Verification of Identity

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1 Registrar-General's Proposed Verification of Identity Policy Draft for consultation with industry stakeholders Land Services Group Feedback to: Version 1.0

2 Registrar-General's Proposed Policy Registrar-General's Proposed Policy Table of Contents 1. Definitions Introduction Overview Transitional Commencement Purpose of the Policy Application of the Policy Requirement to Verify Identity Compliance with the Requirement to Take Reasonable Steps Procedure Face-to-face regime Categories of Identification Documents Identifier Declaration Execution by a Body Corporate Execution by an Individual as Attorney Execution by a Body Corporate as Attorney Previous Supporting Evidence Use of Agent Self-represented parties where there is no ADI Requirements Supporting Evidence Verification of a person executing a document in a Foreign Country Further Checks for Identity may be Required Amendment Appendix A (Application of Policy Table) Appendix B (Identification Standard Table) Appendix C (Land Titles Office South Australia Approved Identifiers Table) Appendix D (Agent Certification) Appendix E (Self-Represented Party Identifier Certification) Page: 2 of 15

3 Registrar-General's Proposed Policy 1. Definitions Term Adult Australian Consular Officer Australian Diplomatic Officer ADI Definition Means an individual who is 18 or more. Has the meaning given to it in the Consular Fees Act 1955 (Cth). Has the meaning given to it in the Consular Fees Act 1955 (Cth). Means an authorised deposit-taking institution under the Banking Act 1959 (Cth). Authorised Person Bank Manager Body Corporate Category/Categories Means a person listed at Appendix C, being a person authorised to undertake verification of identity for self-represented parties. Means a person appointed to be in charge of the head office or any branch office of an ADI carrying on business in Australia under the Banking Act 1959 (Cth). Includes an association incorporated under the Associations Incorporation Act 1985 (SA) or a corresponding law of another State. Means the categories of identification documents set out in the table at Appendix B. Community Leader Means, in relation to an Aboriginal or Torres Strait Islander community: (a) a person who is recognised by the members of the community to be a community elder; or (b) if there is an Aboriginal council that represents the community, an elected member of the council; or (c) a member, or a member of staff, of a Torres Strait Regional Authority established under the Aboriginal and Torres Strait Islander Commission Act 2005 (Cth); or (d) a member of the board, or a member of staff, of Indigenous Business Australia established under the Aboriginal and Torres Strait Islander Commission Act 2005 (Cth); or (e) a member of the board, or a member of staff, of an Indigenous Land Corporation established under the Aboriginal and Torres Strait Islander Commission Act 2005 (Cth); or (f) a member, or a member of the staff, of an Aboriginal Land Council established under the Aboriginal Land Rights (Northern Territory) Act 1976 (Cth). Competent Officer Has the meaning given to it in the Defence Force Regulations 1952 (Cth). Page: 3 of 15

4 Registrar-General's Proposed Policy Conveyancer Conveyancing Transaction Means a person currently registered under the Conveyancers Act 1994 (SA) or a corresponding law of another State, to carry on a business that consists of or involves the preparation of conveyancing instruments for fee or reward. Means a transaction that involves one or more parties and the purpose of which is: (a) to create, transfer, dispose of, mortgage, charge, lease or deal with in any other way an estate or interest in land, or (b) to get something registered, entered, noted or recorded in the titles register, or (c) to get the registration, entry, note or record of something in the titles register changed, withdrawn or removed; or (d) to obtain a substitute certificate of title or Crown lease; or Court Officer Declarant Defence Force Medical Practitioner Foreign Country Identifier Declaration (e) to retain an old manual title. Means a person who is currently a judge, master, magistrate, registrar or clerk, or the chief executive officer, of any court in Australia. Means a person providing an Identifier Declaration. Has the meaning given to it in the Defence Act 1903 (Cth). Means a person currently registered under the Health Practitioner Regulation National Law (South Australia) Act 2010 (SA) or a corresponding law of another State, to practise in the medical profession (other than as a student). Means a country (whether or not an independent sovereign state) outside Australia and the external Territories. Means the declaration in Clause 6.3 of the Policy. Justice of the Peace Land Council Officeholder Legal Practitioner Local Government Officeholder Member of Defence Force Means a person currently appointed as a justice of the peace under the Justices of the Peace Act 2005 (SA) or a corresponding law of another State. Means a chairperson or deputy chairperson of an Australian land council or land and sea council established under Commonwealth, State or Territory law. Means a person currently entitled to practise the profession of law under the Legal Practitioners Act 1981 (SA) or a corresponding law of another State. Means a chief executive officer or deputy chief executive officer of a metropolitan or regional council constituted under the Local Government Act 1999 (SA) or a corresponding law of another State. Has the meaning given to it in the Defence Force Regulations 1952 (Cth). Page: 4 of 15

