Practice Guide 71 – Electronic services

Updated: October 2011

Update

This edition of the guide replaces the March 2010 edition. Amendments have been made as a result of the Land Registration (Network Access) (Amendment) Rules 2011, which amend the criteria to be met by an applicant for a network access agreement to make them consistent with the Legal Services Act 2007.

Scope of this guide

This guide gives advice about the electronic services that are available from Land Registry and how to sign up to use them. It is aimed at conveyancers and other legal advisers and you should interpret references to ‘you’ accordingly. Land Registry staff will also refer to it.

1 Abbreviations and terms used

In this guide:

‘Business e-services’ means Land Registry’s electronic services (Information, Network and Lender Services) developed for use by its business customers

‘Business Gateway’ is the service that enables conveyancers to interface directly with Land Registry Business e-services using their case management system

‘Conditions of Use’ means the document that sets out the terms and conditions of use of the Land Registry portal

‘day list’ means a record kept by the registrar showing the date and time at which every pending application under the LRA 2002 and LRR 2003 is made and every application for an official search with priority under r.147 (r.12, LRR 2003)

‘e-document(s)’ means electronic documents

‘e-signature’ means a signature applied electronically to execute an e-document

‘e-services’ means electronic services

‘Information Services’ means Land Registry ‘pre-completion services’ including applications for official copies, official searches, official searches of the index map and land charges services

‘Land Registry Direct’ means our former online service withdrawn in spring 2010

‘Lender Services’ means the facility to lodge electronic applications to discharge registered charges

‘LRA 2002’ means the Land Registration Act 2002

‘LR(NA)R 2008 (as amended)’ means the Land Registration (Network Access) Rules 2008 (as amended)

‘LRR 2003’ means the Land Registration Rules 2003 (as amended)

‘LSA 2007’ means the Legal Services Act 2007

‘memorandum of understanding’ means the record of an arrangement required to be signed by lenders or their agents as a condition of their being permitted access to Lender Services

‘network’ means the electronic communications network provided in accordance with s.92, LRA 2002

‘network access agreement’ means an agreement (for the purposes of paragraph 1(1) of Schedule 5 to the LRA 2002) defining the terms upon which access to the Land Registry network is granted, required for access to Network Services

‘Network Services’ means the facility to create and lodge e-documents and electronic substantive applications

‘Portal Guidance Notes’ means the document that provides information about Business e-services and guidance on how to apply for them

‘substantive applications’ means applications to change the register

‘Technical Manual Part 1’ means the part of the network access agreement containing details of the technical requirements and obligations required of users of Land Registry Business e-services

‘Technical Manual Part 2’ means the part of the network access agreement providing a user guide for Land Registry Business e-services

‘the portal’ means the Land Registry portal, which is a secure website platform used to access Business e-services.

2 Introduction

Business e-services are accessed through the portal. They are divided into three service groups each governed by an agreement: Information Services, Lender Services and Network Services.

Registered organisations control their own access permissions, which are administered and maintained by a designated person within the organisation, called an administrator. The administrator can be supervised by a designated responsible person, who will have access to reports showing the user accounts that the administrator has set up, amended or closed.

Business Gateway is an alternative way in which customers’ case management systems can interact with Land Registry systems to access our e-services. Business Gateway customers must already have access to Information Services (and Network Services if they want to lodge applications that could change the register).

The purpose of this guide is to provide an overview of the services available and explain how to obtain access to them.

3 Business e-services available through the portal

Business e-services offer three distinct service groups.

• Information Services.

• Network Services.

• Lender Services.

Customers can choose to subscribe to some or all of these services, dependent upon their requirements. However, additional administrative arrangements and qualifying criteria apply to users of Network Services and Lender Services.

3.1 Information Services

Information Services provide quick online access to information about the register, title plan and day list. They can be used to lodge searches of the index map with supporting plans, official searches of whole or part and outline applications, and to conduct land charges and bankruptcy searches in the Land Charges Department.

There is no interaction with the register. Information Services are available to all Business e-services users.

3.2 Network Services

Network Services are available to customers who have applied for and been granted a network access agreement.

They permit the creation and lodgement of e-documents and electronic substantive applications directly with Land Registry. This includes the facility to use e-signatures, where appropriate.

The service provides for the electronic attachment of supporting documents and certificates of compliance, if necessary.

This facility is subject to ongoing development to provide customers with access to a growing range of electronic applications. Details of the types of applications that are currently available may be found in Technical Manual Part 2.

A subscriber to Network Services also has access to Information Services.

3.3 Lender Services

This provides an automated discharge service that allows lenders, or their appointed agents, to lodge electronic applications to discharge registered charges.

Lender Services also include access to Information Services.

4 Advantages of using e-services

• No bespoke software is required – all you need is an internet connection.

