Deeds Office Volumes

Pretoria Deeds Office
Dated 30th July 2021

Please see communique from the Registrar of Deeds Pretoria:

Conveyancers

We are doing a cleanup of system and checking of unusual movements of deeds in system. Please be notified that we are closing down on deeds fast tracked in system due to backlogs. We are monitoring unnecessary delays of deeds in our systems and rectifying them. We will be closing accounts of firms whose deeds are flying through system and tampering with our plans to eradicate backlogs.

No conveyancers are allowed at data and micro with immediate effect.

No conveyancer must respond to calls by examiners to come rectify deeds because they will reject if not attended to .

No deeds office staff are allowed to call you for deeds except managers and deputies . If in trouble call management.

Exception reports are drawn and checked daily to monitor movement of deeds.

All sections will update you in lifts on progress in their sections. Please notify us of any delays in your deeds.

Please adhere to Covid 19 regulations.

Do not share barcodes.

Thanks for your continued support

~

Pretoria Deeds Office
Dated 29th July 2021 – 7:15

Good Morning

Message from Pretoria Registrar re the Covid incident of yesterday:

Post contamination assessment has been done and office is ready for occupation

Kind Regards
Allen West

Pretoria Deeds Office
Dated 29th July 2021 – 12:00

Good morning colleagues. Update on Pta Deeds

Examination

Junior Examiners …15 July ( if your deeds were lodged before 15 July and there is no movement please contact myself, deputies, Mrs Jooma or Mrs Sibanyoni.

Juniors are doing 2 days’ work for 2 days on 3rd day deeds are returned and 2 days’ work is given returned on Friday. This means no deed must be held by junior for more than 3 days.

We are capturing 14 July and 15 July”

Kind Regards
Allen West

~

Johannesburg Deeds Office
Dated 26th July 2021 – 14:30

The 26th floor at the JHB Deeds Office has been decontaminated.

A readiness assessment will be conducted at 8:00 tomorrow morning.

Staff will be able to access the 26th floor from 8:15 and clients from 9:00. 

Service times will be extended.

Apologies for the inconvenience caused

Kind Regards
Allen West

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Johannesburg Deeds Office
Dated 26th July 2021 – 7:00

Good Day

The office has received confirmation that one of the conveyancers who was in the office on Friday has tested positive for covid 19. The conveyancer indicates visiting all sections on the 26th floor. After a risk assessment has been done a decision was reached to close the 26th floor with immediate effect and arrange for decontamination thereof tomorrow morning.

Can you please share the closure of the 26th floor with the rest of the legal

Kind Regards
Allen West

Pretoria Deeds Office
Dated 21st July 2021 – 15:00

The following message just received :

“The office will be open for operations on Thursday 22 July”

Audrey

Kind Regards
Allen West

~

Pretoria Deeds Office
Dated 21st July 2021 – 12:00

Due to a COVID Incident no Preps were put forward this morning.

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Pretoria Deeds Office
Dated 21st July 2021 – 7:00

Good Morning

Current backlog at Pretoria Deeds Office:

Jnr=9333
Snr =1300

This excludes yesterday’s Lodgement of 1379 deeds

Kind Regards
Allen West

~

Johannesburg Deeds Office
Dated 20 July 2021 – 7:00

Good morning,

Management received confirmation this morning of a Covid19 positive results from one of the clients who was in the 26th floor.

As a result access to 26th floor “only” will be restricted immediately to clients and staff working in the said floor. A risk assessment will be conducted to determine direct contacts and the areas to be decontaminated on 26th floor.

NB: Only floor 26 is affected by this closure.

We will keep you posted on the Re-opening of the floor.

Please assist circulating the message.

Regards
JHB Management

Kind Regards
Allen West

Pietermaritzburg Deeds Office
Dated 19th July 2021 – 7:00

Pietermaritzburg Deeds Office will be open today.

Daan

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Johannesburg Deeds Office
Dated 15 July 2021 – 7:20

Good Day:

The decontamination and disinfection process of all affected areas was finalised last night  at 18:00pm, as a result the office will open for operation this morning  the 15th July 2021 as follows:

1. The post decontamination assessment will be conducted in the morning at 07:00am.

2. Staff will be allowed entry from 08:00am to finalize work that was not completed today.

3. Clients will be then be allowed from 09:00am.

You will be informed should there be any unforeseen changes

~

Johannesburg Deeds Office
Dated 14th July 2021 – 12:00

Dear All

Please note that there has been a covid19 positive case reported by an official who was in the office yesterday. As a result the office will immediately close for decontamination.