5 Registrar-General's Proposed Policy National Electronic Conveyancing Notary Public Nurse Person Being Identified Police Officer Proclaimed Police Officer Public Servant Relative Representative State [I have amalgamated this with Territory] Verifier An initiative of the Council of Australian Governments (COAG) to provide a single national electronic conveyancing system for use throughout Australia. Means a Legal Practitioner appointed to the role of Notary Public by the Supreme Court of South Australia or any other court in Australia. Means a person currently registered under the Health Practitioner Regulation National Law (South Australia) Act 2010 (SA) or a corresponding law of another State, to practise in the nursing and midwifery profession as a nurse (other than as a student). Means a person listed at Appendix A, being a party to a Conveyancing Transaction, whose identity is to be verified in accordance with the Policy, and any attorney or individual acting for that person. Means an member of South Australia Police under the Police Act 1998 (SA), or the police force of another State under corresponding legislation, or the Australian Federal Police under the Australian Federal Police Act 1979 (Cth). Means a proclaimed member of the police force for the purposes of the Oaths Act 1936 (SA) or an equivalent officer under a corresponding law of another State. Means a person currently employed in the Public Service under the Public Sector Act 2009 (SA) or a corresponding law of another State or the Australian Public Service under the Public Service Act 1999 (Cth). Means a person s spouse or domestic partner or a child, grandchild, sibling, parent or grandparent of the person or of the person's spouse or domestic partner. Means a Conveyancer or Legal Practitioner who acts on behalf of a party to a Conveyancing Transaction. Means Australian Capital Territory, New South Wales, Northern Territory of Australia, Queensland, South Australia, Tasmania, Victoria or Western Australia. Means a Representative or an ADI who undertakes a verification of identity in accordance with the Policy. 2. Introduction South Australia is committed to the implementation of electronic conveyancing. As part of this project a review of business practices and policy changes required to accommodate electronic conveyancing is being undertaken. The Policy has been issued by the Registrar-General. It sets out requirements for verification of identity when a person is a party to a Conveyancing Transaction within South Australian. The introduction of a verification of identity policy is the first step in policy changes required to provide a consistent approach for real property transactions across the paper and electronic lodgement mediums. Introducing a verification of identity policy at this stage in the project will provide a good foundation for introducing subsequent policy changes when they are required. It Page: 5 of 15

6 Registrar-General's Proposed Policy will also assist in providing a smooth transition when electronic conveyancing is implemented in South Australia. 3. Overview 3.1 Transitional Commencement The Policy only applies to paper documents. However, it is consistent with the standard of verification of identity to be introduced as part of National Electronic Conveyancing. Documents executed on or after 1 July 2013 are to comply with the Policy. 3.2 Purpose of the Policy The primary purpose of the Policy is to provide a framework for verification of the identity of a party to a Conveyancing Transaction. The introduction of the Policy reduces the risk of land title fraud and other improper land title dealings in South Australia, thereby strengthening the security, certainty and integrity of South Australia s Torrens land title system. 3.3 Application of the Policy The Policy applies when a person listed in Appendix A is a party to a Conveyancing Transaction in South Australia. The Policy will supersede all Notices to Lodging Parties issued in relation to verification of identity. The Policy will be incorporated into Jessup s Land Titles Office Forms and Practice. 4. Requirement to Verify Identity When the Policy applies, any Legal Practitioner or Conveyancer who acts for a party to a Conveyancing Transaction and any ADI that is a party to a Conveyancing Transaction is to take reasonable steps to verify the identity of: a) Each of their clients or any attorney/individual acting for that client, at the same time as or before they execute a real property document; and b) Where they are an ADI, and the mortgagor does not have a Representative, each mortgagor, at or before the signing of the mortgage; and c) Where they represent an ADI, and the mortgagor does not have a Representative, each mortgagor (at or before the signing of the mortgage), unless the ADI has already taken reasonable steps to verify the identity of each mortgagor for the purposes of the Policy; and d) Where they give a (duplicate/paper) certificate of title to any other person who is not a Representative or an ADI, that person prior to providing the (duplicate/paper) certificate of title; and e) Any person providing an Identifier Declaration. When the Policy applies and an ADI is not a party to the Conveyancing Transaction, selfrepresented parties to Conveyancing Transactions are to comply with the procedure set out in Clause 8. This procedure requires them to be identified by an Authorised Person. When the Policy applies, and a real property document is executed in a Foreign Country, an officer listed at Clause 9 is to verify the identity of the person executing the document. Page: 6 of 15

