Survey and Plan Practice Manual for Western Australia
Appendix 6:
Survey Practice Guidelines for the Preparation and Electronic
Lodgement of Plans and Field books
These Guidelines are issued by the Inspector of Plans and Surveys and for the
purposes of Regulation 5 of the Licensed Surveyors (Transfer of Land Act 1893)
Regulations 1961 they are to be regarded as ‘special directions’. The Land
Surveyors Licensing Board and executive members of the survey industry have
been consulted in the preparation of these guidelines and for the purposes of
Regulation 10 of the Transfer of Land (Surveys) Regulations 1995 they have been
approved by the Registrar of Titles.
Appendix 6
1.
General ........................................................................................................... 2
2.
Approved ePlan Format .................................................................................. 3
3.
Digital Signatures and Form Fields ................................................................. 5
4.
Lodgement Process for ePlans....................................................................... 8
5.
Approved p-FB Format ................................................................................. 10
6.
Surveyor’s Certificate on p-FBs .................................................................... 11
7.
Lodgement Process for p-FBs ...................................................................... 11
8.
Retention of Records .................................................................................... 11
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Survey and Plan Practice Manual for Western Australia
1. General
1.1
Lodging Deposited Plans and Field Books Electronically
These Guidelines specify the approved practices for lodging Deposited Plans and Field Books
electronically at Landgate. For the purposes of these Guidelines Deposited Plans lodged
electronically are referred to as ePlans and field books lodged electronically are referred to as “pFBS”
1.2
Electronic Lodgement is compulsory for all Deposited Plans
Electronic lodgement is compulsory for all department Plans. As of 01 April 2014, all Plans must be
lodged via the ePlan Lodgement application on the Survey Channel of My Landgate.
1.3
Option to lodge e-Plans is limited
Surveyors must have access to Adobe Acrobat or similar applications to digitally certify ePlans
(refer Guideline 3 below) and be registered with Landgate as a surveyor approved to lodge Plans
electronically. To become registered, the surveyor’s ‘User Certificate’ must be exported to
Landgate as a Form Data File (FDF) via email addressed to [email protected].
Landgate will use this certificate to verify the digital signature on the Plans signed by that surveyor.
Landgate will contact the surveyor in the first instance to confirm the Certificate details. Landgate
will also provide the surveyor with an ’ePlan Kit’ to enable ePlans to be prepared in accordance
with these Guidelines.
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2. Approved ePlan Format
2.1
Pre-allocated Plan Numbers
Surveyors must obtain a pre-allocated Deposited Plan number prior to lodgement (refer to chapter
9.2 of the Survey and Plan Practice Manual). The Plan number must be shown on the Plan in the
position designated on the Plan form.
2.2
ePlans must be vector and text based
Deposited Plans lodged electronically to Landgate must be in a vector and text based Portable
Document Format (PDF) file. (Refer 2.10.3 below.) PDF files based on images are not acceptable.
•
The document properties of the PDF file are to be filled out as indicated at Figure 1 by
assigning the DP number to the ‘Title’ (include ‘dp’ in lowercase followed by the number) and
the surveyor’s name as the Author (use first name initial, followed by a full-stop and space,
then the surname). Insert in the ‘Keywords’ textbox whether the Plan is for a ‘Normal’ or
‘SSA’ subdivision. The ‘Subject’ textbox can be used to describe the subdivision stage.
Figure 1: Document properties for an e-Plan
•
Appendix 6
Multi-sheet plans are to be included in a single PDF with the sheets in numerical order.
Where a survey sheet(s) is available at time of lodgement, it must also be merged with the
plan to form a single PDF. All sheets are to be orientated upright in landscape view.
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2.3
Text within an ePlan
Text within an ePlan PDF file (including lot numbers, abuttals, angles, distances and annotations)
must be editable within Adobe Acrobat or similar applications, as Landgate sometimes needs to
amend ePlans that have already been “approved”. The ePlan Kit contains documents on how to
create editable text in PDF.
2.4
ePlan file size
The ePlan file sizes must not exceed 2 Mb unless prior approval is obtained from the Inspector of
Plans and Surveys as alternative lodgement requirements may be necessary. Individual sheets
must not exceed 100 Kb for any A3 sheet or 200 Kb for any A2 sheet. It is necessary to use the
appropriate Acrobat Distiller settings for the size of the ePlan being created. The ePlan Kit includes
documentation on how and where to install the settings files provided by Landgate.
2.5
CSD file and primary information
Every new ePlan lodged with Landgate must be accompanied by the following primary information
•
Cadastral Survey Data (CSD) file. Mandatory for all new ePlans except Statutory Deposited
Plans. The CSD file must be in a .csd format.
