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 (Pretoria) ptalodge@012lg.pwv.gov.zaptalodge@012lg.pwv.gov.za (Nelspruit) mpulodge@csg.pwv.gov.za (Nelspruit) mpulodge@csg.pwv.gov.zampulodge@csg.pwv.gov.za (Polokwane) plklodge@sglimpopo.gov.za (Polokwane) plklodge@sglimpopo.gov.zaplklodge@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 Adobe Acrobat.PDF format   Please do NOT zip the documents. Minimal benefit when using PDF format

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

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

8. Further assistance with ADOBE

9. PDF995 www.pdf995.comwww.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.plhttp://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 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 Mail 1 of 3, Mail 3 of 3

16. Recommended File when Splitting   Part 2: which contains the Cadastral documents is the MOST suited when splitting  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)

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: 1.Auto receipt of E-Mail 2.2 nd 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 oEg. Sign the document, necessary consent required oEg. 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. THANK YOU  This paradigm shift will work for both YOU, as our valued client, and US