7 Registrar-General's Proposed Policy 5. Compliance with the Requirement to Take Reasonable Steps Compliance with the verification of identity procedure set out at Clause 6 is considered to be taking reasonable steps to verify the identity of a person for the purposes of the Policy. The Policy allows the Verifier to use an agent to undertake the verification of identity. Clause 7 sets out the circumstances in which an agent may be used. The verification of identity should occur immediately prior to the execution of the real property document where the Verifier and witness are one and the same person. 6. Procedure 6.1 Face-to-face regime The verification of identity is to be conducted during a face-to-face in-person interview between the Verifier (or their agent if an agent is being used) and the Person Being Identified. Verification of identity is to be undertaken by the Person Being Identified producing all the documents in one of the Categories in the table at Appendix B and the Verifier satisfying him or herself that the documents are authentic and identify that person. Where documents containing photographs are produced by the Person Being Identified, the Verifier (or their agent) must be satisfied that the person is a reasonable likeness (for example the shape of his or her mouth, nose, eyes and the position of his or her cheek bones) to the person depicted in those photographs. 6.2 Categories of Identification Documents The Verifier or their agent is to ensure that the Person Being Identified produces original and current documents. The documents listed in Category 1 in the table at Appendix B should be used where possible to identify a person who is an Australian citizen or resident. If these documents are not available, preference should be given to Category 2 and then Category 3 documents. The Verifier or their agent must be reasonably satisfied that a prior Category of documents cannot be provided before using a subsequent Category. Where the requirements of: a) Categories 1 to 3 cannot be met, Category 4(a) may be used; and b) Category 4(a) cannot be met, Category 4(b) may be used. 6.3 Identifier Declaration Where the documents listed in Category 4 are used, an Identifier Declaration is to be provided in accordance with this Clause. The Person Being Identified and the Declarant are to attend the same face-to-face in-person interview with the Verifier (or their agent). The Verifier (or their agent) is to verify the identity of the Declarant in accordance with the procedure set out in Clauses 6.1 and 6.2 above. However, the Declarant cannot utilise Category 4 documents to prove their identity. The Verifier or their agent is to undertake reasonable enquiries to satisfy themselves that the Declarant is: a) an Adult; and b) an individual who has known the Person Being Identified for more than 12 months; and c) not a Relative of the Person Being Identified; and Page: 7 of 15

8 Registrar-General's Proposed Policy d) not a party to the Conveyancing Transaction the Person Being Identified has or is entering into; and e) where Category 4(b) is used, a Bank Manager, Community Leader, Court Officer, Medical Practitioner, Land Council Officeholder, Local Government Officeholder, Nurse, Public Servant, Legal Practitioner, Conveyancer or Police Officer. The Declarant is to provide the Verifier (or their agent) with a statutory declaration in which the Declarant declares the following: a) the Declarant s name and address; and b) the Declarant s occupation; and c) the Declarant s date of birth; and d) the nature of the Declarant s relationship with the Person Being Identified; and e) that the Declarant is not a Relative of the Person Being Identified; and f) that the Declarant is not a party to the Conveyancing Transaction; and g) the length of time that the Declarant has known the Person Being Identified; and h) that to the Declarant s knowledge, information and belief the Person Being Identified is who they purport to be; and i) where Category 4(b) is used, that the Declarant is a Bank Manager, a Community Leader, Court Officer, Medical Practitioner, Land Council Officeholder, Local Government Officeholder, Nurse, Public Servant, Legal Practitioner, Conveyancer or Police Officer. 6.4 Execution by a Body Corporate Where a real property document is executed by a Body Corporate, the Verifier (or their agent) is to: a) Confirm the existence and identity of the Body Corporate by conducting a search of the records of the Australian Securities and Investments Commission or other regulatory body with whom the Body Corporate is required to be registered; and b) Take reasonable steps to establish who is authorised to sign or witness the affixing of the seal on behalf of the Body Corporate; and c) Verify the identity of each individual signing or affixing the seal on behalf of the Body Corporate as if that individual is themselves a person listed at Appendix A. 6.5 Execution by an Individual as Attorney Where a real property document is executed by an individual as attorney under a power of attorney the Verifier (or their agent) is to: a) Confirm from the registered power of attorney the details of the attorney and the donor; and b) Take reasonable steps to establish that the Conveyancing Transaction is authorised by the power of attorney; and c) Verify the identity of the attorney as if the attorney is themselves a person listed at Appendix A. 6.6 Execution by a Body Corporate as Attorney Where a real property document is executed by a Body Corporate as attorney under a power of attorney, the Verifier or their agent is to: a) Confirm from the registered power of attorney the details of the attorney and the donor; and b) Take reasonable steps to establish that the Conveyancing Transaction is authorised by the power of attorney; and Page: 8 of 15