•
Survey Lodgement Self-Assessment form. Must be a dynamic PDF. This form must be
completed and submitted with every lodgement of a new ePlan, regardless of whether
lodgement fee is applicable. This will enable Landgate to generate a lodgement receipt. A
template of this form is available in the ePlan Kit
•
Surveyor’s Report. Must be in a PDF format. To be completed by the surveyor and
submitted at lodgement. A template of the report is available in the ePlan kit.
Please refer to Guideline 4.1 for Lodgement of ePlans.
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3. Digital Signatures and Form Fields
3.1
The ePlan-Kit
The ePlan Kit includes templates of the form fields that must be inserted into Deposited Plans
lodged electronically to Landgate. Table 1 lists the form fields that must be placed in the
appropriate position within the title block of the Plan (as generally indicated in Figure 2 below). The
form fields must be named exactly (ie. taking into account case sensitivity) as shown within Table 1
and as per the templates included in the ePlan Kit provided by Landgate.
Form field
Name
Type/format description
surveyor1
text Name of
Name of surveyor
Signature1
signature
Surveyor’s digital signature*
Signature2
signature
Surveyor’s digital signature*
date lodged
ext/date
Date the plan was lodged at
Landgate
Total fee
ext/number
Lodgement fee paid
Rec
text
Receipt number
full
text
Name of auditor
Legal
signature
Name of auditor
Docket
text
Docket number
CCsig
signature
Auditor’s digital signature
ISC
text
ISC number
FSC
text
FSC number
WAPC Signature
text
WAPC approval number
IOFDtxt
text/date
“IOFD Subject to” text
IOFDsig
signature
Auditor’s digital signature
IPS
signature
IPS’s digital signature
* Refer to the ePlan Kit for instructions on placing these fields in multiple sheet ePlans.
Table1. Form Fields to include in an ePlan
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Figure 2. Positioning of Form Fields within an e-Plan
Where surveyors or agents use their own Plan forms that differ from the standard Plan format, the
templates for the form fields provided by Landgate may need to be adjusted to ensure the fields are
positioned correctly on the ePlans. The ‘surveyor2’ and ‘signature2’ are situated in the appropriate
positions within the ‘Surveyors Certificate – compiled’ box within the Title block.
The ePlan Kit will also include instructions on how to place the form fields into ePlans. Note that
different procedures will apply depending on the version of Adobe Acrobat used.
3.2
Surveyor to digitally sign ePlans
The surveyor must digitally sign the Regulation 54 certificate or the ‘Compiled’ certificate using
Adobe Acrobat ‘Self Sign Security’ prior to lodging an ePlan. The digital signature should include a
scanned image of the surveyors’ signature.
3.3
Digital signatures and form fields
For multi-sheet ePlans, each sheet must contain the surveyor’s digital signature. The procedure for
digitally signing a multi-sheet ePlan will vary depending on the version of Adobe Acrobat used.
After a successful pilot, the Electronic Transfer of Deposited Plans (etDP) Process between
Landgate and Western Australian Planning Commission (WAPC) was implemented on 26 July
2010.
As a consequence, WAPC now only endorses the first sheet of a Deposited Plan.
Landgate requests that the “Approved by Western Australia Planning Commission” panels for
sheet 2 onwards of a multi-sheet Deposited Plan be struck out or removed for the DP template.
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3.4
Countersignature of surveyors
Where an ePlan needs to be countersigned by a surveyor eligible to lodge at Landgate, the
countersigning surveyor must use a digital signature to certify the Plan in accordance with the
Registrar’s Directions. See Appendix 9. The ‘eligible surveyor’ must also be registered with
Landgate for lodging plans electronically. (Refer Guideline 1.3 above.)
3.5
Backup copies
Surveyors must retain a backup copy of their digital signature profile file and be in a position to
recall the password used to create the profile. Surveyors must ensure adequate measures are
taken to protect the security of their digital signatures.
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4. Lodgement Process for ePlans
4.1
Lodgement of ePlans
As of 01 April 2014 lodgement of ePlans can no longer be sent to [email protected]
All lodgements of new, amended and replacement Deposited ePlans, and additional information
relating to a particular ePlan must be submitted via the ePlan Lodgement application on the
MyLandgate Survey Channel. https://www.landgate.wa.gov.au/ePlanLodgement/?0
The transition of plan lodgement from an email (Plan Reg) to a web form (ePlan Lodgement)
environment streamlines and improves efficiency in the plan lodgement and audit processes
through the secure capture and storage of plan information and the automatic distribution of
information to relevant teams or individuals.
To access ePlan Lodgement, a subscription to MyLandgate Survey Channel is required.
Subscription can be made via
http://www.landgate.wa.gov.au/corporate.nsf/web/How+to+Subscribe+to+My+Landgate
Recommended internet browsers for ePlan Lodgement are Internet Explorer 9, Mozilla Firefox or
Google Chrome.
