in the hard copy Land Extension Index as Deposited Plans, Town Allotments, Parish Portions and area grants. The letters DP must be used when entering a plan number. Examples Image shows screen from a Queens Square public terminal. 43

44 Click an item to search Image shows screen from a Queens Square public terminal. Click an item to search Image shows screen from a Queens Square public terminal. 44

45 5.4 Other Indexes Two card indexes are available: Estate Cards: Many Old System deeds refer only to estate names. This card index gives reference to the Deposited Plan number where estate plans have been registered in the office. Primary Application Cards: which give the reference for the title which issued following a primary application. This information is also available from the Document Inquiry screen in ITS for PA1 to current PA numbers (PA82538). First title information and a conversion deed reference is also available for IVA s and CA s in this application. 5.5 Copies of Land Title Records Our Property Information Delivery Service, ground floor, records wing has copies of all registered plans and associated instruments available for purchase. Crown Plan copies are also provided from all microfilmed Crown Plans. Approved Information Broker access to coloured images of original Crown Plans is available from the SIX portal using DIIMS and PIXEL. Copies of all ITS titles, Primary Applications, State Survey Marks, selected Dealings, Cancelled Titles and all Old System Deeds lodged after are also available from this service. Copies of the bound register, loose leaf folios, Old System Deeds prior to 1992, and Causes, Writs and Orders are available from the Off- Line Property Information Section in basement 1. Copies of Crown, Parish, County and Town maps may be purchased from: Map Sales, ground floor, Queens Square, Sydney Lands Bathurst office located in Panorama Avenue or Some Lands regional offices. Copies of the Central Mapping Authority reference sheets as charted and noted by this office are available for purchase by arrangement with Supervisor, Off-line Property Information T:

46 5.6 The Digital Cadastral Database (DCDB) The DCDB is a computer based index map of NSW developed by the Central Mapping Authority of the then Surveyor Generals Office, and now part of LPI. The DCDB was commenced in 1985 and is constantly upgraded to show the legal parcel fabric of the state and to improve survey accuracy. Upgrades underpinned and provided the way forward to the electronic mapping facility that replaced the Manual Mapping Index for electronic searching in September Greater searching functionality has been introduced internally as the Cadastral Records Viewer (CRV), where all electronic notes of subdivision and status changes to land have been stored since Enquiries may be made by thirteen separate search criteria including: 1. Lot/Plan 2. Property Address 3. Title Details. Image shows screen from a Queens Square public terminal. The Cadastral Records Enquiry (CRE), Off-line Property Information Inquiry counter, basement 1, records wing, Queens Square, Sydney is accessed by the public. Output includes a locality diagram and reports listing notes on plans and their status captured electronically since September 2002, in a predetermined radius of the inquired upon parcel. Note The Reference and Charting maps of the Register General must be examined for all prior subdivision and status affecting land prior to September

47 6. The Dealings File The file of real property instruments registered with Lands since 1863 is known as the dealings file. These documents began with a simple numerical file number, known as the old series, and subsequently alphanumeric filing numbers. The series of dealings beginning with 2 million commenced in 1996, 3 million in 1997, 5 million in 1998, 6 million in 1999, 7 million in 2000, 8 million in 2001, 9 million in 2002, AA series in 2003, AB series in 2004, AC series in 2005 AD series in 2007 and AE series in All early series dealings are accessed by copies from microfilm at the Property Information Delivery Service, ground floor records wing. Copies of all dealings lodged after April 1997 and a back file conversion of identified high use dealings are held electronically and accessed from the Document and Integrated Imaging System (DIIMS) at the Property Information Delivery Service, ground floor, records wing through Lands website or from approved Information Brokers. A project to scan approximately 20 million dealings was approved October 2008 and is expected to take two years to complete. Prior to 1963, small plans were lodged with some dealings, and filed under the dealing number. These plans were subsequently removed from the dealings file, re-catalogued as Deposited Plans and microfilmed. The Deposited Plan Cross Reference Index gives their Deposited Plan number. Images of all plan series are held electronically in DIIMS and may be accessed over the counter, through Lands website or from approved Information Brokers. 7. Starting a Search Depending on the information available there are several ways to commence a search. You will have either: (1) location of a land parcel (2) a street address (3) a proprietor s/grantee s name (4) a land description, for example lot in plan (5) portion in parish, allotment and section in town. Knowing either (1) or (2) you will commence your search in Off-Line Property Information, basement 1, records wing. This holds the mapping index to title and associated files. A street address inquiry option is also available in ITS and CRV. This facility is selectively available in our Off-line Property Information Section, basement 1, records wing, Client Services and the Plan Lodgment Counter ground floor west wing. Knowing (4) you will first enter details eg 1863/ into the computer terminals located in search areas to determine if the description relates to a current computerised title. If so you may then order a copy of the current title from Property Information Delivery Service or an Historical search which will give details of all dealings back to the prior title. If there is no computer title you will need to go to the Off-line Property Information Section, basement 1, records wing to consult the mapping index, Land Index or the CRE. Knowing grantee s name (3) you go to the relevant index: pre 1863 Old System grant index post 1863 grant Torrens Title Purchasers Index Knowing proprietor s name (3) for period 1863 to 1971, go to Torrens Title Purchasers Index. From 1971 to date use the Owner Inquiry Search facility at Property Information Delivery Service, ground floor, records wing or approved Information Brokers. 47

