OUTLINE. Office Practice - PDF Free Download

OUTLINE Office Practice 1

OFFICE PRACTICE 2

Deposited Plan Section 410 of the National Land Code 1965 provides the deposited plan that is a plan of the land shall be deposited if it is certified by the Director of Survey and Mapping as a valid and properly plan for the land, with reference number provided by the State Director of Surveying and Mapping dated and kept in the State office. According to Section 14 of the Land Surveyors Act 1958 (Act 458), after survey fee deposited to the Board and the lot number applied by a licensed land surveyor from Department of Survey and Mapping, shall issue a lot after confirming that payment has been deposited with the Board. 3

Deposited Plan After final survey, survey plan (e.g. certified plan) to be submitted to the Department of Survey and Mapping, licensed land surveyor signed the certified plan shall deposit the certified plan that together with field book, calculations sheet and survey data (in digital form) to the Department of Survey and Mapping within the time period prescribed in the regulations. All documents shall, if the plan is approved by the Director General of Survey and Mapping or other officer appointed by him, become the property of the Government and shall be filed as a permanent surveyed record. 4

Deposited Plan If the work is not completed within the time period allotted in the regulation, the Board may instruct that the work undertaken by the Department of Survey and Mapping Malaysia or other licensed land surveyors and survey fees paid in accordance with Section 28 of the Licensed Land Surveyor Regulations 2011. 5

Deposited Plan Section 411 of the National Land Code 1965: Description of the land with reference to a deposited plan: 1) If: a) any land to be known in any written law or in any instrument, notice or other documents published or made under, pursuant to or for the purposes of a written law; and b) the exists of a deposited plan for land, it shall be sufficient if the land is known in the law, instruments, notices or documents with reference to the plan. 6

Deposited Plan 2) Subsection (1) of land known by reference to a deposited plan, the Minister (or an officer authorized by the Minister to act on his behalf for the purposes of this subsection) may be ordered so many copies of the plan as it deems appropriate shall be distributed to: a) District Land office where the land is situated; b) Central registry of title to land in the State; and c) any officer and authorities as specified in the direction. 7

Deposited Plan Section 412 of the National Land Code 1965: Copies of deposited plans. For the purposes of this Chapter, every copy of the deposited plan shall: a) issued in photography, photo-lithography or any mechanical or other processes which in itself ensure the accuracy of the copy; b) made by or on behalf of the Director of Survey and Mapping, which was deposited in his office; and c) certified by or on its behalf as a valid and original copy. 8

Deposited Plan In the proceedings, any document purporting to be a copy of the deposited plan: a) shall be presumed until the contrary is proved; and b) while it considered the case, shall be received in evidence without further proof as a legitimate and correct plan for the land to which it refers. 9

Requisition Survey Plan Requisition Survey Plan is a basic plan that came along with the application to survey to State DSMM to begin with preparing the field survey for surveyor. It should show the particulars lot to be surveyed as well as other relevant information. The details contained in the Requisition Survey Plan is district/county/town, scales, Standard Sheet Number, Location Plan, Figure of lot to be surveyed, a reserve either rivers, roads and so on, the position of the old boundary mark, lot number for adjacent lot, area, bearing and distance. 10

Requisition Survey Plan Requisition Survey Plan is an application form issued by the District Land Office to DSMM to perform final survey as required under Section 79 (1) and 83 of the National Land Code 1965. Section 79 (1) of the National Land Code 1965: Where any approval of the State Authority to the alienation of land under this Act relates to land which (under sub-section (2) of section 77) is required to be surveyed before it can be held under final title, it shall be given by reference to a plan and description sufficient to enable the land and its boundaries to be provisionally identified and ascertained pending the survey. 11

Requisition Survey Plan There are six types of requisition survey that is alienation of Government Land, partition of Lot/Buildings, Amalgamation of Lot/Part and subdivision, and Surrender of Partial lot, acquisition of part of lot, and re-survey of lot. 12

Requisition Survey Plan Requisition survey plan for approved land shall be provided simultaneously with the issuance of qualified title. Draftsman shall provide enough number of plans for the purpose of application of Survey and Qualified Title. The following details must be met: i. The purpose of requisition survey and type of ownership, ii. Land area, bearing, distances and connection to boundaries mark of the land to be surveyed, iii. Name, address and identification number landowner, iv. The State Executive Council approval, if required, v. Verification payment of survey fee, and vi. Reserved rivers, roads, buildings and other physical characteristics. 13

