Bulk Title Deeds Office Data

MUNICIPALITY DEEDS OFFICE DATA

1.1. BULK TITLE DEEDS DATA

We specialise in providing Bulk Deeds Office data no matter the size of the data required.

We have successfully completed in excess of 50 requests for bulk deeds data over the past 2 years, assisting with the provision of data for more than 200 000 deeds. Our stringent Quality Assurance processes ensure accurate and up-to-date information. Our deeds data solution and data cleansing tools allow us to quickly and effectively deliver bulk deeds data. These datasets have multi-purpose uses, such as:

• As part of the completeness of Revenue, where properties are part of the revenue generation (e.g. properties within a municipal cadastral which require municipal services);
• As part of the completeness of Asset register (municipal-owned properties), with focus on entity owned properties which should be included in the GRAP Compliant fixed asset register;
• Other revenue & debtor management (valuation roll preparation, debtor detail confirmations, debtor collections, internal audit support, etc.)

We are also able to provide bulk property data to other users of information, such as:

• the Auditor-General of South Africa for independent audit testing purposes,
• professional valuers performing valuation roll and other property valuation services (in-house municipal valuers / external parties)
• Quantity surveyors/planning departments

1.1.1 QUICK TURN-AROUND & INTEGRATION

Our experience and systems allow for quick turn-around on bulk data acquisition support. Our online Revenue / Property tool also allows for the bulk deeds data to be further consolidated and integrated with other datasets (e.g. cadaster overlay).

1.1.2 ANNUAL INCREMENTAL UPDATES

The data provided will be the property of the entity, which will enable them to utilise it for other purposes. Once the data is run, incremental data sets can also be run subsequently on said data to avoid a rerun of the total population of deeds data, resulting in a more cost-effective option. In terms of output, the deeds information will be provided in an Excel format to allow for data analytics and easy usability within the entity.

1.2 DEEDS DATA CONVERSION

As included in the bulk deeds data provision service, we provide support on the conversion of the bulk deeds data into a more user-friendly format.

1.2.1. PROVIDES EXCEL BASED DATA WITH QUICK TURNAROUND

One of our key features is the provision of Title Deeds information in a useable format within a short timeframe. We have in the past turned around large projects requesting bulk Deeds Office data within 24 hours. We have developed an integrated online tool to aid municipalities in ensuring completeness of revenue (see the section below). We combine various data sources and generate exception reports allowing a municipality to ensure completeness of the revenue generated from their consumers.

1.2.2. DEEDS DATA CONVERSION SUPPORT

We can also assist entities in with data support and converting with previously acquired bulk data

1.3 DATA CLEANSING & ANALYSIS

We are also able to provide other data cleansing support. We use specialised tools to perform various data cleansing and analysis exercises. The aim is to ensure that the information on which the municipal billing system is based is accurate, complete and up to date. Accurate and diligent billing is not only basic to sound accounting practice but is also absolutely essential to the financial well-being, and therefore viability, of all municipalities. This is to achieve two critical objectives: maximisation of revenue potential and the prevention of losses resulting from incorrect or inadequate information. This data cleaning and analysis support includes tariff analysis (usage / zonage) and debtor details (registered owners, sizing, land and improvement values, debtor types and VAT codes,)

1.4 AMALGAMATED MUNICIPAL PROPERTIES

We are also able to provide support on amalgamated bulk data analysis where the property is still held in the name of previous titleholders and not yet corrected in title to current titleholder (e.g. amalgamated municipalities).

For more information, please refer to our Property & Revenue Management PDF brochure link below.