Documents registered with NSW LRS are preserved as microfilmed or scanned images, and are accessed by means of A4-size copies generated from these images. To produce a readable copy, the quality of the original document is critical. Dealings or instruments which do not comply, particularly in relation to poor quality, may be refused registration (see section 39(1A) Real Property Act 1900, section 184E(4) Conveyancing Act 1919).
The main requirements for the preparation and printing of dealings and other instruments to be submitted for registration are given below. For the complete list, see the current Real Property Regulation and the Lodgment Rules.
Paper
Size - A4
Colour - white
Weight - minimum 80 grams per square metre
Surface - matt, flat, i.e. not textured, free of watermarks, discolouration, etc of uniform reflectance
Absorbency - sufficiently non-absorbent to prevent ink spread
Note - standard white A4 copy paper conforms to the above standards
Printing
Single-sided
Text - black, at least 10 point
Alterations
The following methods of alteration are not acceptable:
- eraser
- correction fluid
- over-typing
- over-printing
Handwriting
Handwriting must be:
- in block letters
- dense black or dense dark blue
- clear
- legible, permanent
Corporate seals
Inked seals
Dense black or dense dark blue
Impression - must be dense and clear such that the text within the seal is legible and capable of being suitably reproduced from a microfilmed or scanned image at A4-size
Impressed seals
Will be accepted, however inked seals are strongly preferred
Adhesive seals
Will be accepted, however inked seals are strongly preferred
Signatures, identification of signatories, preamble
Must be placed adjacent to the seal, and not covering any part of it
Plans or annexed diagrams
Material - paper (one side only to be used)
Size - A4
Colour - White
Weight - minimum 80 grams per square metre
Margins - 15 mm on all sides
Lines - black, clear, dense and capable of being suitably reproduced from a microfilmed or scanned image at A4-size
Hatching - style used must be capable of being suitably reproduced from a microfilmed or scanned image at A4-size
Colour - must not be used for any purpose
Measurements - must be metric, except in the case of plans annexed to Old System documents, where measurements may be imperial provided the last registered deed used imperial measurements and no deposited plan using metric measurements has been lodged since that deed; characters must be black, clear, dense, and sufficiently large to be suitably reproduced from a microfilmed or scanned image at A4-size.
Notations, text - black, clear, dense, and sufficiently large to be suitably reproduced from a microfilmed or scanned image at A4-size
For more information see Plans annexed page
Binding
Dealings must not be permanently bound, they should be secured by a single removable clip in the top left-hand corner. Clips are preferred, stapling should be avoided.
Storage and transit
All dealings and original or registration copies of Old System instruments, including any annexure, plan or illustration, must be kept clean, dry and adequately protected against deterioration. They should be stored flat and unfolded.
Damage or defacement
Any dealing, or original or registration copy of an Old System instrument, which is creased, torn, mutilated, stained or otherwise damaged or defaced in such a way as to impair legibility or, where it is to be microfilmed or scanned, prevent the production of a suitable image, is not acceptable. It must be redrawn.
Annexures
For more information see Annexures page