48 As a fraud prevention measure and to conform with the Privacy and Personal Information Protection Act 1998, persons requesting this information must first verify their identity by providing certain documentation and making it available for copying. Contact LPI s Customer Service Call Centre on T: or T: for further details of documents required. If no reference is found, the land will have been held under Old System or Crown Tenure. If post 1896, go to Old System Purchasers Index. Prior to 1896, the Purchasers Index was not compiled separately so you must search the Vendors Index for transactions, eg Mortgage by the proprietor which will recite a record of ownership. The automated indexing and searching of all Old System registrations was implemented on 2 November For entries from that date search internally in the Integrated Titling System (ITS) in the Deeds suite of searches under Deeds Name Search or on the Public Search Screen in Off-line Property Information, basement 1, west wing, Queens Square, Sydney. If still unsuccessful, assume the title to have been held as a Crown tenure, in which case check the face and schedules of relevant Parish or Town Maps for a crown holding number and have a check of Crown Lands Information Data Base (CLID) made by Crown Lands Status Section of the Department of Lands on level 3 west wing, Queens Square as they may be able to assist or contact the Regional Lands offices. 8. The Primary Application Applications to bring Old System (or Common Law) land under the provisions of the Real Property Act 1900 (Torrens Title) are known in Lands as Primary Applications. The name was adopted for the sake of brevity and to distinguish a Primary Application from the various other classes of application which relate to land already Torrens Title (eg Transmission Application). The term Primary Application is now defined in Section 3 of the Real Property Act. The Primary Application is one of the greatest sources of information available to both the local historian and family historian alike and is probably one of the least used resources of land and property information. The first Torrens Title issued in New South Wales (Volume 1 Folio 1) was the subject of Primary Application No. 1 in Land has been brought under the provisions of the Real Property Act by Primary Application ever since. Until 1967, the Primary Application was the sole means of doing so. Until the early 1970 s, the applicant (being the person who owns the land) was required to lodge with the application all deeds, documents and evidence necessary to support the title (normally back to the original Crown Grant) plus a plan of survey. This documentation, when the Torrens Title issued, was retained permanently in the office as evidence. This is now not the case, as it is inspected and returned when the case is completed. Modern Primary Applications are therefore of little use to historical researchers. Primary Application packets are not held at Lands, but in temporary storage at the Government Records Repository (GRR) at Kingswood and must be ordered in, which normally takes twenty-four (24) hours. They cannot be inspected at Kingswood. 48

49 Arrangements have been made to transfer the Primary Application packets from the GRR to the permanent custody of State Records with open access. These transfers will allow historical researchers access to this source of record in the State Records Reading Rooms. Primary Application packets in transition to transfer to State Records from the GRR can only be accessed by ordering back from the GRR by Off-Line Property Information Services to Queen Square and paying the retrieval fee and copy charges as contained in the Real Property and Conveyancing Act Regulations. PA packets in the range PA14231 to PA62391 and PA80140 to PA81461 have been transferred to State Records as State archives. Copy of Old System Crown Grant showing Primary Application numbers 49

50 Primary Application Documents are on microfilm and available for purchase over the counter from Property Information Delivery Service Branch, ground floor, records wing, Queens Square, Sydney. All copies require a fee to be paid. Fees are reviewed annually. The original Primary Application documents from PA have been progressively scanned and copies are now available for purchase over the counter or electronically through Lands website or approved Information Brokers. The Document Inquiry screen in ITS gives a reference for the first Torrens Title which issued following a successful Primary Application. This information is available for PA1 to current PA numbers (PA82538). 8.1 Primary Application Evidence The retained evidence in older Primary Applications is where the gems can be found. Some of the deeds and documents may never have been registered (as it has never been compulsory to register and still isn t) and these unregistered original documents can be found nowhere else and may be the only evidence that exists of a particular transaction occurring. Other evidence may take the form of Birth, Death, Marriage and Baptismal Certificates and Statutory Declarations which support a person s title to the land. Often these certificates are English, European, South African (just to name a few) and in one case a lengthy Statutory Declaration which gave five complete generations of a family showing such things as dates of birth, marriage and death, number of children, whether alive or dead, whom the children married, and addresses where the current generation lived at the time of the declaration, was a saviour to one family historian. Not every search of a Primary Application will be as rewarding, but it is an avenue which should always be explored. 8.2 How to find out if the land you re researching has been the subject of a Primary Application You will find reference to a Primary Application in three places. It will always be charted on the plan which relates to the parcel of land. If you know the land description, you will find it in the manual mapping index, while still available, or on the Reference Map Search images accessed through the SIX portal - select PIXEL option. The CRE is currently available through approved Information Brokers and on the Queens Square public terminals. If you are searching backwards from a Torrens Title reference, the details of previous titles back to either a Crown Grant or a Primary Application are easily obtained. If it is a computerised title, an Historical search will give you the title reference at time of automation. The previous title details are shown in the top left hand corner of all but a few manual titles. If you come to a stop here, you must consult the mapping index. Many manual titles will show the first Torrens Crown grant or the Primary Application number. If this is not immediately available, refer to the previous title until you have either the Torrens Crown grant reference or the Primary Application number. 50

