A system-based approach to land registration analysis and improvements : a case study of the KwaZulu-Natal deeds registration system.

Abstract

This study proposes a system-based approach to land registration ana lysis using the case of the KwaZulu-Natal Deeds Registry in Pietermaritzburg. The study seeks to; (i) investigate and analyze the land registration system (as a whol e) in terms of its key processes, data stores and data flows (ii) assess, based on the na ture of the data stores, data flows and processes, the turn around time of the as is (manual) and the to be (computerised) systems, and (iii) recommend improvements based on ident ified gaps and bottlenecks. The study identified two key role players in land regis tration; the Conveyancers (responsible for deed drafting) and Deed Registry (deed examination and approval). The interaction between the two, which has its own challenges , ensures the proper application of complex legislation related to the registration of land. To gain deeper insight into the activities of the land registrati on system, key informant interviews were held and several documents were reviewed to understa nd the data sources and their formats, processes performed, storage and acc essibility of such data as well as the internal and external data flows across Conveyancers , Deeds Registry and other stakeholders. In this regard, the land registration system wa s decomposed into a number of data flow diagrams (DFDs); namely context (system as a whole), top level (system as composed of main subsystems) and lower level (deta iled sub systems) to identify the core data stores, data flows and processes. Based on these diagrams, manual and electronic data stores, proces ses and data flows were identified and turnaround time of the as is (manual) and the to be (computerized) systems was derived and compared. A conventional case of a deed of transfer - from deed of sale to registration of the deed of transfer was used. The res ults showed that significant gains in turn around time, from 70 to 9 days can be realized through comput erisation of certain key data stores, processes and data flows. Recommendat ions for improvement were then generated based on the system diagrams and turn around times. The study thus demonstrates the potential of a holistic approach to la nd registration analysis and improvement.