Spin2 Help

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Modify DRR

If a DRR is rejected for errors on the document and NOT the DRR, it is NOT necessary to modify the DRR in any way.

Upon occasion, users may need to modify either a rejected DRR or a newly created DRR. The DRR # and Access Code are required to modify the DRR. Modification of an existing DRR results in a new sequential Version # of the same DRR.
Note: After submission, if a DRR being barcode scanned is not the latest Version #, it will immediately be rejected without examination.

Modification of a newly created online DRR does NOT assign registration priority. A printed copy of the DRR must accompany original documents to Land Titles to complete the submission process. Only when the DRR has been received and barcode scanned at Land Titles, will registration priority be assigned and the DRR become searchable in the Pending Registration Request Listing (PRRL) service in SPIN 2.

Re-print DRR

Enter the DRR # and Access Code then click Re-Print DRR.

Modify DRR

Enter the DRR # and Access Code then click Modify.

The Modify Document Registration Request screen is similar in layout to the Create DRR screen.

Modify Registrant Information Only

In some cases, when modifying an existing DRR, only the registrant information on the DRR needs to be modified (e.g., name and address, delivery information, last registration number or special instructions). To modify registrant information, highlight then delete, or type over the highlighted text, or select a new radio button option. Click the Clear Fields button to clear default values in all fields above the Add a Document section then re-enter registrant information.

When information for an Account or Party Code is entered, the information provided must be consistent with the current ALTA Account record.
Note: ALTA Account records are not updated when creating or modifying an online DRR; as per existing procedures, fax ALTA Account changes to the Finance Department at 780-422-3112. Incorrect Account or Party Code information provided on the DRR, at the time of DRR submission, can result in rejection of the DRR.

After making necessary changes to the registrant information (e.g., changing name, address or delivery information), if the documents on the DRR do not need to be modified, click the Create Modified DRR button at the bottom of the document list to create the updated DRR with the new sequential Version #.

Modify DRR Documents

As with Create DRR, documents may be added, edited, removed, or moved up or down.

Add a Document - in order of registration priority

A limit of 8 documents per DRR is allowed; however, to facilitate submission of complex Survey Plan packages (only), this limit may be exceeded. All users receive ONE warning message when they exceed the document limit for a DRR. The system will NOT allow the creation of a DRR, in excess of the document limit, without a Survey Plan document selection.

Document Type

Supporting documentation, (e.g., affidavits requesting reduced fees, foreign ownership forms, surveyor's affidavits, consents, etc.) cannot be registered on their own and are NOT included under document types. If you choose to, they may be noted in the Customer's Special Instructions field or in the Comments field.

Use the drop-down menu to select required document type; alternatively, use the down arrow key or hit the first letter of the document type to cycle through the documents (e.g., hit the letter C to go to Caveat).

When a drop-down menu item is highlighted, using a scroll wheel will change the selection; tab to the next option or click outside the drop-down menu to "save" the selected option.

Comments

The Comments field is optional (maximum 60-characters). It allows the user to add a specific comment about the document being added to the DRR (e.g., in the case of multiple, same type documents, the instrument number; nature of interest; mortgage amount; etc., to show registration priority only, or to indicate an attached affidavit of reduced fees; foreign ownership; surveyor's affidavit; consent, etc.).
Note: All documents are registered pursuant to the information contained in the document itself. Aside from confirming registration priority, information provided in the Comments field will NOT supersede the document.

Certified Copy of Title, Plan Copy - Ozalid and Other Services

Certified copies of titles between documents are no longer allowed on the same DRR. Users requiring certified copies between documents affection the same Land ID must submit a separate DRR for each document.

It is only necessary to request the certified copy of title service once on a DRR. The request must be added to the last document on the DRR, otherwise an error message will be returned when clicking the Create DRR button. Both the Certified Copy of Title and Plan Copy - Ozalid services allow for a maximum request of 5 copies per title or plan.

