MULTIMEDIA LODGEMENT

1. MULTIMEDIA LODGEMENT Now a reality for Land Surveyors in the Northern Provinces

2. So what is it? • A Tool that allows Land Surveyors the opportunity to lodge work via Email in .PDF format • Remember the office procedures are NO different to work lodged in paper format

3. Is this a new process? • Surveyor General’s office in Cape Town have been utilizing this process since March 2007 • Approximately 20% of Land Surveyors are submitting their work using this process

4. E-Mail Lodgment Process • E-Mail lodgments are sent to an exclusive address (Pretoria) ptalodge@012lg.pwv.gov.za (Nelspruit) mpulodge@csg.pwv.gov.za (Polokwane) plklodge@sglimpopo.gov.za • These E-Mail addresses are for Multimedia lodgments ONLY

5. Format of Your Work • It is recommended all work lodged via E-Mail to be in Adobe Acrobat .PDF format • Please do NOT zip the documents. Minimal benefit when using PDF format

6. PAPER SIZES • PRETORIA OFFICE • Presently Email lodgment will be limited to A4 and A3 paper sizes only • NELSPRUIT & POLOKWANE • Both offices CAN accommodate all paper sizes (A4 to A0)

7. Procedure to Download ADOBE www.docudesk.com www.adobe.com

8. Further assistance with ADOBE

9. PDF995  www.pdf995.com There are a number of different downloads, the correct one to download is the printer driver with the free converter, it’s a 5MB file.  Link http://software995.com/cgi-bin/link.pl The View Companion is the application that will allow you to View and Plot any HPGL (DOS plot file) to any Windows Printer (including the PDF Printer) http://www.softwarecompanions.com/ The View Companion Standard is more than sufficient, here is a link http://www.softwarecompanions.com/viewcomp.html

10. Desired requirements for PDF files • File names to be descriptive when naming the PDF file • Each Sheet to be in it’s own PDF format * • Resolution to be 600dpi when creating the PDF

11. Content of E-Mail • 3 Parts to be included: • Part 1: Submission letter, Proof of Payment and the Consents • Part 2: All Cadastral Documents * • Part 3: Survey Records

12. Recommendations • Part 1: • Separate PDF for Submission Letter • Separate PDF for Proof of Payment • Separate PDF for Consent (Can be multiple page document)

13. Recommendations • Part 2 • Separate PDF’s for each sheet with descriptive file name • Eg. Geluk X 65 Sheet 1, Geluk X 65 Sheet 2

14. Recommendations • Part 3 • The entire Survey Record can be saved as a multiple page PDF (Subject to size 3.5 MB) • If more than 3.5 MB then split with Working Plan as separate PDF

15. Size of Content of E-Mail • The Maximum size of the E-Mail is 3.5 Mb • If larger than 3.5 Mb then split Part 2 • Split lodged work MUST indicate in the Subject Mail 1 of 3, Mail 3 of 3

16. Within the Subject indicate the Property lodged and also (If Split) Mail 2 of 3 Eg. Ptn 76 of RIETKUIL 54 JR (Mail 2 of 3) Recommended File when Splitting • Part 2: which contains the Cadastral documents is the MOST suited when splitting

17. A Typical example:-

18. Example of a Split Mail

19. Benefits • Paper & Printer saving for YOU our valued client • No Postage or Courier costs • Lodged work done from your office • Lodged work received by us within minutes of sending the E-Mail

20. Additional Benefits • Submitted work requiring corrections/amendments can be returned per Email • Amended work can be relodged per Email • Once again no travel or postage costs incurred

21. Further Benefits • Survey Records are saved directly to the system (no scanning necessary) • Only the relevant documents are printed • In the event of a return, no time delay due to postage or collection • Acknowledgement received twice: • Auto receipt of E-Mail • 2nd E-mail when batch lodged on our Registry & Movement System

22. Surveyor General Procedures • Same procedures are followed • Your E-Mail saved on a dedicated folder on the server. • Allows for immediate access by the staff processing the documents • Read and Write rights assigned to registry staff only • Read rights assigned to examining and approval staff

23. S G Procedures • At Registry • Prints made of: • Submission Letter and Proof Payment • Prints of Cadastral Document • Lodgement done on R & M with stamp on docket ”MULTIMEDIA LODGEMENT” • E-Mail saved to dedicated folder with Batch Number • SURVEY RECORDS are NOT printed • SR Envelope prepared and stamped accordingly

24. EXAMINATION & APPROVAL PROCEDURES • Survey Record data read from the saved document in relevant folder • Appropriate notes made on the printed Cadastral Document • Office References added prior to approval • Out Copies prepared in normal procedure • Registration copies placed in Hokkie or posted

25. DOCUMENTS returned for amendments • Document with Multiple corrections • Existing procedures will be followed: • Examination copy with appropriate notes returned to Land Surveyor per post or placed in Hokkie • Relodged work can be returned per E-Mail with the resubmission fees being payable

26. DOCUMENTS with Minor additions • The Professional Assistant will E-Mail you with appropriate notes for additions • Eg. Sign the document, necessary consent required • Eg. Amendment to Property Designation • Your returned E-Mail, to the PA, to be within 2 days (Proof of resubmission fees to be included) • Longer than 2 days will be treated as standard procedure relodge

27. Way Forward E-Mail your NEW work to the dedicated address Date Operational: Pretoria: 1 November 2008 Polokwane & Nelspruit: 1 January 2009 WE will take care of the Rest

28. 2 SYSTEMS FOR LODGEMENT • Please note this (Multi Media Lodgement) is an OPTIONAL procedure for your submission of work • Current standard paper lodged documents WILL still be accommodated for

29. THANKYOU • This paradigm shift will work for both YOU, as our valued client, and US