51 Examples of charting of earlier Primary Applications Pyramidal charting system CMA charting maps Some early Applications have no plan available. Note May also be shown as PA or APPN Re-catalogued plan, lodged with Application ( added to primary application number). The letter H signifies an historical plan of survey. 51

52 8.3 What to do first Once you have found your Primary Application number you should get a copy of the application document. These have been progressively scanned into the Document and Integrated Imaging System (DIIMS) and copies are available for purchase from the Property Information Delivery Service, ground floor, records wing or Be sure to show clearly that you require a Primary Application copy. If you don t you may get a copy of a Torrens Title dealing document with the same number. The copy will consist of at least four pages. The third page lists a schedule of all documentation produced as evidence and from this you can gauge if there is likely to be anything of interest to you in the primary packet. This schedule is the whole chain of title and can save a lot of time consuming searching. The next step is to order in the packet in Off-Line Property Information Section, basement 1, records wing. Be sure to specify that you need the associated documents as well as the Primary Application packet as a certain series of Primary Applications had the documents removed and sent for storage to make space when the Primary Application packets were still held in the office. These have not been refiled again, so you may get two boxes which relate to the same Primary Application. While the documents in Primary Applications are not strictly public records, the office policy has been to allow copying or transcription of anything but office notations and minutes. This embargo will remain in place for recently completed Primary Application packets remaining in storage at Queen Square. There is a fee charged for retrieving Primary Application packets from the Government Records Repository (GRR). The transfer of Primary Application packets from the GRR to the permanent custody of State Records with open access, is in progress. This will allow historical researchers access to this source of records without restraint on copying in the State Records Reading Rooms. PA packets in the range PA14231 to PA62391 and PA80140 to PA81461 have been transferred to State Records as State archives. 9. Other Records and Systems Available to Searchers 9.1 Covenant to Produce Normally recorded in the second schedule in Old System deed, showing all Old System documents to be produced and handed over at settlement. Their benefit lies in the fact that all deed references are shown, in effect giving an abstract or recital of title. See image next page. 9.2 Conditional Purchasers Index This is an index of statutory transfers of un-alienated Crown Land under the Crown Lands Consolidation Act which were registered under the Registration of Deeds Act by the then Lands Department. The index shows a vendor type entry. This Index was discontinued after December

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54 9.3 Deposited Deeds Index Section 53(2)(e) or Section 64 of the Conveyancing Act 1919 allows for the permanent depositing of documents (Deposited Deeds (DD s)) by the public with the Registrar General. Subsection 2(e) of the Conveyancing Act 1919 provides that on completion of a contract for the purchase of land and subject to any stipulation to the contrary in the contract, where the vendor does not retain any part of the estate to which any documents of title relate and if the documents are the subject of any covenant to produce or of any right in any person to their production, they shall deposit such documents with the Registrar General. The first Deposited Deed was received by the Registrar General on 17 December 1858 and a Deposited Deed Index was created. A vendor type entry was made with the addition of the date of the instrument and the packet number. Originally all documents deposited were indexed but only unregistered instruments were indexed from March 1957 until the commencement of the Automated Deeds Indexing System (ADIS). ADIS has been in operation since 2 November 1992 and the functions of the Deposited Deed Index were merged within that electronic system. ADIS was redeveloped and incorporated as a component of the Integrated Titling System (ITS) on 15 May The deeds and associated papers typically including both registered and unregistered deeds, Wills, Probates etc are lodged with the Supervisor Off-line Property Information Branch in basement 1, records wing. The collection is lodged in ITS in the Deposited Deeds Lodgment screen and each document is stamped with the DD packet number with all instruments entered in ITS. Manual registered instruments are not indexed but the corresponding registration copy of the registered deed is marked with a reference to the DD packet number, ie if numbered below Book All deeds registered pre ADIS, ie before Book 4000, must be manually stamped with the Deposited Deed packet number. All deeds registered post ADIS, ie after Book 4000, will be automatically indexed in ITS. All lodged original registered deeds and associated documents are filed in Lands in the DD packet. 54

55 Searching The contents of a Deposited Deed Packet from December 1858 to November 1992 is searched by means of the Deposited Deed Index. Since November 1992 this information is accessed through ITS. References may be found in Deed Inquiry, Deed Search, Deed Name Search and Deposited Deed Packet Inquiry within ITS. Copies Copies of Deposited Deeds are only available over the counter for a fee from Off-Line Property Information, basement 1, records wing, Queens Square, Sydney. Image shows screen from a Queens Square public terminal Image shows screen from a Queens Square public terminal.

