Council is embarking on an initiative to move all its paper based property records to an electronic (digital) format. This is a major job and is expected to take a number of years to complete, however a new process to order and view property files commenced on 1 July 2012.
Why?
Currently a property file is a mix of manual documents and digital records, so there is a slight risk that the file is incomplete if it’s viewed manually.
When will the change take effect?
From 1 July 2012 property files will only be provided in a digital format ie you will no longer be able to view a manual/paper based property file. This change to how you obtain and view property files will minimise the risk of obtaining incomplete information.
Can I order an electronic property file?
Yes, but you’ll need to allow some time for us to gather the information for you. You will be able to order a file by clicking on the ‘Order Online’ button below, or by contacting any Council Service Centre. A complete digital file will be available to you within 3 working days following your request, or as negotiated with you depending on the size of the property file you require. Please note Council does not accept liability from any losses arising from a failure to meet the 3 day service or the otherwise agreed timeframes. However, if we don’t deliver within the specified or agreed timeframes a full refund will apply. Please note the end of the working first working day will be 5pm the day after receipt of the completed request.
Is there a cost and why?
Yes, when placing your order you will be required to pay a $35 fee in advance, unless other arrangements have been made for example, you may be an existing business account holder. If you require the electronic file (DVD) couriered to an address within New Zealand, an additional fee of $5 will apply. Please allow an extra day for delivery.
If I only require part of the property file, such as a Code Compliance Certificate, can I still get a paper copy of the part I need?
Yes, a copying service is still provided where the information requested is known eg a photocopy of a Code Compliance Certificate (copying charges will apply).
Where can I get further information?
Please contact our customer service team during normal business hours on 571 8008 or email dfp@westernbay.govt.nz and/or keep an eye out for further updates as this important initiative progresses.
Key things to remember
- Digital property files will be provided from 1 July 2012
- Property files must be provided in that format to minimise the risk of incomplete information being provided
- It will generally take 3 days to provide the information; some large files may take longer
- You will need to order the file in advance of when you require it.
Please click on the 'Order Online' button below to begin the ordering process.