Requisition Survey Plan All query of requisition survey from DSMM shall be conveyed to the Chief Clerk through so that immediate action can be taken. Solutions should be resolved and the requisition survey shall be sent back to the DSMM within a period of one month. 14

Requisition Survey Plan District Land Office shall request DSMM separately for Requisition Survey involved with the difference in survey under section 83(3) of the National Land Code 1965. Reference from the State Director of Survey and Mapping to State Authority shall also be submitted simultaneously. For partial land affected by land acquisition, a separate Requisition Survey for the lots must be available simultaneously. For cases in which the Requisition Survey application was made, then the original Requisition Survey application shall be referred to DSMM. 15

Requisition Survey Plan Besides the Requisition Survey application received from the District Land Office and the Land and Mines Office, DSMM also accept applications for conducting measurements from FELDA and JKPTG. 16

Registration and Management Survey files Each Requisition Survey received should be registered into the system according to categories such as survey for Land Title, Strata Titles, Gazette and multi purpose. These data are stored in the Registration Survey Database. This will allow the files supervised and monitored. 17

Registration File For Land Title Survey, Gazette and Multi Purpose i. Registration begins when requisition survey for Land Title Survey, Application for Gazette Survey and Application for Multi Purpose Survey is received from the District Land Office or Land Related Agencies. The registration system is also capable of displaying spatial data and file movement. ii. Registration system can receive hardcopy application or Digital application for requisition survey. 18

Registration File For Land Title Survey, Gazette and Multi Purpose iii. Hardcopy application for requisition survey: a) Requisition Survey received must be checked and scanned before the job file is opened. b) Deputy Director of Survey verify and register the job file. c) The system will generate the file number automatically. Information to be included in the Survey Database File. d) Based on the information obtained from the Requisition Survey, the system will generate lot numbers based on the total number of or Parcel. e) All documents should be scanned according to requisition survey and stored in Document Management Database refers to the registered job file number. 19

Registration File For Land Title Survey, Gazette and Multi Purpose iv. Digital Requisition Survey: a) Digital Requisition Survey received from District Land Office in a digital format which consists of three ASCII files: *.pul - related information such as parcel area. *.pub - information related to the boundary line. *.pud - supporting information such as type of land use, name and address of the applicant etc. 20

Registration File For Land Title Survey, Gazette and Multi Purpose b) Besides ASCII Requisition Survey is received, the appendices related to land application shall be attached with application digitized requisition survey files. Among the attachment are: Letter of Approval *.TIF Letter of District Land Office *.TIF Fee Exemption Certificate *.TIF Various documents related to land application. 21

Registration File For Land Title Survey, Gazette and Multi Purpose c) All documents and Digital Requisition Survey shall be digital signed by PTG/PTD. d) Information from *.pul, *.pub and *.pud will be included in the Registered Survey File Database. v. Addition or subtraction of lot numbers is not allowed after the file is registered. Deputy Director of State Survey and Mapping will approve the lot number for each file only. If necessary subtraction and addition of lot numbers, new files need to be registered. 22

Pre-Computation Plan Pre-computation plan defined under Section 5 of the National Land Code 1965, as a pre-calculation plan means a layout plan with lots that shows the boundaries of the proposed new lots that are based on calculations from existing survey and other relevant data, in which the linear misclosure is not less than a part in four thousand; 23

Pre-Computation Plan Linear dispute mentioned earlier should be interpreted as a requirement minimum linear dispute for the preparation of the layout lot or proposed lots through pre-computation plan. Accordingly, in the original linear dispute of existing lot does not meet the requirements, re-survey need to increase the level of lot linear dispute shall not be carried out. 24

Pre-Computation Plan Legal Requirements Amendment of provisions on pre-computation plan included in Section 137(1)(b) and 204D(1)(c) of the National Land Code 1965, which came into force on 1 January 1993. All applications for subdivision of land and application of surrender and re-alienation in Form 9A and Form 12D National Land Code 1965 should be accompanied by precomputing plan. Although not provided for in the National Land Code 1965, the preparation and submission of pre-computation plan as application plan for subdivision of land shall also be made. 25