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57 9.4 Stock Mortgages Section 13 of the Liens on Crops and Wool and Stock Mortgages Act of 1898 is as follows: All Mortgages of sheep cattle and horses which shall hereafter be made bona fide and for valuable consideration, and where the names of the parties thereto and the particulars thereof shall be duly registered within 30 days after the date thereof in the office of the Registrar General in the form mentioned in the fourth schedule thereto shall be valid in law to all intents and purposes whether the money secured by the said mortgage is payable presently or not, and notwithstanding that the said mortgaged livestock are not delivered over to the mortgagee but remain and continue in every respect, as theretofore, in the possession, order and disposition of the said mortgagor, and though the said mortgagor afterwards takes the benefit of any law now or hereafter to be in force in NSW for the relief of bankruptcy debtors. Provided that no mortgage shall protect the same from the operation of any such law unless such mortgage shall have been executed at least 60 days before the date of the order for sequestration, or unless the consideration thereof shall be an advance or loan made at the time of the execution of such mortgage. Sec 16 provided that the Registrar General shall keep a separate registry of all registered mortgages of sheep, cattle and horses. (repealed) Registration is made by lodging the original instruments together with a memorial prepared in accordance with the Act and Regulations under the Conveyancing Act. The regulations prescribed follow the same lines as those for instruments registered in the General Register of Deeds. There is no time limit for stock mortgages and they are regarded as a permanent record. There is no provision in Liens on Crops and Wool and Stock Mortgages Act for registration similar to section 17 of the Registration of Deeds Act or for registration by post. Documents for registration under the Act can only be lodged over the counter. A process of review led to the Conveyancing (Amendment) Act 1992 and Liens on Crops and Wool and Stock Mortgages (Amendment) Act 1992 which were passed by Parliament in March Changes to Regulation were proclaimed on 2 November 1992 and implemented the Automated Deeds Indexing System (ADIS) where Stock Mortgages have continued to be registered and indexed. All Stock Mortgages registered between November 1992 and March 2006 are indexed in ADIS and accessed through the SIGA Search Inquiry in ITS.Copies of deeds registered pre November 1992 are available over the counter, for a fee which is reviewed annually, from Off-line Property Information Services Branch, west wing, basement 1, Queens Square, Sydney. Copies of deeds registered post November 1992 are available electronically from DIIMS either over the counter, the Lands website or from approved Information Brokers. 57

58 9.5 Security of Interests in Goods Act (SIGA) Search The Security Interests in Goods Act 2005 commenced on 1 March The Act replaces existing legislation and was designed to simplify and modernise the registration procedures for mortgages or security interests granted over goods, such as bills of sale, stock mortgages, crop liens, etc. The Act repealed the Liens on Crops and Wool and Stock Mortgages Act 1898 and the Bills of Sale Act Searchers should note that the information provided in a Security Interest Index Search will include details relating to Security Interests, Bills of Sale, Stock Mortgages and Crop and Wool liens registered after November SIGA introduces the concept of a security interest which can be created over goods to secure the payment of a debt or other pecuniary obligation. SIGA allows for mortgages of both agricultural and non agricultural goods. Three types of agricultural goods mortgages, namely crop mortgage, stock mortgage and agricultural fish mortgage will replace existing crop and wool lien and stock mortgage. Security interests over non agricultural goods will replace existing ordinary bills of sale and traders bills of sale. These documents are and will continue to be registered in the General Register of Deeds. They can be searched via the Automated Deeds Indexing Service (ADIS), which provides index searches for all documents registered in the General Register of Deeds from The information returned in a SIGA search relates to Security Interests, Bills of Sale, Stock Mortgages, Crop Liens and Wool Liens registered after November It is recommended that a Manual Search be undertaken where it is considered that an interest may have been initially created prior to that date or a Deed Name Search where it is considered that an interest may have been registered in the General Register of Deeds. SIGA searches are available for purchase over the counter from Property Information Delivery Service Branch, ground floor, records wing, Queens Square, Sydney, the Lands website or from approved Information Brokers. 9.6 Register of Causes, Writs and Orders (CWO) Affecting Land Registration of CWO was under section 185 of the Conveyancing Act 1919, and commenced on 1 July The alphabetical index of the Register of Causes, Writs and Orders affecting land consists of the Register itself (see item 72 Conveyancing Act Regulations 1961) now repealed. Entries are made in the name of the person whose land is affected, or where no owner s name is disclosed, under a short title of the Act, under which a charge was imposed, together with the addition of the name of the local government area or of the Parish and County in which the land is situated or of such of those particulars as are applicable. This register contains entries of writs, court orders and other interests affecting a parcel of land. A CWO is redundant against Torrens Title land since Writs and Orders are now registered under section 186 of the Conveyancing Act All CWO registered after November 1992 are indexed in ADIS and accessed through ticking the Causes, Writs and Orders box in the Deed Name Search in ITS (not viewable on Public Search Screen). CWO s are also available for sale over the Lands website,

