Q & A with Permanent Secretary for Justice, Electoral Reform, Public Enteprises & Anti-Corruption, Mr PioTikoduadua
Jun 10, 2008, 11:57

By Sharila Lazarus
Information Officer
Attorney-General’s Chambers


Q1: How is a title search done?

A: It is done manually and also through computer searches.

Q2: What are the requirements for a search?

A: The lodgement date and lodgement number for that particular search are essential to conduct a search.

Q3: How long does a search take?

A: If it is complicated, it may take a day or so but a simple search shouldn’t be longer than half an hour.

Q4: What is the update process at the Titles Office?

A: There are about 30 different types of documents being dealt with. Once the documents are registered, signed and dispatched, the originals are updated in the computer system.

Q5: How far have you reached in processing documents?

A: We are doing our best under the present constraints.

Q6: Are there any backlogging cases?

A: There are a few that need further clarification before the documents are endorsed.

Q7: Please provide an analysis of the update process at the Titles Office.

A: The following steps are taken in the update process:

- Documents are lodged
- Documents are numbered
- Data is entered into the system
- Documents are signed by registrar
- Approval
- Records are updated and stored
- End of process

Q8: What are some of the documents one has to provide for this process?

A: Different documents have different requirements.

Q9: What kinds of customers are confronted at the Titles Office counter?

A: We mostly have law firms, banking institutions, individuals, corporate bodies, town and city councils, government departments, NLTB and Native Land Commission.

Q10: Identify 2 major duties carried out at the counter.

A: Lodgement of documents for new registrations and searches and photocopying.

Q11: Could you provide a breakdown of the searches.

A:
- Title Number
- Retrieving original from manual records
- Photocopying original
- Forward to customer

If a certified copy is required, additional $1.13 is charged on the search charge of $0.56.

Q12: How are the new titles registered?

A: The sub-divisional plans have to be registered. The owners or their solicitors have to apply for separate titles for the clients.

Q13: How are document requisitions and counter searches handled?

A: Counter clerks are available to do so. We also have flexible hours for public conveniences therefore the staff are available for counter service during lunch breaks.

Q14: Since all the processes have been dealt with manually for several decades, how have the records been kept?

A: We have registers index which is referred to when conducting searches and is kept in bound volumes.

Q15: What is the duration of processing new title registrations?

A: Depending on the complexity of the application, the process is capable of registering documents with a short time. It could be anything from 48hours to 3 months.

Q16: Do all staff in your section have an access to updating or retrieving records?

A: Certainly, for retrieving of records but for updating, only staff at supervisory level have been given authority to do so.

Q17: How is data verified and stored?

A: Verification is done on separate stages from lodgement to signing off. There are 7 stages involved in the entire process. The data is kept in numerical order manually and is also been done by dealing numbers.

Q18: What are some of the challenges faced by the Titles Section currently?

A: Space and staff shortage. There are not adequate resources available. Our systems are 95% manual and there is a dire need to digitize our records for servicing and efficiency.

Q19: Have you so far come across any major problems in relation to registrations and searches?

A: We have attended court cases in relation to property disputes. Searches mostly very old dealings consume a lot of time which is due ti inaccurate information.

Q20: Are there any future plans in place?

A: Digitize our records for information to be available on the net.

Q21: After the new system is implemented, what are some of the changes you will be looking at?

A: People may not need to come to the registry to search for records which will be available on line and the turn around time for our services will be more efficient.

Q22: I understand there are registration forms for titles. Will this be available online?

A: There are standard forms available from the Government Printing Office which is currently utilized by our Office upon completion by solicitors. These forms are expected to be online.



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