Pre-Computation Plan Purpose of Pre-computation Plan Pre-computation Plan should be provided to facilitate and speed up the implementation of survey work where the boundaries to be measured can be identified more accurately. Therefore any problems that may arise when a Land Surveyor carry out survey based on survey that have not been completed will be reduced. Especially for subdivision applications and submissions and surrender and re-alienation land in qualified title can be carried out properly. Differences in position and area of the land between the approved and surveyed can be avoided. 26

Pre-Computation Plan Preparation of Pre-Computation Plan To meet the objectives mentioned above as well as the requirements of current legislation, all applications for subdivision and surrender and re-alienation of land shall be accompanied by a pre-computation plan as a plan. With this amendment, all applications for subdivision of land and surrender and re-alienation to District Land Office for approval must be accompanied by a pre-computation plan showing details of land lots. Pre-computation Plan should also be used to apply lot numbers from DSMM. 27

Pre-Computation Plan Pre-computation Plan Should contain: a. Appropriate Title. b. Location plan drawn to scale showing, scale and north pointer also information that can help identify the location and boundaries of lots, abuttal and nearby lot numbers, road name and others. 28

Pre-Computation Plan c) Lot plans or existing lots involved with the original proposed plan drawn accordance with the appropriate scale and based on survey that will be carried out: i. Dimensions and bearing as well as area for lot or lots and proposed lots. ii. Width of roads/paths, river and other. iii. North pointer and scale. iv. Other information as may be necessary. 29

Pre-Computation Plan v. Additional information: Guide and reminder. Numbers Cadastral Map. Validation from Local Authorities. Confirmation technical department from Planning Authority. Confirmation from Planning Authority. Verification from District Land Office or State Land and Mines Office and the State Authority. Confirmation from land owner. Confirmation from technical site of DSMM Licensed Land Surveyors. Confirmation of the Participant/Licensed Land Surveyors. 30

Preparation Of Pre-Computation Plan Pre-computation plan should be provided by the Licensed Land Surveyor to ensure that the plan is accurate as required in section 5 of the National Land Code 1965. Perhaps there are others can provide pre-computation plan but they do not subject to any written law as a Licensed Land Surveyor subject to the Licensed Land Surveyors Act 1958 (Act 458) and regulations. Furthermore, Section 13 Licensed Land Surveyors Act and Section 400A of the National Land Code 1965 say only Licensed Land Surveyors and Survey Officer appointed under the National Land Code 1965 can perform title surveys. Preparation of precomputation plan is part of title surveys based on the definition in section 2 of Licensed Land Surveyors Act. 31

Preparation Of Pre-Computation Plan In line with the requirement for subdivision, surrender and re-alienation of land under the National Land Code 1965, the approval of such applications must follow the precomputation plan. The objective is to avoid problems where overlapping land under qualified title. 32

Preparation Of Pre-Computation Plan Land Administrator shall ensure that the pre-computation plan accompanying with form 9A and 12D National Land Code 1965, a plan prepared by a Licensed Land Surveyors and approval of subdivision of land and surrender and realienation should also be guided by the pre-computation plan provided by Licensed Land Surveyors. 33

Preparation Of Pre-Computation Plan According to Section 137 the National Land Code 1965, every application for subdivision of land to be distributed to Land and Mines Office for approval must meet several requirements: i. Adequate fee. ii. Pre-computation plan that shows the subdivision. This subdivision does not conflict with any planning plan and was accompanied by a letter of consent from related parties. iii. Form for subdivision of land (Form 9A). With the pre-computation plan, the difference in area, bearing, distance and position of the lot will not arise again. 34

Preparation Of Pre-Computation Plan In pre-computation plan, there are several features that control inconsistencies in each country. For example, each pre-computation plan bearing, distance, area, road reserve, open spaces and etc. Each lot is calculated as accuracy to the accuracy of the class according to a specific title. Each subdivided lot area is clearly indicated. There are also key indicators and scale used in pre-computation plan and location plan of lot. 35

Preparation Of Pre-Computation Plan According to the old method of using only the layout plan before the amendment in 1992, the subdivision plan only available in scaled values and area not shown in nearest decimal place. No precision bearings and distances value. This has led to differences on the measured lot area and resulted shifted in lot and reserves. With the use of pre-computation plan in Section 137 of the National Land Code 1965 (Amendment) 1992 (A832), no longer have different ways of implementation. Everything according to pre-computation plan provided by the Licensed Land Surveyor in advance. 36