9 Registrar-General's Proposed Policy Comply with Clause 6.4 of the Policy. 6.7 Previous The Verifier(or their agent) need not verify the identity of the Person Being Identified in accordance with the Policy if that Verifier (or agent), as the case may be, has a face-to-face in-person interview with the Person Being Identified and has within the previous 24 months verified the identity of the Person Being Identified in accordance with the Policy. 6.8 Supporting Evidence Each Verifier should write the statement below on the respective real property document to be lodged for registration or noting and then sign it: I, [full name of Verifier] have taken reasonable steps to verify the identity of [insert full name of Person Being Identified] in accordance with the Registrar-General s Policy. Any material supporting verification of identity is to be retained by the Verifier for at least 7 years from the date of execution of the real property document. 7. Use of Agent A Verifier may engage an agent to undertake the verification of identity on their behalf if: a) the Verifier reasonably believes that agent is reputable and competent; and b) the agent: i. has both professional indemnity and fidelity insurance each for an amount of at least $1.5 million per claim; or ii. is a legal practitioner or conveyancer; or iii. is an ADI. If a Verifier engages an agent to undertake the verification of identity on their behalf, the Verifier is to: a) Direct the agent to conduct the verification of identity in accordance with the Policy; and b) Receive from the agent copies of all documents inspected by the agent for the purposes of verification of identity, signed, dated and endorsed as a true copy of the original by the agent, and a certification in a form consistent with Appendix D. 8. Self-represented parties where there is no ADI 8.1 Where an ADI is not a party to the Conveyancing Transaction, self-represented parties are to be identified by an Authorised Person, in accordance with the Policy, as if the Authorised Person were a Verifier. Authorised Persons are listed at Appendix C, 8.2 Requirements The Authorised Person, on completion of the verification of identity, is to make a copy of each of the original identity documents relied upon and do the following: a) Provide a certification in a form consistent with Appendix E for each individual being identified and list and attach copies of the identity documents relied upon; and Page: 9 of 15

10 Registrar-General's Proposed Policy b) Endorse each copy of the identity documents with a statement that it is a true copy of the original; and c) Sight and witness the execution of the real property document by the Person Being Identified after their identity has been verified. 8.3 Supporting Evidence Self-represented parties are to ensure that a real property document lodged with the Registrar- General for registration or noting has attached to it the duly completed certification from the Authorised Person in a form consistent with Appendix E and the endorsed copies of the original identity documents. 9. Verification of a person executing a document in a Foreign Country This clause applies if a real property document is to be executed in a Foreign Country. The identity of the party executing the real property document is to be verified by one of the following officers, as if that officer is an Authorised Person (if there is no Verifier), or an agent engaged by the Verifier (if there is a Verifier): a) An Australian Consular Officer or an Australian Diplomatic Officer; or b) Where the person being identified is a member of the Australian Defence Force, a Competent Officer. Category 4 documents are not to be used for verification of identity conducted in a Foreign Country. 10. Further Checks for Identity may be Required Mere mechanical compliance with the Policy, without attention to detail, is not sufficient. The Verifier, or their agent, or the Authorised Person in the case of self-represented parties, must satisfy themselves that the Person Being Identified or Declarant is the person they purport to be. The Verifier or their agent or the Authorised Person is to undertake further steps to verify the identity of the Person Being Identified or the Declarant where they know or ought reasonably to know that: a) any identity document produced by the Person Being Identified or the Declarant is not genuine; or b) any photograph on an identity document produced by the Person Being Identified or the Declarant is not a reasonable likeness of the Person Being Identified or the Declarant; or c) If it would otherwise be reasonable to do so. 11. Amendment The Policy may be amended by the Registrar-General from time to time. Page: 10 of 15