59 Copies of CWO s registered pre November 1992 are available over the counter, for a fee which is reviewed annually, from Property Information Delivery Services Branch, ground floor, records wing, Queens Square, Sydney. Copies of CWO s registered after November 1992 are available electronically from DIIMS either over the counter, from Property Information Delivery Services Branch, ground floor, records wing, Queens Square, Sydney or from approved Information Brokers. 9.7 Register of Resumptions Image shows screen from a Queens Square public terminal. Section 196A of the Conveyancing Act (passed in 1930) provides that a register to be called the Register of Resumptions shall be kept at the office of the Registrar General. It also provides that, whenever any land is resumed, the Crown or other authority making the resumption shall forthwith send to the Registrar General notice, in the prescribed form, of the resumption. Where the land resumed is Real Property land the Registrar General shall give effect to the notice under the provisions of the Real Property Act. The Act also makes provision for Commonwealth Acquisitions to be dealt with in the same way as resumptions. The Register of Resumptions then is a register of resumptions and acquisitions of land that is not under the provisions of the Real Property Act. The Regulations under the Conveyancing Act prescribe the method of registering and indexing these resumptions. No original is required to be produced at the time of lodgment as in the case with documents lodged for the General Registry of Deeds but the form incorporates a certificate of correctness to be signed and sealed by the resuming authority or by an agent duly authorised. 59

60 Resumptions are indexed alphabetically under the local government area or, if not shown, the Parish together with the following additional information: short description progressive number Statute under which resumption is effected. The Automated Deeds Indexing System (ADIS) was implemented on 2 November 1992 and allowed automated indexing and searching of all Old System registrations with the exception of Causes Writs and Orders. The Register of Resumptions has been registered and indexed in ADIS and accessed through ticking the Resumption box in the Deed Name Search in ITS. Copies of documents registered prior to ADIS are available for purchase over the counter from Offline Property Information Services Branch, basement 1, west wing, Queens Square, Sydney. Copies of documents registered in ADIS the series Book 4000 to Book 4191 are on microfilm and available for purchase over the counter from Property Information Delivery Services, ground floor, records wing, Queens Square, Sydney. Copies of all documents registered in ADIS from Book 4192 are available for purchase from DIIMS, either over the counter from Property Information Delivery Services Branch, ground floor, records wing, Queens Square, Sydney, or electronically from the Lands website or from approved Information Brokers. All copies require a fee to be paid. The fee is reviewed annually. 9.8 Crown Holdings and Tenure Cards Like the Torrens Register, the system of Crown tenures has varied over the years. This office holds some of the tenure card system, in its various forms. Prior to 1917, details of Crown holdings were recorded in Registers which are now held at State Records. In 1917, abbreviated details of all current holdings which had not been granted were transferred to a card system. Thus details of land which had been granted prior to 1917, and full details of the holdings current in 1917 are only available from the original Registers. Tenure cards in the series which commenced in 1917 bear either a notation of subsequent grant issue, including a Volume/Folio reference, or a notation advising the transfer of the record to the next series of tenure cards, which was established in The Registrar General held both series of cards which were transferred to his custody in 1975, to facilitate the integration of Crown holdings into the Torrens Title system. The key to the Tenure card system is the holding number and land district. These details are available from the charting map, the original Crown Plan, or prior detail on the relevant Crown grant. Inspection of Tenure Cards has been closed since December 2006 at the insistence of the original owners of the Tenure Cards, Crown Lands Division. All Tenure Cards have been transferred to State Records as State archives with privacy concerns limiting access for 30 years. Information held on the District Office copy of Tenure Cards and current information on holdings can be obtained on application from Regional Lands offices. Amendments to the Crown Lands Consolidation Act 1913 and the Real Property Act 1900 effective from 1 November 1981 caused the issue of Crown Grants to cease and Certificates of Title to be issued in the Land Titles Office. Crown Grants had issued at the Registrar General s Office since 13 October