Users can select one of more Other Services to be completed at the time of registration. Use Ctrl-left click to highlight and select the required service, then click Add Document, the requested service is added to the DRR for that document. If necessary, use Ctrl-left click to remove the requested service before adding the document, if the document has already been added, us the Edit Feature and then Ctrl-left click to remove the requested service, then update the document.

The Certified Copy of Title and Plan Copy - Ozalid services allow for a maximum request of 5 copies per title or plan. As per the current practice, if you have multiple documents affecting the same Land IDs and require certified copies of titles after all documents are registered, it is only necessary to request the service once (e.g., add the Certified Copy of Title service to either the first or last document on the DRR).

Rights Type / Land IDs

Most documents require Land IDs to be entered on the DRR. The Land ID is needed to search the DRR in the Pending Registration Request Listing. See the ALTA 2 Pending Registration Request User Manual, Appendix A - Document Types, on the SPIN 2 News website for a list of document types requiring Land IDs. If a selected document does not require a Land ID and one is entered, it will be retained for search purposes.

For each document, single or multiple Land IDs may be entered as per the type of Land ID used. Each Land ID must be entered on a separate line in the Land IDs data entry field. Properly formatted Land IDs can be copied and pasted into the data entry field.

Land IDs are validated for formatting, rights type selected and currency. To avoid rejection, Land IDs must be current; users should do a title search before entering Land IDs. The Rights type and format for acceptable Land IDs (i.e., Title Number, LINC Number, or Short Legal) are shown in the Search Summary, at the top of the Preview Title, and at the top of a Certified Copy of Title.

Rights Type

To refine Land ID validation, select a Rights Type before entering Land IDs in the data entry field. Rights Type include: Both (B), Mineral (M), and Surface (S). When a document affects both surface and mineral titles, select "Both" as the Rights Type.

Land IDs

To avoid duplicate data entry, Land Titles recommends users select one type of Land ID only for data entry purposes. The Land IDs data entry field accepts a maximum number of 500 LINC Numbers, Short Legals, or Title Numbers, entered on separate lines (see examples below).
Note: LINC Numbers and Short Legals may be associated with multiple titles (e.g., mineral rights, life estate rights, multiple interests, etc.). To avoid rejection, Title Number is the only type of Land ID that will be accepted by Land Titles, when dealing with a title that is "part" of a large, multiple interest parcel (i.e., when many titles exist for the same parcel of land); users should do a title search before entering Land IDs.

For survey plans or documents that create or affect new Land, use "not created" as the Land ID on the DRR.
Note: Incorrect use of this option when a title exists may result in your DRR being rejected.

Examples of Land ID Types and Land IDs

Land ID Type - LINC Number (LINC Numbers may be entered with or without the spaces as shown on a Certified Copy of Title.

0030711337
0024617813
0024 651 606
0030 110 894
0020372314
0016620438
0012 935 995
0020369696
0030234560
0031040322

Land ID Type - Short Legal (Text entry is not case-sensitive)

Short Legal values must be present and separated by a semi-colon (;). If a value is not applicable then the ; must still exist for that value in the Land IDs data entry field (e.g., Plan 0020267, Lot 1PUL is entered as follows: 0020267;;1PUL).

If a document affects multiple Land IDs in the same Plan or Standard ATS, enter Short Legal range values in the Land IDs data entry field whenever possible. Range values may be entered by using either a comma; or a hyphen; or a combination of both (e.g., If the document affects Plan 9929999, Block 1, Lots 1-7, 13-16, 27 and 31-45 enter the Land ID as follows: 9929999;1;1-7,13-16,27-31-45 or if the document affects Meridian 4, Range 5, Township 66, Sections 1 through 3 enter the Land ID as follows: 4;5;66;1-3).
Note: Land IDs entered using a range value may wrap around in the data entry field.