Registration Of Survey File For Pre- Computation Plan By Licensed Land Surveyor i. The registration file of file began when Precomputation Plan is accepted for application of lot number. This registration system capable of displaying spatial registry data and file movement. ii. Pre-Computation Plan shall take into account the following: a) For areas with full NDCDB, Licensed Land Surveyor need to send the following files: *.pul - information such as area. *.pub - information such as boundary lines. *.pud - supporting information such as land use 37

Registration Of Survey File For Pre- Computation Plan By Licensed Land Surveyor b) For Pre-computation Plan prepared without using NDCDB, Pre-computation Plan shall be prepared based on the coordinates GDM2000 along with Cadastral Reference Mark. Information in Pre-Computation Plan shall contain files Pre- Computation Plan in ASCII as follows: *.pul - information such as area. *.pub - information such as boundary lines. *.pud - supporting information such as land use, name and address of the applicant etc. *.crm - file information and location *.pot GNSS coordinate information 38

Registration Of Survey File For Pre- Computation Plan By Licensed Land Surveyor i. Licensed Land Surveyor can send Pre-Computation Plan online or through counters in DSMM. ii. iii. Pre-computation plan in State Cassini shall be reprocessed to meet NDCDB accuracy. Referred to the Circular Director General 3/2009. For the purposes of this conversion, Section Geodesy DSMM provides services of direct conversion of States Cassini coordinates to coordinate GDM2000 and provide the necessary parameters for conversion purpose. 39

Quality Checking Process Adjustment on observation data by traverse Method (16 ASCII) Adjustment process on observed data is only allowed to registered users with DSMM online. Mandatory digital files needed by the system for adjusting the observed data as follows: - Field book (*.fbk) - Geographical information (*.coo) - Traverses (*.tps) - Solar observation (*.sob) (Optional) 40

Quality Checking Process However, other digital files should be forwarded together for the purpose of data lodgement though the file content no info (NULL), namely: - corrections (*.cor) - bearing close statement (*.bcs) - area comparison (*.acs) - deduced field data (*.ncp) - fahrasat (*.fah) - EDM test (*.edm) - topography (*.tpo) - job details (*.job) - lot details (*.lot) - bearing, distance & coordinates (*.bdy) - old value (*.po) - base line (*.bln) 41

Quality Checking Process Adjustment on observation data by Full GNSS Methods Mandatory digital files needed by the system for adjusting the observed data as follows: - Cadastral Reference Mark (*.crm) - CRM Point (*.pot) - Checkroll (*.crd) - Dairy (*.dry) - Fahrasat (*.Fah) - Traverses (*.tps) 42

Quality Checking Process However, other digital files should be forwarded together for the purpose of data lodgement though the file content no info (NULL), namely: - field book (*.fbk) - coordinates information (*.coo) - solar observation (*.sob) (Jika ada) - corrections (*.cor) - bearing close statement (*.bcs) - area comparison (*.acs) - deduced field data (*.ncp) - EDM test (*.edm) - topography (*.tpo) - job details (*.job) - lot details (*.lot) - bearing, distance & coordinates (*.bdy) - old value (*.po) - base line (*.bln) 43

Quality Checking Process Adjustment on observation data by Combined Data GNSS and Traverses Method Mandatory digital files needed by the system for adjusting the observed data as follows: - Cadastral Reference Mark (*.crm) - CRM Point (*.pot) - Checkroll (*.crd) - Dairy (*.dry) - Fahrasat (* P.Fah) - Field book (*.fbk) - Geographical information (*.coo) - Traverses (*.tps) - Solar observation (*.sob) (Optional) 44

Certified Plan (CP) Certified Plan is the end product of cadastral survey reflect the actual boundary on the ground (in relative terms) according to the format, media and scale set by DSMM for the purpose of preparing final title and others. Certified Plan will be generated by DSMM or Licensed Land Surveyors. 46

Preparation Of Certified Plan i. Certified Plan shall be prepared for land title survey, strata stratum title survey. However, the Certified Plan need not be provided for re-survey unless: a) Survey involves refixation or replacement of boundary marks; b) Survey involves upgrades. In this case, the re-survey in accordance with the provisions of circular to the existing lot that formerly were surveyed using second class and below is considered as upgrades; c) space on the existing Certified Plan insufficient to include information according to Paragraph 44, circular Director general 6/2009; and d) involves a existing lot why share natural boundaries in accordance with Paragraph 28(4), circular Director general 6/2009. 47