You are requested to vacate the building to allow the affected areas to be disinfected asap.

Kind regards
JHB Deeds Management

Kind Regards
Allen West

Pretoria Deeds Office
Dated 14th July 2021 – 7:15

Open

Pietermaritzburg Deeds Office
Dated 12th July 2021 – 8:00

Hallo
 
In Pietermaritzburg the deeds office has closed owing to riots. Most practices will also not open.

Pmb Deeds Office will reopen on the 19th July 2021.
 
Dr Daan Steenkamp

~

Pretoria Deeds Office
Dated 12th July 2021 – 7:15

Dear Colleagues.

Thank you to all of you have offered to assist with the problems of regular closures of the Pretoria Deeds Office. I repeat that the management of The Deeds Office Pretoria is doing all possible to limit closures within the existing protocols they are subject to. We are thus grateful for that and that conveyancers are still not restricted in the number allowed to enter. This however comes with the responsibility of not entering the building if you have any symptoms or have been exposed to Covid positive persons. By doing this the closures can be limited because the moment it comes to the knowledge of the management that a Covid positive case entered the building they have to follow the decontamination process. We also ask you not to lodge matters where your clearance is soon to expire because with the current backlog of approximately 25000 Deeds your matter will not come up for prep before the clearance expires thus just causing a further increase of backlog. We suggest that clearances should be valid for at least a month from date of lodgement. Thank you to all members for the responsible way you assist our colleagues in the Deeds Office.

Stay safe.
Anton Theron obo PAA JAA and GAA

PS Please note the M-Floor (Archives Section) at Merino Building has been successfully decontaminated after being exposed to COVID-19. Post decontamination assessment was conducted and it was established that the section is now ready to be occupied. The entire building is, therefore, ready for occupation. Staff is therefore requested to report for duty , Monday, 12 July 2021.

Kind Regards
Allen West

~

Pietermaritzburg Deeds Office
Dated 8th July 2021 – 18:00

Evening Colleagues
Please take note that Deeds Office Pietermaritzburg is closed until further notice, after a COVID-19 positive case was reported . Daan Steenkamp

~

Johannesburg Deeds Office
Dated 9th July 2021 – 7:10

Good Morning

Please be advised that all affected areas (entire 26th floor) were successfully decontaminated and disinfected.
The office readiness assessment was conducted and the office was declared ready for to be accessed as per required cooling period for chemicals used.

The office is officially opened for services today 09/07/2021.

Kind Regards
Allen West

Pretoria Deeds Office
Dated 9th July 2021 – 7:00

Good Morning

Please note Merino Building that house PTA Deeds and SG officials is temporarily closed due to exposure to COVID-19.
The office will not be accessible today 09 July 2021.

You will be informed about the return to office once the decontamination process has been finalized.

Kind Regards
Allen West

~

Johannesburg Deeds Office
Dated 8th July 2021 – 9:20

Dear JHB Clients,

Please note that management just received confirm of a Covid19 positive case from one of the clients
who was in the office yesterday as a result the affected floor 26th floor will be closed for decontamination.

Access will be immediately restricted in respect of 26 Floor.

Regards
JHB Management

Kind Regards
Allen West

~

Pretoria Deeds Office
Dated 7th July 2021 – 7:25

Good day colleagues

Please note that the Merino Building has been successfully decontaminated and post decontamination assessment was conducted and a decision was taken that the building is now ready for occupancy.
Staff is therefore informed to report for duty on 07 July 2021.

Keep safe all the time..

Regards
Rakoli

Kind Regards
Allen West

~

Pretoria Deeds Office
Dated 6th July 2021 – 7:00

Good day colleagues

Please note that the Pretoria Deeds Office has been exposed to Covid-19. The building is therefore temporarily closed and cannot be accessible.

You will be notified about the reopening of the building after decontamination process has been finalized.

Regards
Rakoli
06.07.2021

Kind Regards
Allen West

~

Pretoria Deeds Office
Dated 5th July 2021 – 11:50

Prep clerks reduced from 43 to 15  allowed in Deeds Office Pretoria with immediate effect.

May cause delays with lodgment and other linking’s.

Management of Deeds Office requests cooperation from all.

The measure is necessary in keeping with current Covid protocol.