0023891;1-100

0023891;101-200

0023891;201-286

4;23;52;25;ne

4;21;46;5;RL

MCMURRA;;29

RN43A;45;28

ce1;rly;50

1491;12;17-19 (example of a range value for Lots)

0522151;17-23,486,501-509 (example of a range value for Blocks / Units)

4;24;52;12-14 (example of a range value for Sections)

5;4;51;17;e,nw (example of a range value for Quarter Sections)

4;20;55;33;;1,8,9-12 (example of a range value for Legal Subdivisions)
Note: Alphanumeric range values can only be expressed with a comma (e.g., 9923111;7;3B,4B,5B or 0021239;1a,3a,7a or 0013812;;4C,5C,9C)

Land ID Type - Title Number (Text entry is not case sensitive)

Users must remove the + designation for title numbers exceeding +99 in the Land IDs data entry field (e.g., 052 164 347 +485 must be entered as follows: 052164347485).
Note: When performing a title search prior to creating a DRR, title numbers with a + number extension appear as numeric values in the Search Summary (e.g., 061016518+43 appears as 061016518043); either version of the title number, up to +99 can be used in the Land IDs data entry field.

78u243
137E241
145m266a.
042138004
812299870AO
782279420v
821060852
002080541003	(or 002080541+3)
061016518+43	(or 061016518043)
052164347485	(no + allowed for data entry for title numbers exceeding +99)

Add Document

When all Land IDs have been added, click the Add Document button to add the document to the DRR and display it in the document list.

When the first document is added to the DRR, the Rights Type and original Land IDs are retained to facilitate quick entry of additional documents with the same or similar information. Original Land IDs are retained until replaced or updated, then the new or updated Land IDs are retained.
Note: Before continuing to add documents, review information for accuracy. An error repeated on multiple documents can only be edited one document at a time, or use Remove All Documents and start again.

Additional features become available once a document has been added to the DRR.

Summary Title Count

When a document is added to the DRR, a summary title count is returned when more than 1 title is found for the Land IDs entered ...

And if the Land IDs affect more than 10 titles indicating a possible large registration request.
Note: ALTA System constraints require that large registrations be registered after normal working hours which may affect the registration priority of the document.

Note: Land ID validation does not keep track of how many times a Land ID is added in the data entry field (i.e., it does not recognize duplicate entries), only that the Land IDs entered are valid. The summary title count is for each valid Land ID found, including duplicates; warnings are NOT given for duplicate entries.

Select Title for Land ID:

If the summary title count does not agree with the document, clicking the Land ID hyperlink in the document list will present the Select Titles for Land ID: feature allowing the user to further refine Land ID data entry; up to the first 10 titles will be returned.

The Preview title feature can be used to determine which titles to select; check the Add to Document box for the required titles. Do NOT click the update button before all titles have been selected. Use the Show More Titles feature to return up to the maximum viewable limit of 100 titles; if the title count exceeds 100, click the Go To Full Title Search button (for additional details see Go To Full Title Search).
Note: Clicking update, before all titles have been selected, will remove the Land ID hyperlink from the document list and prevent users from returning to the Select Titles for Land ID: feature.

When all required titles have been selected, click Update.

Updating returns the user to the Add a Document section of the DRR, and replaces the Land IDs and the Land ID hyperlink with the Title Numbers for the selected titles.

Go to Full Title Search

Under the Select Title for Land ID: feature, if the total titles found exceed the maximum displayable limit of 100 titles, click the Go to Full Title Search button.

Clicking the Go to Full Title Search button will open up a new window displaying the regular "interactive" SPIN 2 title search feature for the Land ID entered. The Add to Cart feature in this window will not add title numbers to the DRR but to the Shopping Cart and you may be charged for extra title purchases when checking out (remember it is the responsibility of the user to review the contents of their Shopping Cart before checking out). Users must make note of the required title numbers then close the window to return to the Add a Document section of the DRR. The user must now Edit the document to override the existing Land ID with the required title numbers, and then click Update Document. Users can avoid having to Edit a document in future if they do a title search before starting to create the DRR.

