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Land Registry Circular Memorandum (LRCM)

Land Registry Circular Memorandum No. 1/12

10 January 2012

Release of Two New Versions of E-Memorial Form

This circular announces the release of two new versions of e-Memorial Form for free downloading from the Land Registry’s website with effect from 19 January 2012.

The New e-Memorial Form

2. The e-Memorial Form with a 2-dimensional barcode has received overwhelming support from users since its launch in July 2009. To meet our customers’ rising expectations, we are launching two new versions of the e-Memorial Form (i.e., an enhanced basic version and one with data import function). These new versions represent another step forward in the automation of the memorial form completion process. Completion of memorial forms will be simpler and faster. The two new versions of e-Memorial Form are far more intelligent, convenient and flexible in comparison with the conventional pre-printed memorial form.



E-Memorial Form with Auto-fill Function (Internet Connection Required)

3. In the basic version of the e-Memorial Form, we have built in an auto-fill function. When users key in a Property Reference Number, corresponding property particulars (i.e., address, lot information and share of the lot, if applicable) from our Integrated Registration Information System (IRIS) will appear in the relevant fields of the e-Memorial Form for reference by users. The automation will minimize manual transcribing so that users can focus on ensuring accuracy of the particulars on the memorial form.



E-Memorial Form with Data Import Function

4. The e-Memorial Form (Data Import) is a new product tailor-made for users who need to fill out a number of memorial forms with the same set of basic information. Legal practitioners handling a series of transactions or a property project will find it particularly useful. The data import function can help users to transfer all memorial particulars of the instruments concerned from a Microsoft Excel worksheet to the memorial forms for completion of multiple memorial forms in one go. This automated tool will relieve users of the repetitious and error-prone data entry process.



Downloading of the New e-Memorial Form

5. From 19 January 2012, the enhanced e-Memorial Form and the e-Memorial Form (Data Import) will be available for downloading from the Land Registry’s website (www.landreg.gov.hk). CDs of the new versions of e-Memorial Form will also be available free of charge at our Customer Centre on 19th Floor of Queensway Government Offices. Major features of the new versions of e-Memorial Form and relevant workstation requirement specifications are set out in the Appendix for reference.

6. The existing version of the e-Memorial Form which has been installed by users in their computers can continue to be used for the time being. Users, however, are strongly recommended to install the new versions for use to enjoy the added benefits. To cater for all our customers, the pre-printed form will continue to be available for sale in the Land Registry.



Important Notes

7. The property particulars available under the auto-fill function are for reference only. Users should verify the particulars before use. The information available should not be regarded as a substitute for a land search. In preparing memorials for lodgement with the Land Registry, users should ascertain the accuracy and completeness of all the information contained in the memorials by referring to appropriate sources, such as the instrument(s) and land register(s) concerned.

8. The e-Memorial Form should always be printed in black ink on a single side of white A4 paper. This ensures that the particulars on the form will be properly captured by our document imaging system and reproduced clearly for searching.

9. The e-Memorial Form will generate a unique serial number when it is printed. Once installed, the form can be used on users’ computers to prepare any number of memorials. Blank memorial forms should not be printed out and photocopied since such copies will contain the same serial number. This will cause delay during lodgement and registration since duplicate serial numbers will be rejected by our registration system.

10. The e-Memorial Form will capture key particulars of a memorial in a 2-dimensional barcode. Amendment to the particulars already filled in should always be made on-screen using the computer. Never attempt to make the amendment to the printed copy of the form as the 2-dimensional barcode would not be able to pick up the changes.

11. Users should read the Remarks shown on the e-Memorial Form and other relevant information (including the Disclaimer) on the Land Registry’s website before using the e-Memorial Form.



Enquiries

12. For enquiries, please contact Ms Karen Tang (now changed to Ms Carmen Wong) at (852) 2867 5710 and Ms Joey Wong (now changed to Miss Panda TSUI) at (852) 2867 5704 or our Customer Service Hotline at (852) 3105 0000. You may also email us at csa@landreg.gov.hk.




Kim Salkeld's signature
( Ms Olivia Nip )
Land Registrar




Appendix


1. Major Features of the New e-Memorial Form

Enhanced e-Memorial Form

  • Auto-fill function (Internet connection required) to retrieve address, lot(s) and share of the lot (of subdivision land registers only) for reference in filling out the memorial form
  • Expanded selection lists providing common descriptions/categories of nature of instrument, consideration, identification document and capacity to save input effort
  • Support copying data from Microsoft Word or Excel files

E-Memorial Form (Data Import)

  • Data Import function to support transfer of memorial data from a Microsoft Excel file for completing multiple memorial forms in one go
  • A ready Excel template (embedded with checking functions and guidance notes) for optional use as a source file

Common Features

  • Once installed, the e-Memorial Form can be used repeatedly.
  • Strengthened built-in checking (for example, to prompt users if an invalid Property Reference Number is keyed or essential information is omitted, verification of registration fee for common types of instrument, and spell check)
  • Designed with pre-set fillable and printable format so that the printable area requires no adjustment for printing on A4 size paper
  • Guidance notes for filling out the memorial form
  • Local Save function for saving completed/partially completed forms in users’ computers for follow-up action and record keeping
  • Automatic generation of supplementary sheet(s) to the memorial if space is insufficient
  • A 2-dimensional barcode containing key memorial particulars for reading into our registration system to improve efficiency and accuracy of updating the land register(s) concerned

Users may also refer to a demonstration video of the various functions to be posted on the Land Registry’s website upon the launch of the new e-Memorial Form for reference.



2. Client Workstation Requirement Specifications

Recommended configuration of user’s computer:

Recommended configuration of user’s computer
CPUIntel Pentium 4 2.8GHz or above processor or equivalent
Operating SystemMicrosoft Windows XP / Windows Vista / Windows 7
RAM2GB or above
Software

Adobe Reader (Traditional Chinese) X or above, and corresponding Adobe Reader Korean Font Pack* and Simplified Chinese Font Pack (for inputting Simplified Chinese characters)

The Adobe Reader and Font Packs are available for free downloading at the following respective locations:

Adobe Reader X for Windows
http://get.adobe.com/tw/reader/

Adobe Reader X Font Pack – Korean*
http://www.adobe.com/support/downloads/detail.jsp?ftpID=4882

Adobe Reader X Font Pack - Simplified Chinese
http://www.adobe.com/support/downloads/detail.jsp?ftpID=4883

* In accordance with technical requirements provided by the software supplier of Adobe Reader, installation of the Korean Font Pack is necessary for proper operation of the e-Memorial Form.

The e-Memorial Form program has to be added to the Trusted List of Adobe Reader before you can use the new e-Memorial Form the first time. Please refer to the Frequently Asked Questions (FAQs) under "e-Memorial Form" on the Land Registry’s website# for a step-by-step procedure.

Additional Software for e-Memorial Form (Data Import)

Microsoft Office 2007 or above; or Microsoft Access Database Engine (applicable to workstations installed with Microsoft Office 2003)

Downloading Microsoft Access Database Engine:
http://www.microsoft.com/download/en/details.aspx?id=13255

Please refer to the Frequently Asked Questions (FAQs) under "e-Memorial Form" on the Land Registry’s website# for the detailed requirements for preparing a source Excel file.

AccessoryLaser printer with at least 600 x 600 dpi resolution
OthersInternet connection is required for using the auto-fill function of the enhanced e-Memorial Form

# To be posted on the website upon the launch of the new e-Memorial Form



3. Printing Specifications

Paper:White (single-sided printing)
Size:A4
Ink:Black Ink