• Secure login through the portal. We have incorporated the latest security systems into the portal and we constantly review their ability to ensure the system is not entered by any unauthorised persons. We use a variety of mechanisms to secure our systems. In effect, the system will know who the organisation is, what services they can access and who in that organisation has been granted permission to use those services.

• Online access to interactive training modules for users.

• A fully electronic service for a majority of transactions – e-lodged and e-delivered.

• Certainty of secure lodgement, with faster service delivery than paper-based applications.

• Controlled role-based access to the services you require.

• A fully electronic service for a majority of transactions – e-lodged and e-delivered.

• Online user activity reports to control and monitor access permissions.

• Removal of postal delivery delays.

• Reduced postal and administrative costs.

• Convenient online access for 15 calendar days to title information documents and e-services purchased using Business e-services so you will no longer have to wait for postal delivery.

• All documents supplied to you electronically can be downloaded, printed and saved to your own files.

• You will have at least one administrator who can create and manage your organisation’s user accounts in accordance with your business needs. There is no limit on the number of administrators your organisation can have.

• The activities of administrators and users will be managed by your responsible person or their deputy.

• Reduced fees for some types of application.

• Online access to financial statements. Our variable direct debit scheme operates on a daily basis and provides a more efficient management of fee payment for both you and Land Registry. Fees are correctly assessed and the completion of applications will no longer be delayed because the fee is outstanding. The direct debit guarantee provides assurance to you that any money debited in error will be refunded.

• Available, with day list priority where appropriate, from 6.30am to 10pm during weekdays.

• Also available from 7am until 5pm on Saturdays.

• Dedicated Customer Support available from 8am until 6pm during weekdays.

For Business Gateway customers

• Business Gateway allows you to lodge applications electronically using your own case management system. This removes the need for you to double-key information, reducing the cost and time taken to make applications, allowing you to deal with high volumes of work while reducing printing and processing costs.

5 Who can use Land Registry’s e-services?

5.1 Business users

Business e-services have been developed for business users. This means a customer that has a legal personality, or a recognised legal structure, such as a limited company, a PLC (public limited company), a partnership, a limited liability partnership, a limited partnership, a sole practitioner, a local authority or a government department.

All organisations are required to formally agree the Conditions of Use and thereby gain access to Information Services. Agreement to the Conditions of Use is mandatory and without confirmation of agreement (achieved by the signing of the Business e-services application form), services through the portal cannot be made available.

All organisations must have or set up a variable direct debit arrangement with Land Registry.

Organisations wishing to use Network Services must meet the qualifying criteria referred to in paragraph 1(4) of Schedule 5 to the LRA 2002 and set out in Schedule 1, LR(NA)R 2008 (as amended by the Land Registration (Network Access) (Amendment) Rules 2011). These include requirements that:

• the applicant must be an authorised person (within the meaning of the Legal Services Act 2007) who is authorised to carry on reserved instrument activities relating to land registration. Alternatively they can be a body or individual who employs or has a manager who is such an authorised person, who will undertake or supervise the reserved instrument activities relating to land registration, or a government department

• the organisation, unless it is a government department, must have indemnification arrangements as defined in paragraph 2 of Schedule 1 to the LR(NA)R 2008 (as amended).or be able to show why this is not necessary.

They must also complete a network access agreement.

Organisations requiring access to Lender Services must complete a memorandum of understanding.

All organisations must ensure that their computer systems satisfy the minimum requirements referred to in Technical Manual Part 1.

5.2 Members of the public

Business e-services are not available to individual members of the public. Instead we have developed a range of services for use by the general public collectively known as Find a property. Copies of title registers, title plans and Flood Risk Indicator results for more than 22 million registered properties in England and Wales can be purchased and downloaded in PDF format.

For further details of Find a property, follow the E-services link from Land Registry’s home page at www.landregistry.gov.uk.

6 How to apply for Business e-services

For further details of Business e-services, follow the E-services link from Land Registry’s home page at www.landregistry.gov.uk. From here you will also be able to access and download application forms and agreements.

For further detailed information on and how to complete your application for Business e-services refer to the Portal guidance notes found under the Terms and conditions link.

7 Troubleshooting and support

7.1 Frequently asked questions (FAQs)

The following FAQs are designed to answer some of the queries that might arise.

Q1. Once I have completed the application for Business e-services how long will my application take to be processed?

A. Once we have received the application we will send you an acknowledgement letter. We aim to complete applications within 15 business days from receipt. Once the application is completed, a user ID and temporary password are issued to your responsible person in separate communications and a welcome pack will be issued containing a security token and user ID to each of your administrators. Each administrator will also receive a temporary password separately. Once these items are received, an administrator will then be able to create your user accounts.

Q2. Are all of the former Land Registry Direct services, including the free services, still available?