Preparation Of Certified Plan ii. iii. iv. Certified Plan shall be prepared based on the coordinate values generated from NDCDB. Certified Plans must be drawn from existing survey records in cases where certified plans can not be detected or because their physical condition can not be used as Paragraph 42(5), circular Director general 6/2009. For any survey carried out in stages, Certified Plan shall be prepared in accordance with Paragraph 42(6), circular Director general 6/2009 and other procedures prescribed by the Department. 48

Preparation Of Certified Plan v. Numbering of Certified Plan shall be managed in accordance as in Paragraph 60, circular Director general 6/2009. vi. For Certified Plan that composition of NDCDB, the Department will use the digital pre-computation plan or digitized requisition survey received to generate the Certified Plan. vii. Certified Plan used either A2 or A3 size. viii. All offsets information should be shown in the Certified Plan and generated from GLMS layer. 49

Data Shown In Certified Plan i. All necessary information shown in Certified Plan shall be generated from NDCDB as follows: a. boundary marks; and boundary marks with number should be shown in circle, while terms and symbols shall be in accordance with the procedures prescribed by the Department. b. lot number; c. lot area as prescribed by Paragraph 38(3), circular Director general 6/2009; d. abuttal and lot numbers and numbers of Certified Plan adjacent lots; 50

Data Shown In Certified Plan e) administrative boundaries, if any; f) offsets related to roads, buildings and hydro if applicable from GLMS layer; g) coordinate values for two extreme corner lot to the nearest 0,001 meters; h) bearing and distance to be generated in the form of tabulation and shown to 10 for bearing and the nearest 0.001 meter for distance; and i) for information that can not be shown due to insufficient space, use diagram or diagrams without scale is allowed. 51

Data Shown In Certified Plan ii. Column text for each certified plan shall indicate: a) Indicators north; b) Title information, as follows: name of State; name of district; name of county or town or country; section number (where applicable); lot number; scale; numbers certified plan earlier for subdivision; original lot number and Certified Plan number in subdivision or partition or other; history of lot and related notes, if any. 52

Data Shown In Certified Plan c. Survey file number; d. District Land Office file number; e. Standard Sheet Number; f. Text of " Diluluskan " and the name of the State Director of Survey and Mapping; g. Number Certified Plan; and h. 2D Barcode. 53

Certificate on Certified Plan For Certified Plan that generated for licensed land surveyor job, certificate must be presented in certified plan as follows: Saya. seorang Juruukur Tanah yang dilesenkan di bawah Akta Juruukur Tanah Berlesen 1958 (Akta 458), memperakui bahawa pengukuran telah dijalankan dan ditanda di atas tanah oleh saya atau di bawah arahan saya sendiri secara langsung di lapangan pada.. haribulan.., 20. sematamata mengikut Peraturan peraturan Juruukur Tanah Berlesen. Bahawa saya bertanggungjawab sepenuhnya ke atas salah betulnya ukuran ini.... Juruukur Tanah Yang Dilesenkan di bawah Akta 458 54

Amendment On Survey Plan i. Accordance with the provisions of section 396a of the National Land Code 1965, the Director of Survey and Mapping Affairs is responsible for amending and correcting mistakes or add data left on the Certified Plan which was approved in the following circumstances: a) errors or omissions in the Certified Plan; or b) the change of administrative boundaries; or c) alienated land stop to be part of the town or country or district. 56

Amendment On Survey Plan ii. Correction procedure: a) State Director of Survey and Mapping shall investigate and ensure that the mistakes or missed data is authentic; b) If authentic, updates NDCDB shall be made prior to the attributes that need to be amended or made corrections and should be verified digital signature by the State Director of Survey and Mapping. 57

Amendment On Survey Plan c) Any amendments or corrections to be recorded in digital and amendment or correction on certified plan generated are shown in red as follows: erroneously data shall be deleted and corrected; data left to be added; and correction or addition shall be digital signed by the State Director of Survey and Mapping. 58

