Transparency and Access to Information Michael Treacy Property

Transparency and Access to Information Michael Treacy Property Registration Authority Ireland michael. treacy@prai. ie

The Property Registration Authority • Responsible for approving/registering all legal transactions affecting property in Ireland • Two systems of registration ●Registry of Deeds - “unregistered title” – 12% ●Land Registry – “title registration” – 88% • Value of property registered – € 1 trillion • Value of mortgages registered - € 150 billion

Land Registration in Ireland l l l Land Registry established in 1892 Public Register Registration carries State Guarantee Compulsory 1 st registration in 24 out of 26 counties (regions) One of largest databases in Ireland: 1. 9 million individual legal titles è 2. 5 million registered land parcels è

Registered Title coverage ● ≥ 88% of legal titles registered nationally ● 7 counties 8 counties 9 counties Cork Dublin ● ● ≥ ≥ ≥ 99% 98% 96% 86% 59%

Access to Information Access to records for professional customers/public in central Land Registry office l Access to copy of the Register in 25 regional locations l Total reliance on paper record l

The way it was l 8 million pages of Title Records (paper) l 5, 000 documents per day retrieved l 2 million index records held in 4, 000 volumes l 36, 000 A 0 -size map sheets l 2 million pages of Map Records

The Paper Chase Before After

Problems accessing information l l l l Record/document already in use Delays in retrieving paper files - misfiled or lost Record damaged e. g. age, usage, flood or fire Duplicate local records not up to date Maps not available in Regional Offices Only local information available Delays of 2 weeks to 6 months in issuing official copy documents

Key Strategic Objectives for PRA Improve the quality of service to customers • Focus on projects to: • Ø Ø Ø Decrease the reliance on paper records Improve production/turnaround times on services Increase the quantity/quality of information provided for customers on-line Implement Business Continuity/Disaster Recovery arrangements Secure irreplaceable records

How the Transformation Happened l l l Integrated Title Registration Information System (ITRIS) - 1999 to 2002 Online service – 1999 – now www. landdirect. ie Imaged of 8 million pages of paper records - 2002 to 2004 Digitised 2. 5 million land parcel boundaries from paper – 2005 to 2010 Converted more than 800, 000 remaining imaged records, (more than 3 m. Pages), to structured digitised format – 2007 to 2009 Automated process for issuing copy documents

landdirect. ie l Online service operational since 1999 l Re-branded in April 2006 è è è è è l Use our property index to find an address and locate a title record Search and locate property using our online digital map View & print title records and ‘filed plan’ maps Obtain details of pending and completed applications Conduct names index searches Request official certified copy folios and filed plans Order official copies of Instruments Track progress of applications during lifecycle Submit applications for registration on-line (e-lodgement) First electronic registration service ‘e. Discharges’ March 2009

Growth of online services Year 2000 2005 2006 2007 2008 2009 No. of professional users 1, 700 9, 200 10, 900 12, 741 13, 872 14, 636 0. 2 million 1. 7 million 2. 2 million 2. 3 million 2. 5 million 2. 6 million No. of online business transactions

Range of Users l 600 Internal PRA Users l 14, 600 registered landdirect. ie users l Pan-European access through European Land Information Service (EULIS)

3 Million Online transactions per year – Top 20 Users Banks Local Authorities Utilities NRA Law Searchers Building Societies Solicitors HSE Land Surveyors Architects RPA landdirect. ie Garda Siochana CAB Auctioneers etc. Social Welfare Engineers Revenue Journalists Genealogists Academics

Making it Happen l Internal è è è l External è è è l Staff Briefings, Training, Coaching, Mentoring Re-deployment to more rewarding and added value tasks Training Manuals, Practice Directions Identifying ‘Change Champions’ Project Boards Project Teams Customer ‘Outreach’ Programme Roadshows, Seminars, Mailshots, e. Zines, one-to-one site visits Marketing, Advertising, Trade & National Press Funding è Extensive Capital Investment over 10 years

Intangible Benefits of an Accessible and Transparent Register l l l l Enhanced Customer Satisfaction Opportunities to promote greater organisational flexibility and improve work processes Improved work environment Improved perception of organisation among stakeholders Better understanding of customer needs and expectations Business Continuity & Disaster Recovery addressed Value & Relevance of organisation increased

External Validation l 2005: Overall Winner – Irish e. Government Awards l 2006: Association for Geographic Information - Award for Innovation and Best Practice l 2007: Best Project in “Government to Business” category at Inside Government Awards l 2007: Finalist at European e. Government Awards l 2007: Winner BT “Inspired” Award l 2007: Awarded EU “Good Practice Label” l 2010: Best Project in ‘State Body’ category – Irish e. Government Awards