61 All leasehold Crown Land and Incomplete Purchases were converted to the Real Property (Torrens) System prior to the introduction of the Crown Lands Act The conversion to RP title was carried out by the Land Titles Office using the Crown Tenure cards and the Holding Sequence Index. Any manual titles created were subsequently converted to ALTS (Computerised title). All current Crown leasehold land has a computerised title held in the ITS. The conversion of all live tenures in the Eastern and Central Division of the State was completed prior to 1 January 1986, with the Western Division following on and completed prior to 1 January This ended the notation of Tenure Cards and they became an historic record and no more have been created in either regional or head office of Lands. All dealings with leases have to be registered on the ITS title in LPI or in respect of licences in the CLID. Tenure Cards still hold significant information for Native Title searching to determine if rights still exist or have been extinguished. Status Section and Native Title Branch, Crown Lands Division still inspect Tenure Cards. 9.9 Information Brokers and Internet Access Online information is provided through a network of approved Information Brokers, land_titles/property_search/information_brokers enabling direct access to titles, dealings, and plan images and associated titling information through the Application Programming Interface (API) since December Internet access to online information has also been available via LPI Online, lpi-online.lpi.nsw.gov.au/ cgi-bin/lpis/menu.pl since 24 November 1999, with credit card payment facilities available to access records. This service was expanded to include images of dealings, plans and 88B instruments and deed images in September New document types including Primary Applications, some Crown Plans, Cancelled Titles, Old System deeds from Book 4192, State Survey Marks, Permanent Marks, Trig Stations and Miscellaneous Marks became available from October From June 2006 DP and SP Contracts, Management Statements, Signatures, SP Developer By-Laws and DP Pipeline Forms and new form titles became available. Approved Information Brokers and LPI Online provide access to Title Searches (for Land and Water Access Licenses), Sub-Folio s, Historical Searches, Lots Created Search, Prior Title Search, CT Inquiry, Document and Plan Status Inquiry, Street Address Inquiry, Lease Folio Index Search, SIGA Search, Deed Name and Number Searches, Images of Plans, Dealings and Old System Deeds, Cancelled Titles, Crown Plans, Primary Applications and SCIMS marks, Certificate Authentication Code (CAC) Inquiry and Land Value Searches. Later additions include the Cadastral Records Enquiry from early 2007 delivered through approved Information Brokers via the SIX portal. Information Brokers and LPI Online provide access to Lease Folio Data Extract Reports and images of Land Titles Office Reference Maps. Coloured images of Crown Plans and pages of the Bound register are progressively becoming available through the usual delivery channels. The PIXEL image viewing application provided by Lands allows for free online viewer access to the following historical reference map sets: LTO charting maps (charting ceased 6 September 2002) Crown Lands Regional charting maps (charting ceased various stages up to December 2007) Crown Lands Status Branch charting maps (charting ceased 31 December 1990) 61

62 APPENDIX A - Abbreviations used for Crown Holdings and Reserves AA N I B After Auction Non-Irrigable Block A A P AA T L B AA T T LL ACr L A C P A H F A H L A H S A L A N R C P A R L A S H A S L A T P A W L C L C P L C S Cn L C S L D P F L G L G P L H F H L H S I F L I F P I L I P Inf L L L A M C P After Auction Purchase After Auction Town Lands Block After Auction Tender Town Lands Lease Additional Crown-lease Additional Conditional Purchase Additional Homestead Lease Farm Additional Homestead Lease Additional Homestead Selection Annual Lease Additional Non-Residential Conditional Purchase Additional Residential Lease Additional Suburban Holding Additional Settlement Lease After Tender Purchase (Closer Settlement) Artesian Well Lease B L Business License Conditional Lease C P Conditional Purchase Conditional Purchase Lease Conditional Sale Crown Lease Closer Settlement Lease Deferred Payments Farm Lease (Church and School Land) Gold Lease Group Purchase Lease Homestead Farm Homestead Lease Homestead Selection Irrigation Farm Lease Irrigation Farm Purchase Improvement Lease Improvement Purchase Inferior Land Lease Leasehold Area Mining Conditional Purchase M L M P M R M T N I B N I L N I P N R C P O L P G L P H P L P M L P M T P O L P P A P P L P S P W P R A R L P R S S H R S S H P S A S C P L S G P S G P A S H S H P S L Sc L Sn L Sp L S P S P L S P A S P G L Sp Pur S P M L Mineral Lease Mining Permit Miner s Right Mining Tenement Non-irrigable Block Non-irrigable Lease Non-irrigable Purchase Non-Residential Conditional Purchase Occupational License Private Gold Lease Pastoral Holding Pastoral Lease (Church and School Land) Private Mineral Lease Private Mining Tenement Preferential Occupation License Prickly Pear Agreement Prickly Pear Lease Public School Public Watering Place Resumed Area Residential Lease Purchase Returned Soldiers Special Holding Returned Soldiers Special Holding Purchase Special Area Special Conditional Purchase Lease Soldiers Group Purchase Soldiers Group Purchase Area Suburban Holding Suburban Holding Purchase Settlement Lease Scrub Lease Snow Lease Special Lease Settlement Purchase Settlement Purchase Lease Settlement Purchase Area Special Private Gold Lease Special Purchase Special Private Mineral Lease 62