Amendment On Survey Plan d) If many correction or amendment needs to be done, Certified Plan shall be regenerated by supplying new Certified Plan number, while the existing Certified Plan is cancelled. e) State Director of Survey and Mapping shall notify the Registrar or the Land Administrator on any necessary amendments to the plan title as a result of changes or additional information to the certified plan. 59

Certified Plan For Re-Survey If the certified plan need not be provided for the re-survey, the annotation shall be provided in the existing Certified Plan and signed by the State Director of Survey and Mapping as below: Sempadan lot... telah disahkan pada.. dalam fail. Pengarah Ukur dan Pemetaan 60

Compilation Of Certified Plan If the Certified Plan was drawn with all the lot boundaries values prepared according to existing certified plans, the statement Pelan disusun daripada P.A.... Shall be provided on a Certified Plan. If the certified plan has been drawn in partial of the boundaries values prepared according to existing certified plans, the statement Diukur oleh...dan disusun sebahagiannya daripada P.A.... Shall be provided on a Certified Plan. 61

Gazetted Plans Requirements in gazetted plan under Section 62, 63 and 64 of the National Land Code 1965. Section 433 National Land Code 1965 is the requirement of legal and specific notices. The plan has four categories: declarations on amendment, additions, production, and repeal. Application for gazetted plan requires an application letter, Form 126 Amendment 1/86 (Requisition Survey) with Requisition Plan, Government Meeting Minutes (MMK) and the related approval letter from MMK in respect of Survey Fee charge under Section 4 (2) of the National Land Code (Fee Survey), 1965 (LN 486) for free. 62

Gazetted Plan The gazetted plan contains gazette title, north point, scale, standard sheet number, departmental file number, administrative boundaries, abuttal, nearby lot numbers and Certified Plan number, area, number PT/HS(M)/lot, name of checker, name of the State Director of Survey and Mapping and gazetted plan number. 63

Gazetted Plan The preparation of gazetted plan as follows: a) Processing of the draft gazette plan and distribute for approval b) Processing gazette plan after receiving the approved draft gazette plan for verification of State Director of Survey and Mapping. c) distribute gazetted plans to gazette after the State Director of Survey and Mapping. (6 copies or 2 copies of the Gazette Plan and 2 copies of Certified Plan. 64

Preparation Of Gazetted Plan Besides providing PA and PA(B), DSMM also provides Gazetted Plan according to the existing laws, which include: i. For public under Section 62 of the National Land Code 1965; ii. Forest reserve under Section 7 of the National Forestry Act 1984 (Act 313); iii. Malay Reserve under Malay Reservation Enactment; iv. Areas and Protected Places under Region and Protected Places Act, 1959 (Act 298); v. Group settlement areas under Sections 4 and 5 of the Land (Group Settlement Areas) Act 1960 (Act 530); vi. Election area under Section 7 of the Electoral Act 1958. 65

Preparation Of Gazetted Plan Draft Gazette (DW) generated by the system based on the requisition for gazette plan be certified in advance by the applicant or land related agency before gazetted plan prepared. Each draft Gazette and the Gazetted Plan given a unique serial number, which is generated by the system. 66

Preparation Of Gazetted Plan The information contained in draft gazette and gazetted plan is as information for the preparation of plans for land titled, except: i. Serial number of the Draft Gazette and the Gazetted Plan; ii. Plot numbers for the Draft Gazette and Gazetted Plan ; iii. Certificate of Gazetted plan; iv. The extract attributes from NDCDB if applicable; and v. Additional attributes that are not contained in NDCDB but necessary in applications for gazette and others. 67

Preparation Of Certified Plan For Mining Lease Before Certified Plan for Mining Leases can be prepared, Mining Certificate shall be prepared based NDCDB for approval of the State Authority. For work done by Licensed Land Surveyor, the precomputation plan submitted to DSMM shall be based on NDCDB and generated for the purpose of Lot Plan for the Mining Certificate. 76

Preparation Of Certified Plan For Mining Lease Methods and survey process for preparing of Mining Certificate is same as the survey for the purpose of land title Certified Plan for Mining Lease can only be provided after Mining Certificate approved by the State Authority. Certified Plan for Mining Lease Format and preparation procedure is as Certified Plan for land titles. 77

Plan Others Plan others are drawn from title plan which including gazette plan. Examples of such survey at the crime scene, racing sports, contour, offshore. All sample survey requires Plans Others when requested by departments or government agencies. 78