Deposited Plan types and information to be submitted via ePlan Lodgement are:

•
New Deposited Plan;
•
New Statutory Deposited Plan, where a CSD file is not mandatory;
•
Amendment of Deposited Plan as requested by an auditor;
•
Replacement of Deposited Plan as instigated by the surveyor and
•
Additional information for a particular Deposited Plan, including a release letter or a road
name approval document.
Note:
It is imperative that additional information is only submitted after or with the ePlan. Submission of
additional information before the ePlan may result in incorrect prioritisation, causing delay in the
audit of the ePlan.
4.2
General plan enquiries
Communications that are not related to a particular ePlan, such as requests for pre-allocated plan /
field book numbers or general survey and plan enquiries may continue to be sent to
[email protected]
4.3
Lodgement confirmation
When an ePlan has been successfully submitted through the ePlan Lodgement application, a
lodgement confirmation, with the lodgement details, will be displayed. Lodging parties are advised
to keep a copy of the confirmation for their records.
A confirmation email, acknowledging the receipt of the submission, is also sent to the lodging party
through their email address registered in MyLandgate.
If a lodgement confirmation has not displayed during lodgement, or a confirmation email not
received within a reasonable timeframe, please contact the Plan Lodgement team on 9273 7387.
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4.4
Receipted Survey Lodgement Self Assessment form
As a part of Landgate’s plan lodgement process, the Survey Lodgement Self Assessment form,
submitted as part of the lodgement for all new ePlans, is receipted. This receipted form is sent, via
email, to the lodging party on completion of lodgement as a confirmation that the ePlan has now
been lodged by Landgate.
If a receipted Survey Lodgement Self Assessment form is not received within three workings days
from lodgement submission, please contact the Plan Lodgement team on 9273 7387.
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5. Approved p-FB Format
Surveyors must obtain a pre-allocated field book number from Landgate prior to lodgement (refer to
Chapter 9.2 of the Survey and Plan Practice Manual). The field book number must be shown in the
p-FB in the position designated in the “Lodgement” section situated below the Surveyor’s
Certificate inside the cover of the book.
Field books lodged electronically to Landgate must be in an A4 page size scanned “black and
white” Portable Document Format (PDF) image file that is of a high standard of legibility. Scanning
a field book in “black and white” at 300dpi would normally achieve the standard required. Vector
graphics or text (converted to PDF) may be included in the p-FB. Landgate will reject a p-FB if the
image quality is not of an adequate standard or the page sizes do not match with A4.
The “Document Properties” of the PDF file are to be filled out as indicated at Figure 1 by assigning
the field book number to the “Title” (include “fb” in lowercase followed by the number) and the
surveyor’s name as the “Author”. (Use first name initial in upper-case, followed by a full-stop and
space, then the surname with the first letter in uppercase and the remainder in lowercase.)
Surveyors may include their own reference number within the “Keywords” textbox. This will allow a
subsequent search to be made using that number if required.
Figure 3: Document properties for a p-Fb
•
Multi-page field books are to be included in a single PDF file with the pages in numerical
order. All pages are to be orientated upright in landscape view.
•
p-FBs must not be encrypted at the time of lodgement.
•
The p-FB file sizes should not exceed an average of 40 KB per page.
Surveyors may include any relevant information in a p-FB that describes the survey. Pages created
in CAD applications, pages or tables created in word processing or spreadsheets applications can
all be converted to PDF and included in a p-FB where appropriate provided the pages do not
exceed A4 size.
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6. Surveyor’s Certificate on p-FBs
Field books lodged electronically to Landgate must have the regulation 17(2) certificate signed by
the surveyor as part of the scanned image.
7. Lodgement Process for p-FBs
Field books lodged electronically to Landgate must be sent as an attachment in an e-mail
addressed to [email protected]. The filename is to include the prefix “fb” (in
lowercase) followed by the pre-allocated field book number and then the “.pdf” extension.
The e-mail used to lodge a p-FB must also include as an attachment a completed Survey
Lodgement Self Assessment Form (to obtain a copy of this form contact Landgate at the above email address). This form must include the following information:
•
Description of the Survey – refer to Chapters 8.2 and 8.10 of the Survey and Plan Practice
Manual, for the appropriate wording to use in describing a survey. This description is entered
into SmartPlan and used for cross-indexing purposes.
•
The pre-allocated field book number.
Landgate will send (via return e-mail) a receipt advising that the p-FB has been received and
lodged. Surveyors should retain this receipt for their records. If a receipt is not received by the
surveyor within 2 working days, contact must be made with Landgate on 9273 7423 to ensure that
the e-mail was received.
8. Retention of Records
The Electronic Transactions Act 2003 (the Act) has strict requirements concerning the retention of
records, especially for the ‘First Party’ to a transaction. Surveyors that lodge ePlans must ensure
that they retain their copies of the documents such that they can be readily retrieved if necessary.
Surveyors should also retain copies of any email/s related to the lodgement of ePlans. The Act
allows for these records to be retained in electronic form if desired.
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