Anton Theron obo PAA JAA and GAA

Kind Regards
Allen West

Johannesburg Deeds Office
Dated 5th July 2021 – 8:50

Notice to JHB Deeds Clients:

Please take note that from 05-09 July 2021 the office will only grant Special Final Black Book on Rate Clearance which expires on the date of request.  Any other reason will not be granted. This is due to isolation of over 70% of officials at DATA due to  two Covid19 positive cases reported over the weekend.

This will assist with efficient flow of work while we are under staff.

Clients must put deeds forward a day before as per normal procedure.

Your cooperation will be highly appreciated.

Regards
JHB Management

Kind Regards
Allen West

~

Pretoria Deeds Office
Dated 5th July 2021 – 8:00

OFFICE OF THE REGISTRAR OF DEEDS Private Bag X183, Pretoria, 0001; Tel: 012 338 7000; Fax: 012 338 7103

EXAMINERS NOTICE 05/2021

Interim procedures affecting RCC ‘s and VA applications

1. PURPOSE

To set out a procedure a to regulate acceptance of new rates clearances certificates and provide clarity when a copy of a newspaper is lodged

2. BACKROUND

A. During a stakeholder engagement by management and the PAA committee (Conveyancers) raised the following concerns:

Rejection of deeds which had been on the system for a long period / or lodged timeously and yet rejected because the RCC had lapsed. The delays caused by the backlog and Covid-19 has resulted in the turnaround times for making deeds available on prep being affected negatively.

B. A second problem was the uncertainty and uniformity for rejecting VA applications where the conveyancer lodge a certified copy of the advertisement, in some cases the conveyancers cannot obtain the original depending on the news paper and the area of advertisement.

3. IMPLEMENTATION

A. LAPSED RCC

Examiners are advised to asses the Rates clearance certificate lodged and compare with the date of lodgement of the deeds, especially in cases where a VA application is part of the batch, as sometimes the copy required is a “PDF” and can take weeks to obtain. Senior examiners are encouraged to determine if the deeds were in the system longer than 10 working days, and not reject the deeds if the rates clearance

expired during examination, but rather make a prep note to lodge a new clearance before registration.

Examiners are also advised to accept a new clearance certificate during examination accompanied by a tracking printout whereon a deputy registrar has given consent to insert the new RCC that indicates that the deeds are in the system longer than 10 days.

The examiner must link the new RCC and the tracking together with the old RCC as documents in the deed.

B. LOST COPY (VA)

VA applications must have a certified copy of the newspaper clipping as well as the original newspaper advert or just the original newspaper advert. The examiner must be able to establish the date, which newspaper as well as the content of the advert. Snippets of a page of the newspaper clipping where the date and the advert has been cut out, separated and pasted on a page is not acceptable the whole page must be lodged.

In cases where the conveyancer only lodged a certified copy which complies with the requirements the examiner may make prep/personnel note to the conveyancer to present the original before registration and mot reject the deeds.

This notice will be effective immediately

4. IMPLEMENTATION DATE 28 June 2021

Acting Registrar of Pretoria Deeds Office

~

Johannesburg Deeds Office
Dated 2nd July 2021 – 15:15

Dear JHB Deeds Clients,

Please be advised that the Johannesburg Deeds Registry has been exposed to a Covid-19 positive case of an official the service has been requested decontaminated this afternoon.

As a result the office has been closed with immediate effect.
Further up dates will be communicated in due course.

Kind Regards
Allen West

~

Pretoria Deeds Office
Dated 2nd July 2021 – 14:00

Dear All

Please note the following:

  1. Matters lodged on the 9th of June is now starting to come on prep (there may be a few exceptions);
  2. The backlog is still over 20000 and the turnaround time for deeds will not improve in the short term, due to the slow pace of implementation of overtime work;
  3. The concession regard inserting of clearances on prep will only be allowed if your clearance is, or was, valid for at least 21 days from date of lodgement;
  4. Matters being lodged now must have clearances valid for at least 30 days to allow the concession of inserting clearances on prep;
  5. Data section has less than 50% of staff at the office and there will thus be long delays in updating records with data.
  6. Rectifications of data will take much longer than before;
  7. Not all firms have permanent conveyancers in the deeds office and many make use of prep clerks. The number of prep clerks allowed into the deeds office has been reduced and it often happens that firms who make use of their services find it difficult to have their deeds in the relevant pigeon holes for linking to lodge etc. We often find that the allegation is made that a firm has placed deeds in the pigeon holes for linking, only to find that it is not correct. It is not necessarily due to dishonesty but merely they believe it was done. Our staff check the pigeon holes regularly and if Aubrey says the deeds were not there for linking, it will factually be correct.
  8. Many matters have been scanned at various points, for instance data, distribution, prep, numbering, data capturing and delivery whilst it is actually not at that specific point. The tracking system is, in other words, not at all times accurate. Many deeds will now show “delivery” whilst it has not yet been thrown out;
  9. There will be delays between distribution of deeds to various levels of examination. It may be that a p/out will show it has been scanned to level 1 or 2 but then take a few days before the examiner actually receives/examines the deed. This will, for instance, be due to the rotation of staff and limited staff in the ofiice;

We will try to keep you informed of further developments.