Edit

Edit allows users to amend or correct documents added to a DRR (e.g., to correct the document category or type, to add or correct Land IDs or other services, etc.).

Clicking Edit moves the document into edit mode and locks the document list while the appropriate amendments or corrections are made. Editing updates only the document selected. Once editing is complete, click Update Document to capture document changes and return the document to its registration priority in the document list, or click Cancel to cancel changes to the document.

Note: If Land IDs for a document are edited, and those Land IDs must be used for additional documents, the user must also edit the original Land IDs entered in the Add a Document section before continuing to add documents; if additional documents were added before the Land IDs were edited, then the Land IDs for each document must also be edited.

Remove

This feature allows the user to remove (i.e., delete) the document from the DRR.

Move Up / Move Down

These options are not active for less than two documents; when active they allow the user to change the registration priority of documents added to the DRR. Use this feature to move a document up or down until the correct registration priority is achieved.

Create Modified PDF DRR

When all updates for the DRR have been entered click the Create Modified DRR button to generate the PDF DRR, or click the Cancel button to cancel DRR creation and return to the main DRR Menu.
Note: Users must always allow pop-ups from this website in order for the DRR to open properly in the Adobe Reader.

Click the OK button to create the DRR, or click the Cancel button to continue editing the DRR.

When creating the completed DRR, system messages may be returned for a variety of reasons, (e.g., warnings for large registrations, more than 1 title found, account in arrears, etc.). If a warning message is returned, it provides users the opportunity to take action before the DRR can be created.

If the information in the warning message is not correct (i.e., does not agree with the intent of the document being submitted), click the Return to DRR and make changes button (e.g., If the intent of a document is NOT a large registration, return to the DRR and refine the Land ID entered or the DRR will be rejected after submission to Land Titles.).
Note: To avoid rejection, Title Number is the only type of Land ID that will be accepted by Land Titles, when dealing with a title that is "part" of a large, multiple interest parcel (i.e., when many titles exist for the same parcel of land).

Clicking the Acknowledge Warnings and Create DRR button confirms to Land Titles that users:

1) Have read and reviewed the warning message for accuracy, and

2) Agree with and acknowledge the warning messages are correct as per the information provided.
Note: After submission, Land Titles may reject the DRR if the information is not correct.

In order for a modified, rejected DRR and documents to maintain registration priority, both the Rejection Notice and the latest Version # of the original DRR must be returned.

Rejected documents will not have registration priority (i.e., the DRR will be added to work at the end of the pending registration queue) if they are:

Submitted without enclosing the Rejection Notice, or
Submitted under a new DRR #, even if the Rejection Notice is enclosed, or
Submitted with additional documents added to the DRR, or
Submitted over 90 days after the rejection date, even if the Rejection Notice is enclosed.

Print PDF DRR

To complete the submission process, users must print the modified DRR for submission with original documents to Land Titles. Note: After submission, if a DRR being barcode scanned is not the latest Version #, it will immediately be rejected without examination.

The DRR is retained by Land Titles; users may want to print two copies of the DRR if they wish to keep a copy for their records.

Save PDF DRR

Users may choose to save the modified PDF DRR to their hard drives for offline access.

When saving the DRR, rename the DRR from PendingDRRViewPDF.pdf (do NOT change the .pdf extension or the file will not open properly).

Note: It is important to remember where you saved the file. Use a familiar, easily remembered format for renaming and saving the DRR.

Confirmation of Online PDF DRR Creation

The Confirmation of Online PDF DRR Creation screen details the DRR #, Version # and Access Code for the DRR created. The DRR # and Access Code are required to modify or reprint the DRR after it has been created; make note of the DRR # and Access Code or print the Confirmation page for your records.

Click the Create New DRR button to create another DRR.