The LTSA's Electronic Filing System (EFS) service allows lawyers, notaries, and land surveyors to use the Internet to submit land title documents and land survey plans for registration.
Why Electronically File?
Each year, millions of pages of documents are exchanged between the LTSA and lawyers and notaries public working on real estate transactions. Additionally, approximately 11,000 legal survey plans prepared on drafting film are submitted for deposit into the Land Title Office and the Crown Land Registry. Traditionally, legal professionals and land surveyors relied on couriers and regular mail to get documents and plans to LTSA offices for processing. To streamline this process, the LTSA has worked closely with customers to develop an electronic solution for submitting documents and plans.
Key to the process is an electronic 'digital signature' issued to a lawyer, notary public or land surveyor that is used to confirm their identity and qualifications. Once an electronic signature has been issued by Juricert, a service provided by the Law Society of British Columbia, submitting documents and plans using EFS and BC OnLine is simple and quick. Until July 31, 2010, the $2.50 Juricert fee is being temporarily waived as a small encouragement to professionals in their use of the LTSA's Electronic Filing System.
Professionals can also opt to have a registry agent perform the 'electronic submission' of their professionally certified documents on their behalf.
There are two parts to EFS: the electronic submission of land title documents, and the electronic submission of survey plans.
Electronic Filing of Land Titles Documents
The legal professional downloads blank PDF-formatted land title form templates and stores them on their office computer for future use. When called on to conduct a real estate transaction, they complete the appropriate form(s) on their computer, for example, a transfer and mortgage. Once a printed copy is signed by the parties and an officer has witnessed the execution, a lawyer or notary applies their digital signature to the document, certifying that they have an executed copy (or a copy of that copy) in their possession.
Using BC OnLine, the secure e-business website, the completed PDF form(s) is then sent to the LTSA. Professionals can also opt to have a land title/registry agent perform the 'electronic submission' of their professionally certified documents on their behalf. When the form is submitted, required fees are deducted from the user's BC Online account and property transfer tax, if applicable, is collected from a bank account via an electronic funds transfer. The applicant is automatically provided a document number(s), a date and time 'stamp', and all pertinent financial information. At the same time, the documents are noted as 'pending' on the existing title. The LTSA then examines the applications for registration using normal internal procedures.
Electronic Filing of Survey Plans
The ability to submit Electronic Survey Plans is a relatively recent service. All survey plans can now be submitted electronically to the LTSA using EFS, saving clients considerable time and expense.
The land surveyor completes the survey and produces an electronic image of the survey (in PDF format) and affixes his or her digital signature to an accompanying form certifying that the plan is correct. The Electronic Survey Plan and the accompanying digitally signed form (and often other related documents) are submitted to the LTSA via the secure BC OnLine system. From there, the plan undergoes regular examination and registration once all is in order.
View an overview presentation on Electronic Survey Plans.
EFS Use is Growing Fast
EFS is widely used across BC, and statistics from June 2010 show that 58.7% of all Land Title Applications were electronically submitted.
Summary
EFS enables authorized users to electronically submit land title documents and survey plans for registration to the Land Title Office and to electronically submit survey plans to the Surveyor General. EFS eliminates the need to attend the Land Title Office or the Surveyor General's office for these purposes, and means that all clients have the same level of service no matter where they live in BC. Regardless of how documents are submitted, LTSA Examiners of Title and other staff are available to respond to customer inquiries pertaining to submissions.
For more information on electronic filing, or to request training, please contact the BC OnLine Helpdesk at 1-800-663-6102 or at bcolhelp@accessbc.com. Electronic Filing System training is now eligible for Law Society of British Columbia Continuing Professional Development and Society of Notaries of British Columbia Qualified Continuing Education credits.