A. With the exception of a few forms that were rarely used under Land Registry Direct, all of the former services are available. Many of the restrictions that existed under Land Registry Direct, such as the inability to add attachments, have also been removed. However, the range of available services is dependent upon the type of agreement you sign up for. For example, submissions of applications to change the register are only available to those with a network access agreement. New services have also been developed for Network Services, including electronic charges, and, for Lender Services, electronic discharges. Some of the services remain free of charge, but it is recommended that you consult the current Land Registration Fee Order for the most up-to-date information.

Q3. We are an overseas-based organisation wishing to sign up for Business e-services. Will this cause a problem?

A. We welcome all overseas users signing up for Information Services, as long as they satisfy our requirement for the setting up of a variable direct debit, which requires them to have a bank account in the UK. If you wish to apply for Network Services you must consider whether you will satisfy the criteria set out in Schedule 1 of the LR(NA)R 2008 (as amended) (see section 5.1 Business users).

Q4. How can we be sure the system will be totally reliable and not subject to failure at critical moments?

A. We agree that a fundamental component of the system must be its ability to function correctly and as continuously as possible. Unfortunately, no system is completely reliable and it is unlikely we could guarantee Business e-services will not be subject to rare problems. Land Registry will endeavour to maintain Business e-services so that they are available during the published hours of access. More details of service continuity can be found in Technical Manual Part 1.

Q5. How can we be sure that the network is secure?

A. Land Registry uses Public Key Infrastructure as a means of ensuring the identity of users and people who will use electronic signatures. This means that we know who is using the system. In addition, regular testing takes place to ensure the system is secure against unauthorised users. Technical Manual Part 1 contains more information on Land Registry security and guidance on customer security.

Q6. What provisions exist for protecting customers from the consequences of errors or fraudulent use of the network?

A. Land Registry’s indemnity provisions apply to e-applications in the same way as they apply to paper ones. Land Registry makes thorough checks on all applicants for electronic services, and the network access agreement contains provisions for suspension and termination of customers and individual users. Only organisations that are authorised persons or that employ at least one authorised person to undertake or supervise the land registration work will be granted a network access agreement, and those professionals are also subject to their own regulatory rules and codes.

Q7. How do I get to the Business e-services login page?

A. Go to Land Registry’s website at www.landregistry.gov.uk

At the top of the home page, select the Business e-services tab.

Q8. Does the system need screen colours greater than 256 colours?

A. No, 256 colours are sufficient.

Q9. Does the system need a screen resolution greater than 800 x 600?

A. No, 800 x 600 resolution is sufficient.

Q10. Does your application require a dedicated server? If so, what specific service will it need to run?

A. No, a dedicated server is not required.

Q11. Does use of the portal require any multi-media devices or players? If so, what types and versions?

A. The portal does not require any multi-media devices or players.

Q12. Will I be able to access the portal from any computer?

A. Yes, access is generally available to users through any internet connection provided it uses an up-to-date web browser.

Q13. Can we continue to make postal applications even if the application can be submitted via the portal?

A. Yes, postal applications can continue to be made.

Q14. When will e-signing and e-transfer be compulsory and will this mean paper transfers are no longer required?

A. No decisions have yet been taken on this aspect. The intention has always been to build a system that people want to use rather than one that they are forced to use.

Q15. How do I gain access to services through Business Gateway?

A. Once you have registered to use Business e-services you will need to contact your case management software provider and ask them to liaise with Land Registry’s Commercial & Customer Directorate.

7.2 Support resources

Users of Land Registry’s Business e-services have access to a comprehensive range of explanatory and guidance materials. By making reference to the following resources, customers can maximise the benefits offered by Business e-services and resolve any queries that may arise.

Resource	Content	Accessibility
Technical Manual Part 1 (part of the network access agreement)	Technical and security matters Technical requirements for participating in network services Procedures for accessing services when systems are unavailable	‘Terms and conditions’ link from Land Registry’s website home page
Technical Manual Part 2 (part of the network access agreement)	Available services How to use the network (through the portal and Business Gateway)	‘Terms and conditions’ link from Land Registry’s website home page
Portal Guidance Notes	How to apply for Land Registry Business e-services Completing the application form	‘Terms and conditions’ link from Land Registry’s website home page
Education and training material	Overview of Business e-services Separate modules demonstrating the use of Business e-services	‘Education & training’ link from Land Registry’s website home page. Select ‘Business e-services training’
Frequently asked questions	Administration of Business e-services Getting started User access queries Password queries Operating system queries	‘FAQs’ link from Land Registry’s website home page. Select category ‘Portal administration’
Quick Start Guide	How to activate the account Use a security token Create users	Issued to new administrators

8 Enquiries and comments

If you have a particular concern that is not covered by this guide, please contact Customer Support – see Contact details.

If you have any comments or suggestions about our guides, please send them to:

Central Operations Group
Land Registry
Trafalgar House
1 Bedford Park
Croydon
CR0 2AQ

(DX 8888 Croydon 3)

You can obtain further copies of this and all our guides free from Customer Support or you can download them from our website in English and Welsh at www.landregistry.gov.uk