Plan Others Title on the Plan Others should be clearly stated the purpose of the plan is drawn. Other information that needs to be shown is scale, county, district and reference files. Due to plan others are not deposited plans as provided under Section 410 of the National Land Code 1965, then this plan does not need to be certified or approved by the State Director of Survey and Mapping. 79

Preparation Of Multi Purpose Plan Multi Purpose Plan is provided to illustrate the position of a plot of various survey work made or received by the Department from time to time. Multi Purpose plan shall be prepared accordingly except that involve survey in the field. 81

Preparation Of Multi Purpose Plan Any amendment to Multi Purpose Plan as amendment procedure in certified plan. Information contained in the Multi Purpose Plan is as in Certified Plan with additional information as follows: i. Purpose of survey ii. Multi Purpose Plan Serial Number 82

Land Ownership Plan Land ownership plan is issued in compliance with the provisions of section 86 (c) and 87 (c) of the National Land Code 1965, strata titles plan issued in accordance with section 16(2) (b) of the Strata Titles Act 1985 and also mining leases issued in accordance section 27 of the Mining (Mining Enactment) (Cap147). 83

Land Ownership Plan Confirmation of land ownership plans, strata title and mining lease are made based on section 3 of the Plan and Land Document and Mining (Photographic Copies) Act 1950 (Revised 1980). The plan is taken either partially or entirety from the existing certified plan. Authentication of the plan photograph taken for part and whole of the existing plan should be created using a separate certification statement and ensure that is legally. Confirmation is made using a certificate that such statements are stated in paragraph 3 of Director General Circular 1/1985. 84

Amendment Of Land Ownership Plan Director of Survey and Mapping shall notify the Registrar or the Land Administrator on any amendments to the plan title as a result of changes in or additional information to the Certified plan. 85

Preparation Of Duplicate Title Documents of title to the replacement shall be provided in accordance with the provisions of section 166 of the National Land Code 1965. Before the replacement of title documents provided, Director of Survey and Mapping shall ensure that the Registrar or the Land Administrator has provided sufficient evidence that the original title documents: i. cancelled; ii. disappear; iii. destroyed in whole or in part; or iv. Fully use 86

Verification Copies Of Partial Photographic Plan If it involves a small lot, partial copy of the photograph to partly certified plan shall be made. Appropriate methods for providing certificate shall be determined for example by providing frames that contain separate certificate statements to use when taking a copy of the plan. This will avoid short cuts and signature made on each copy of the plan. A certificate shall be made and contain the following statement: 87

Verification Copies Of Partial Photographic Plan "Adalah diakui mengikut seksyen 3 dalam Akta Pelan dan Dokumen Tanah dan Lombong (Salinan Fotograf) 1950 (Semakan 1980), bahawa ini ialah salinan pelan yang betul lagi benar yang telah dibuat pada... bagi lot.. di dalam... (contoh: Mukim/Bandar/Pekan dsbnya) (contoh: Daerah/Jajahan) seperti ditunjuk di atas pelan " Signature of the State Director of Survey and Mapping or representative 88

Verification Copies Of Whole Photographic Plan If it involves a large lot that can not fit into the frame, a copy of the photograph of the overall certified plan and the certified strata plan should be made. Information such as lot number, district, town and etc does not need to be specified in the certificate because the information is shown on the copy of the plan when a copy of the entire plan is taken. A certificate shall be made and contain the following statement: 89

Verification Copies Of Whole Photographic Plan "Adalah diakui mengikut seksyen 3 dalam Akta Pelan dan Dokumen Tanah dan Lombong (Salinan Fotograf) 1950 (Semakan 1980), bahawa ini ialah salinan pelan... yang betul lagi benar yang telah dibuat pada... " Signature of the State Director of Survey and Mapping or representative 90

Preparation Of Digital Land Title Plan (B1 TIFF) Digital land title plan by DSMM is based on the provisions of paragraph 5(1), Table 14 (Section 5A), the National Land Code 1965. According to the existing practice, DSMM provide two copies of final title plan based on Certified Plan for the related lot. Copy of the land title pan will be certified by the State Director of Survey and Mapping or his representative to meet the requirements of Section 3 of the Act, Planning, Lands and Mines Documents (Photographic Copies-Revised 1980) and the Director General Circular 1/1998. 91