63 T L Tenant s Lease T B Town Block T L L Town Lands Lease T L P Town Lands Purchase T P Town Purchase (Closer Settlement) V L O Volunteer Land Order W E L Week-end Lease W E L P Week-end Lease Purchase W L L Western Land Lease 18TH Sec Lse 18th Section Lease Reserves A R Acc R C R F R G R Q R R P B Rec R R R F R R S F T C T R T S & C R T S R V R W R Aboriginal Reserve Access Reserve Camping Reserve Forest Reserve Old Government Reserve Quarry Reserve Public Buildings Reserve Recreation Reserve Refuge from Flood Reserve Railway Reserve State Forest Temporary Common Trigonometrical Reserve Travelling Stock & Cattle Reserve Travelling Stock Reserve Village Reserve Water Reserve R from S or L Reserve from Sale or Lease (excluding Annual Lease) Tim R R from Lse R from Lce Timber Reserve Reserve from Lease Reserve from License R. from Lce or Lse Reserve from Licence or Lease 63

64 APPENDIX B - Abbreviations used on Crown Maps Abt Ad Admor Ag Alt App Appd Approx Assoc Astro Aust Az Bk Bap Bd Bdy Br Bus NSEW Cat Cemy Cent Centen Cert Ch Ch C of E Commrs Com Co Confd Con Conserv Co-op Corp Co Co About Addition Administrator Agricultural Altitude Applicant Approved Approximate Association Astronomical Australian Azimuth Bank Baptist Board Boundary Bridge Business Cardinal Points Catalogue Cemetery Central Centennial Certificate Chain Church Church of England Commissioners Common Company Confirmed Condition Conservation Co-operative Corporation Council County Ck C L C Act Dec Ded Dept Dist Dist Div (star) Elong Envs Est Exd Ex Co Exors Excl Exten F B Fol Ft Fo Gaz Gen Geo Gov Govt Gt Helio Hort Hosp Ho Impt Incl Indep Indiv Inst Irr Isl Jun L B D Creek Crown Lands Consolidation Act Declaration Dedicated Department Distance District Division Electorate Elect Elongation Environs Estate Examined Executive Council Executors Exclusive Extension Field Book Folio Foot Forest Gazette General Geographical Governor Government Grant Heliograph Horticultural Hospital House Improvement Inclusive Independent Individual Institute Irrigation Island Junior Land Board District 64

65 Lat Latitude Pt Point Lhold Leasehold Pop Population Lic License Por Portion Lk Link P O Post Office Lith Lithograph Pre Pre-emptive Long Longitude Presbyt Presbyterian Ltd Limited Priv Private Mag Magnetic Procl Proclamation M N Ry Main Northern Railway Pro Proposed M S Ry Main Southern Railway Pty Proprietary M W Ry Main Western Railway Pub Public Max Maximum Pur Purchase Meast Measurement Purp Purpose Mech Mechanic p o Per Original Memo Memorandum Rly Railway Mer Meridian Ra Range Meth Methodist Rec Recreation Metrop Metropolitan Ref Reference Mil Military Regr Register Min Minimum Reg Regulation Minl Ministerial Res Reserve Misc Miscellaneous Res Residence Mt Mount Riv River Mu Municipal Rd Road Nav Navigable r Roll (plan) No Number R Roll (Plan) Occ Occupation RC Roman Catholic Occ Occupier St Saint Or Original Sch School o r Old Roll Sec Section O R Old Roll Sen Senior Pad Paddock Set Settlement Ph Parish Sh Sheet Pt Part Soc Society Past Pastoral Stn Station P P D Pastures Protection District S S Steam Ship Per Occ Permissive Occupancy St Street Permt Permanent Subd Subdivided Pl Place Subdn Subdivision Plt Platform Sub Suburban 65

66 Sw Swamp Tel Telegraph Temp Temporary Tn Town Trav Traverse T M Co-ords Transverse Mercator Co-ordinates Trig Trigonometrical Trust Trustees Unnec Unnecessary Var Variation Vill Village Vol Volume Wes Wesleyan Whf Wharf Yds Yards Note Many of these abbreviations are intended to apply to various changes of a word eg App for applicant, application, applied for 0cc. for Occupier occupation; and others apply to several words, eg. Co for County, Company, Council. The context should enable the sense to be perceived. 66

