Deeds Office Tracking Search (DOTS) Steps

We have had a few requests from our clients to list the steps a property of bond registration goes through when being registered at the Deeds Office. Deeds Office Tracking (DOTS) is a powerful search allowing you to track the progress of a property or bond registration at the Deeds Office. When a property or bond is registered at the Deeds Office it goes through various stages before being registered. The entire process takes around 21 working days depending on the backlog at the Deeds Office.

The process followed in registering a property or bond at the Deeds Office is a follows:

1. Lodge Date – The date it is lodged (submitted) at the Deeds Office.
2. Link Batches – Here all the various documents are linked together to ensure they can be tracked through the Deeds Office.
3. Data Prep – The document is being prepared to be examined by examiners.
4. Into Distribution – The document is now ready to be examined.
5. Assigned to Examiner – Usually there are 3 examiners that examine the document to ensure it contains all the information needed.
6. Returned from Examiner – Once the document has been examined then it is returned to proceed to the next step.
7. Out of Distribution – Once the document has been examined then it is ready to be registered if all is in order.
8. At Prep – The document is prepared to be registered.
9. Into Execution – The document is in the final stages before it is registered.
10. Reg Date – This is the most important date as this is the official date that the property is registered. At this stage the transfer fees and seller are paid.
11. Into Numbering – Once registered the document needs to be numbered, captured and scanned.
12. Out of Numbering – Once numbered the document is ready to be captured on the system.
13. Data Capturing – At this point the information contained in the document is captured onto the Deeds Office System.
14. Into Micro – Once captured it is sent to be microfilmed and scanned to electronic retrieval.
15. Delivered – The document is finally being delivered to the attorney.