11 Registrar-General's Proposed Policy Appendix A Application of the Policy - Parties to Conveyancing Transactions Conveyancing Transaction When an estate or interest in land is transferred When an estate or interest in land is mortgaged When a mortgage is discharged When an estate or interest in land is leased Encumbrance When a Transmission Application is executed When an Application to Register Death is executed When an Application for a Substitute Certificate of Title/Crown Lease is made When a request to retain the old manual title is made by a person not a party to any of the transactions listed above Person Being Identified The Transferor and the Transferee The Mortgagor and Mortgagee (unless the Mortgagee is an ADI) The Mortgagee (unless the Mortgagee is an ADI) All parties to the lease (except consenting parties) Encumbrancer and Encumbrancee The Executor or the Administrator The Survivor The Applicant and (if the Registered Proprietor has legal capacity) the Registered Proprietor The Registered Proprietor Page: 11 of 15

12 Registrar-General's Proposed Policy Appendix B Identification Document Categories Category Minimum Document Requirements 1 For persons who are Australian citizens or residents: A passport issued by the Australian Government or a foreign passport including an Australian resident visa label plus Australian driver s licence or Proof of Age Card plus change of name or marriage certificate if necessary. 2 3 A passport issued by the Australian Government or a foreign passport including an Australian resident visa label plus full birth certificate, citizenship certificate or descent certificate plus Medicare, Centrelink or Department of Veterans Affairs card plus change of name or marriage certificate if necessary. Australian driver s licence or Proof of Age Card plus full birth certificate, citizenship certificate or descent certificate plus Medicare, Centrelink or Department of Veterans Affairs card plus change of name or marriage certificate if necessary. a) Identifier Declaration plus full birth certificate, citizenship certificate, descent certificate plus Medicare, Centrelink or Department of Veterans Affairs card plus change of name or marriage certificate if necessary. 4 b) Identifier Declaration by a person specified in Clause 6.3 plus Medicare, Centrelink or Department of Veterans Affairs card plus change of name or marriage certificate if necessary. For persons who are not Australian citizens or residents: a) Foreign passport plus another form of government issued photographic identity document plus change of name or marriage certificate if necessary. 5 b) Foreign passport plus full birth certificate plus another form of government issued identity document plus change of name or marriage certificate if necessary. Page: 12 of 15

13 Registrar-General's Proposed Policy Appendix C Authorised Persons Authorised Person Information/Locations for Authorised Persons within South Australia 1 Justice of the Peace Justice of the Peace Services Attorney-General s Department Level 4, Grenfell Street Adelaide 5000 To locate a JP in your area 2 Proclaimed Police Officer Proclaimed Police Officers, can be found at most South Australian police stations. It is advisable to call the police station before attending to ensure there is a Proclaimed Police Officer available when you attend. 3 Legal Practitioner or Conveyancer Legal Practitioner- Law Society of South Australia Conveyancer- Australian Institute of Conveyancers Consumer and Business Services 4 Notary Public Page: 13 of 15

14 Registrar-General's Proposed Policy Appendix D Agent Certification I, [full name of agent], of [address of agent] being a [occupation of agent] hereby certify that: a) The identification relates to [full name of the Person Being Identified]; and b) The identification was carried out on [date]; and c) The original current identification documents as listed below were produced to me and copies of these documents endorsed by me as true copies are attached to this certification; and d) The verification of identity was conducted in accordance with the Registrar-General s Policy. Date Agent List of identification documents produced -see (c) above: Description of identity documents produced and sighted Page number in set of copies Eg Australian Passport 1 Page: 14 of 15

15 Registrar-General's Proposed Policy Appendix E Self-Represented Party Authorised Person Certification I, [full name of Authorised Person], of [address identification was carried out at] being a [capacity in which they are an Authorised Person eg Justice of the Peace] hereby certify that: a) The identification relates to [full name of the Person Being Identified]; and b) The identification was carried out on [date]; and c) The original and current identification documents listed below were produced to me and copies of these documents endorsed by me as true copies are attached to this certification; and d) The verification of identity was conducted in accordance with the Registrar-General s Policy; and e) I witnessed [full name of the Person Being Identified] execute the completed [list real property document(s) eg Transfer/Mortgage etc]. Date Authorised Person Authorised Person s contact number List of identification documents produced -see (c) above: Description of identity documents produced and sighted Page number in set of copies Eg Australian Passport 1 Page: 15 of 15

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