Anton Theron

OBO PAA/ JAA / GAA

Kind Regards

Allen West

Pretoria Deeds Office
Dated 2nd July 2021 – 10:30

Dear All.

Clearances must be valid for 30 days from date of lodgment to qualify for the concessions to lodge a new clearance on prep.

It will thus be advisable to only lodge matters where you have a clearance valid for at least 30 days.

Anton

Kind Regards
Allen West

Pretoria Deeds Office
Dated 1st July 2021 – 7:00

Good Morning

Herewith the latest update:

Please note that the Merino Building that houses Surveyor General and Pretoria Deeds staff has been decontaminated after being exposed to Covid -19 and a post decontamination assessment was conducted and a decision was taken that the building is ready to be occupied.
Staff is therefore informed to report for duty tomorrow 01 July 2021.

Regards
Rakoli

Kind Regards
Allen West

~

Pretoria Deeds Office
Dated 30th June 14:33

Dear Colleagues.

There has been another infection in the Deeds Office Pretoria and the process of decontamination will start asap.
The office will probably be closed tomorrow unless the assessment is done early.
I suggest that members wait for further communication before coming to the Deeds Office Pretoria tomorrow.

Anton Theron
obo PAA JAA and GAA Property Committee

Kind Regards
Allen West

~

Pretoria Deeds Office
Dated 30th June 2021 – 14:00

Dear All.

With very limited staff. The PTA Deeds Office registered 2600 deeds today. Taking into account that they closed on Monday evening, reopened this morning after the challenge of protocols etc., and only being able to advise staff to return to office after clearance of the building after 07h00, it is a wonderful example of commitment to duty and co-operation.

The PAA, JAA and GAA extend our warmest gratitude to the staff of the Deeds Office Pretoria and all members who assisted to make a difference against heavy odds.

Sincerely. Anton Theron obo the PAA JAA and GAA Property Committees

Kind Regards
Allen West

~

Pretoria Deeds Office
Dated 30th June 2021 – 7:00am

(A message from Acting Registrar : Pretoria Deeds)

The office has been decontaminated and a post contamination assessment was performed this morning and the office is ready for business.

However the registrar cautions that due to a number of staff in self-isolation, some services might be disrupted, however the office will try assist clients as much as they can. We apologies for inconvenience that might have been caused by constant closure of office.

…….Message from Anton Theron

Dear Messrs Ndlovu, Gwangwa, Damons and Ms Hurter.

Thank you again for the constructive meeting

We confirm the following

  1. Matters may be blackbooked and registered on the day it comes on prep without further permission being required.
  2. Special arrangements for examination of Deeds at home by examiners will be arranged and further details will follow. Conveyancers will be requested to be patient and allow the system to be perfected in time.
  3. a circular will be distributed regarding inserting clearances on prep where they have lapsed during the time spent in the Deeds Office.
  4. Deeds currently on prep can also be blackbooked and put forward when the Deeds Office reopens.
  5. Matters on prep where the time periods for registration have lapsed will automatically be extended and if rejected will be subject to corrective maintenance.
    6 matters put forward on Monday for registration will remain up for execution when the Deeds Office reopens.

Kind Regards
Allen West

~

Pretoria Deeds Office
Dated 29th June 2021 – 7:10am

I have spoken to Acting Registrar Mr Ndlovu who confirmed that the PTA office will be closed today due to another infection.

Further communications will follow.

Anton Theron
obo PAA JAA and GAA Property Committee

~

Johannesburg Deeds Office
Dated 29th June 2021 – 7:00am

Dear JHB Deeds Clients,

Please be advised that the affected areas were successfully decontaminated yesterday afternoon. However due  to unforeseen delays, the office readiness for occupation assessment is scheduled to take place this morning at 07:00am. Therefore access to the building will be allowed as follows:

• Cleaners: 07:20am

• Deeds Office Staff: 08:00am

• Clients 08:30am

Special arrangement will be made for extended registration and other services

Very Important

JHB Management received a report that some clients are forcefully allowing Prep Clerk on 26th Floor which is against Registrars Notice 8/2021 which stated clear that no Clerk are allowed on 26th Floor this includes the lift foyer. This action undermines of Covid19 and security protocol implemented by management and will not be taken lightly. Clients are requested to follow all protocol implemented as it is for the benefit of all and drastic action will be taken against the affected clients.