67 APPENDIX C - Less common abbreviations used in land and title documents A A A CO A B C AC ACCPT ACKGT ADMICES ADMIX ADMOR AGRMT AGT S A L ALEXA ALLOT Assignment Australian Agricultural Company Assignment for benefit of creditors Acres Acceptance Acknowledgment Adminstratrices Administratix Administrator Agreement Agreement for sale Assignment for Lease Alexandria Allotment Also to Pdce Covenant to produce A M A N T APPT A R P ARRGT ASSCE ASSGT ATTY Bk BKG BLK C CCL C of E of R C E R C FOR S CONT S C S CERT Certn CHGE Assignment of Mortgage Appointment of New Trustee Appointment Acres, Roods, Perches Arrangement Assurance Assignment Assn Association Attorney Bank or Book Banking Block Conveyance Council Conveyance of Equity of Redemption Conveyance of Equity of Redemption Contract for Sale Contract for Sale Contract for Sale Certified Certain Charge CNR CO COMML COMMN COMMR COMPSD COMPSG CONFMN CONSTG CONT CONV COVT CRK C T CUMBLD DECD DECLN DEV DFDTS DISG D DIS M DIST DLGN DM D OF G D OF PTN D P DSCBD E EASMT E D E M ERN EST EXOR EXTRICES EXTRIX F C FEOF FMLY FOL Corner County or Company Commercial Commission Commissioner Comprised Comprising Confirmation Consenting Contract Conveyance Covenant Creek Certificate of Title Cumberland Deceased Declaration Developments Defendants Disentailing Deed Discharge of Mortgage District Delegation Discharge of Mortgage Deed of Gift Deed of Partition Deposited Plan Described East Easement Equitable Deposit Equitable Mortgage Eastern Estate Executor Executrices Executrix Further Charge Feoffment (Conveyance) Formerly or family Folio 67

68 FOLLG FUR CHGE G L GNL GRP GRT GT HA HLDG INC INCRSE INDMNFN INDRE INSCE INST INTST INVESTMT JT JTLY L (L) L A L & R LD LQR LSE M M2 MARR SET MCPTY MTGE MTGEE MTGR N N of A NORTHLD NTL NTHN O Following Further Charge General Lien General Group Grant Grant or Great Hectare Holding Incorporated Increase Indemnification Indenture Insurance Instrument Interest Investment Joint or Joint Tenants Jointly Lease Litho Plan Letters of Administration Lease and Release Land Liquidator Lease Metre or Mortgage Square metres Marriage Settlement Municipality Mortgage Mortgagee Mortgagor North Notice of Alienation (Transfer. of Conditional Purchase) Northumberland National Northern Order or application O/C Office copy O CT Order of Court OFFL Official OPTN Option ORWSE Otherwise (O S) Old System P Perch P A Power of Attorney PCL Parcel PCPL Principal PPL Principal PDCE Produce PERMT Permanent PLTFFS Plaintiffs POR Portion POSTPT Postponement PPTY Property PREMS Premises PROB Probate PSH Parish PT Part PTS Parts PUBLIC TREE Public Trustee QUAL Qualified R River R & P Release and Partition RD Road or Roods RDS Roads REC Reconveyance RECTFN Rectification RECVR Receiver REDN Reduction REGD Registered REL Release REL OF D Release of Dower RENL Renewal RES Resumption RESMD Resumed RE-SUBDN Re-Subdivision RETG Retiring 68

69 REVOCN RL RLY R P A RSVG RT S SCTY SEC SETTLMT SQ STHN SVGS SUBDN SUBDVD SUBJ SUBN SUPPMTL SURR SVLY TRANS TFER TSFR T M TN TNSHP TRDG TREE (S) UL UX VAR VARN VILL VOL W W D R WRN Revocation Residential Railway Real Property Act Reserving Right South Security Section Settlement Square Southern Savings Subdivision Subdivided Subject Suburban Supplemental Surrender Severally Transfer Transfer Transfer Transfer of Mortgage Town Township Trading Trustee(s) Underlease Wife Variation Variation Village Volume West Western Division Road Western 69

70 APPENDIX D - Copy requests: use of order form Copies of, documents, plans, and ITS Title searches, new form titles, Sub-Folios, Water Access Licence Titles, Primary Applications, some Crown Plans, Cancelled Titles, Old System Deeds from Book 4000, State Survey Marks, Permanent Marks, Trig Stations, Geodetic Bench Marks and Miscellaneous Marks, DP and SP Contracts, Management Statements, Signature Sheets, SP Developer By-Laws, SIGA searches Land Value searches, Lease folio index searches and DP Pipeline Forms are available from the Property Information Delivery Service, ground floor using a copy request ticket. Copies of titles from the Bound Register, Reference Maps, Coloured Crown Plans, Old System Deeds (to Book 4000), Causes Writs and Orders, Cadastral Records Enquiries and other manual records are available from Off-Line Property Information, basement 1, Queen Square using a copy request ticket Information Required Plan Number, Dealing Number, Title Reference or Old System Deed Registration Number or any other valid reference. Delivery of Copies Customer Copy Collection Boxes are numbered and your copy will be placed in the box numbered with the last two numbers matching your copy ticket. eg. if the copy order ticket number is Q51748, the completed copy will be placed in box number