Preparation Of Digital Land Title Plan (B1 TIFF) This module allows the land title Plan prepared in Tiff format and is designed according to the requirements in Form B1 as in the Computerised Land Registration System (CLRS). Land title plan is then sent to the State land office/land and mines office online. Module B1 Tiff using data from image system and digital cadastre database for preparation of digitized land title. 92

Preparation Of Digital Land Title Plan (B1 TIFF) In line with the ICT, DSMM developed an applications in preparing digital land titles (B1 Tiff). This module allows the land title Plan in Tiff format and is designed according to Form B1 in the Computerised Land Registration System (CLRS). Land title plan then sent to the District Land Office or State Land And Mines Office in softcopy format online. 93

Preparation Of Digital Land Title Plan (B1 TIFF) Module B1 Tiff using data from Document Image Management System (SPID) and the National Digital Cadastral Database (NDCDB). To facilitate the provision of digital land title plan (B1 Tiff) is implemented, a guideline has been prepared to explain the procedures. 94

Preparation Of Digital Land Title Plan (B1 TIFF) Module B1 Tiff should be implemented by all State DSMM for the preparation of all types of titles either normal or redraft. To ensure this module runs smoothly, certified plan of related lots together with NDCDB and SPID should be updated first.. 95

Preparation Of Digital Land Title Plan (B1 TIFF) If the frame for B1 Tiff format can not cope with graphic display for the entire lot or lots which have many certified plans, follow the requirement from Director General Circular No. 1/1985 and 1/1998. 96

Preparation Work Flow of B1 TIFF Preparation work flow of B1 Tiff as follows: a) Action by Head of Registration and Records Unit i. Received instruction to prepare land title plan. ii. Enter the number of Certified Plan. iii. Provide basic information of NDCDB and SPID Generate basic data using B1 Data Creator Module. iv. Identify Processor to process B1 tiff Plan. v. Minutes to the processor for generating B1 Tiff Plan. 97

Preparation Work Flow of B1 TIFF b) Action by processor i. Received instruction from unit head and ensure basic data exists in the folder certified plan (NetB1 Preparation Module). ii. Create register process and transparent Certified Plans in tiff using NDCDB. iii. Use NetB1 Preparation Module to generate B1 tiff Plan for each lot. iv. Prepare *.tiff format plan for related lots according to scale. v. Minutes and distribute files through esrs to Registration and Records Unit. 98

Preparation Work Flow of B1 TIFF c) Action by Head of Registration and Records Unit i. Collect Certified Plans folder in B1 tiff. ii. Prepare PA_ List. iii. Use district sorter to receive survey file and make sure all the information was generated. iv. Isolate B1 tiff according to district. v. Prepare Land Registry file. vi. Sent online to District Land Office or State Land and Mines Office. vii. Check the storage media to ensure that the information in the back-up is complete. 99

Preparation Work Flow of B1 TIFF viii. Prepare the following items to be forwarded to State Land and Mines Office/District Land Office: B1 tiff online Statement of Wages of Survey fee (if) Covering letter to the State Land and Mines Office/District Land Office. Acknowledgement. ix. Minutes and distribute files to unit head for further action. d) Deputy Director of Survey minutes and distribute files to Registration and Records Survey unit to measure the transmission of documents to District Land and Mines/ State Land and Mines Office. 100

Digital Signatures In ekadaster, all data and plans are generated in digital form. Sending, receiving, processing and generation of survey results is online. To ensure credibility and accountability as well as the survey data and plans that are generated, the data and plan must be digital signed using Public Key Infrastructure (PKI). 101

Digital Signatures Only Trusted Certification Authority authorized under Malaysian Communications and Multimedia Commission Act 562, Digital Signature Act 1997 can be used for digital signatures. It is the responsibility of all and be sure that all the documents and plans are in place before making the digital signature. All information such as user ID or password associated with PKI shall be maintained and kept by the parties involved with the secret and be careful that PKI is not misused by unscrupulous people. 102

Digital signatures Two (2) methods for digital signature as follows: i. Online ii. Offline For digital signature online, the Director of Survey and Mapping and Licensed Land Surveyor will implement it using a portal which has been developed by the Department. Whereas for offline digital signature will be done locally on each computer through software developed by the Department. 103

T H A N K YO U 104