Response from Chief Registrar of Deeds to Questions about eDRS (Electronic Deeds Registration System)

1. When the roll-out date?
The Electronic Deeds Registration System is intended to go live on 1 April 2025 to controlled user base as part of the production readiness testing (beta testing – final round of testing before releasing eDRS to the entire targeted audience).   

2. How has the testing of the system been handled?
Beyond the normal standard test extensive User Acceptance Testing (UAT) is conducted by Deeds business process owner, additionally as part of roll- out, the planned release will be subjected to beta testing process with selected stakeholders that include Banking Association South Africa (BASA), Legal Practice Council (LPC) and  conveyancing fraternity, and deeds internal users in order to assess product readiness for release to the wider audience.

3. Is the new system going to be rolled out in stages?
Yes. The system is going to be rolled out in a phased/ staggered approach starting with the release of the Information Provisioning module (which facilitates seamless inspection of deeds registers and title deeds and documents)  and eLodgement modules (ePreparation and eSubmission).  Release one of the eDRS will provide for electronic lodgement of up to 25 selected transactions as agreed with stakeholders. Subsequent transactions will be phased in across the Medium Term Expenditure Framework (MTEF) period.
Prioritisation of transactions will be agreed to with key stakeholders.

4. How are the conveyancing software vendors being linked to the system?
At this stage, the eDRS is not linking with conyeyancing software vendors. Conveyancers will utilise the eDRS forms for lodgement process.

5. Are the banks linking their bond instruction and reporting to the system?
There are no banks linking their bond instruction with eDRS, however, transaction outcome e.g. message for registration outcome of Bonds will be sent to stakeholders

6. Are municipalities being linked for rates clearances etc?
Yes, in the long term, this is the plan. Currently Release 1 is linked with Department of Home Affairs (DHA), Companies & Intellectual Property Commission (CIPC) and LPC for purposes of verifying transactions against national population register (NPR), companies/ entities registered, conveyancers and notaries in line with the Deeds Registries Act No 47 of 1937, and eDRS Act No 19 of 2019.

7. How does the system control who is using the system to e-register?
Through user access management (UAM) process which manages user registration and access to different system functional.
Reserved functionalities such as the ability to lodge, execute and register is limited to authorised users (conveyancers, notaries and internal officials) as maybe applicable to a respective transaction.

8. Is there an additional fee per transaction for the new system?
Yes. A lodgement fee has been determined as per amended Schedule of Deeds Fees prescribed by Regulation 84 of the Deeds Registries Act, No. 47 of 1937. The fees that will be implemented have already been published and communicated through the Chief Registrar Circular (CRC) 2 of 2025.

9. How is training going to be done for the conveyancers?
Conveyancers will be orientated on the system through virtual and physical session. We have also prepared training material including tutorial videos.

10. Where is the data going to be stored?
State Information Technology Agency (SITA) is providing data storage and related infrastructure.

11. Is the data storage going to be more secure than current state systems, which have been compromised….often?
In response to addressing security requirements, an eDRS Information Security Standards Directive has been developed to guide system implementation and hosting.  

12. Is there a system demo that can be shared with roll-players?
Several demos have been conducted with selected key stakeholders, i.e deeds officials, BASA, LPC and conveyancers. Further system demos will be conducted with a wider base of our stakeholders.

13. Does the DeedsWeb search system integrate with the new system?
eDRS incorporates Deeds Web functionality through Information Provisioning module.

14. What are the expected functions of eDRS system?
– Electronic lodgement of deeds transactions, this includes electronic preparation and electronic submission process
– Automated distribution of transactions to examination section officials
– Electronic examination of transactions
– Electronic registration
– Electronic delivery and messaging
– Electronic payments.

15. Are there documents stored in electronic format, or is there only a digital record of the transaction linked to land parcel? In other words are there still documents signed electronically, like the physical deeds now – but just digital.
Or is there now only a transaction with parties details and links to the SG land parcel?
Both. The eDRS provides for both the signed electronic documents (e.g. deeds of transfer and certificate of registration as may apply) and a digital data record of related transactions.

16. Is there a forum of industry experts who are advising the Deeds Office on the new system?
The Deeds Office is working with industry for product quality assurance and the BASA/LPC engagements has considered establishing of committee to undertake peer review and advice activities. This will be conducted as part of beta testing.

Thank you to the Chief Registrar of Deeds for providing these answers.