Kind Regards
Allen West

~

Pretoria Deeds Office
Dated 28th June 2021 – 10:45am

Dear Colleagues

Please excuse quality of this email. It is being sent on cell phone.

The following applies:

1 – only matters where clearances expire today can be put forward for registration today. The same will apply for the next few days,

2 – there will be a general circular to examiners to make prep notes on matters that have been in the system for 10 working days and longer to allow new clearances to be inserted on prep. They should thus not be rejected

3 – the whole numbering section is in self-isolation and further info will follow on impact of this

4 – whole prep section in self-isolation and preps will be slow. Management doing all they can to address this

Management is working on plan to see what can be done regarding black booking and data. Request has been made for all to co-operate and avoid unnecessary consultations on 4th floor.

Colleagues are requested to assist management during this period and not to overload the system. More communication will follow.

Regards
Anton Theron
For Property Committees of the GAA, PAA and JAA

~

Johannesburg Deeds Office
Dated – 27th June 2021 (Sunday) – 16:00

Due to today being a Sunday the required quotes for decontamination today was received very late, making it impossible to appoint a service provider who could provide the service this evening. Decontamination and the readiness for occupation assessment will be conducted tomorrow. We apologize for the inconvenience. Please inform the fraternity of tomorrows office closure.

Further updates will be communicated tomorrow

Kind Regards
Paulina Zwartland
Deputy Registrar of Deeds: Johannesburg
paulina.zwartland@dalrrd.gov.za
Tel. No. 011 843 8311

~

Dated – 25th June 2021 7:00Pretoria Deeds Office

Kindly find the notification of the closure of the Pretoria Deeds Registry and the response thereto from Anton Theron:
Please note that the office (Pta Deeds) was exposed to a Covid-19 positive case.  The office is temporarily closed
You will be informed about the return to office once the decontamination process has been finalized.

Response
Dear Mr Ndlovu and Mr Gwangwa.

I hope you are doing well and in good health. The latest information about your staff and infections is noted with great pain and concern.
We hope they all recover fully. We know you have many challenges and offer all assistance from the Associations.
It will be a great help to be informed of progress today with the decontamination and possibility of overtime work the weekend to enable us to prepare our members on the impact of the latest challenge. You are in our thoughts and may you and your staff find strength in these difficult times.

Thank you for keeping us informed thus far.

Best wishes.
Anton Theron for PAA JAA and GAA

~

Dated – 24th June 2021 16:00Pretoria Deeds Office

Mr Anton Theron,  as representative of the GAA, PAA and JA, had a further meeting with Mr Ndlovu and Mr Gwangwa today during which the following was discussed and confirmed:

  1. The backlog of deeds lodged and awaiting distribution is approximately 21000;
  2. Deeds Lodged on the 7th and 8th of June are currently being distributed to first examiners. It is thus likely/possible that these deeds will not be on prep for registration before the end of June;
  3. Deeds lodged after the 7th and 8th of June will mostly not be registered before the end of the month;
  4. There is no finality regarding our request to lodge clearances on prep and a communication in this regard will follow in due course. It will only be allowed, if permission is granted, on matters where it is quite clear that the clearance would not have lapsed under normal circumstances;
  5. The conveyancers are urged not to lodge matters where clearances are valid for less than 1 month. With the current backlog these matters may not be registered before the clearances expire;
  6. Further overtime for examiners is still under discussion;
  7. A team list will be circulated shortly to enable conveyancers to discuss notes and rejections with ARs;
  8. Arrangements will be made to have a person on the first floor to remove examiners notes to avoid unnecessary contact with examiners;
  9. Corrective maintenance will only be considered if the relevant notes have been discussed with the examiner, or his AR, and the note has been removed. No matters should be placed in the “corrective maintenance box” if this has not been complied with;
  10. The situation regarding the number of prep clerks to be admitted to the third floor has not been finalised and further communications will follow;
  11. Rotation of staff/examiners will continue and may affect turnaround times.

We will endeavour to keep you updated

Kind Regards
Allen West

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