Property File Digitisation


2019-12-02T17:22:00 Pacific/Auckland

Grey District Council is digitising all of its property files. The purpose of this is to bring Council in line with current legislation regarding information and records management as set out by the Government.

At the beginning of December 2019, all property files will be sent to Christchurch for secure storage. When information is required, the file will be digitised and returned to Council. They will then be held in-house for future use.

What does this mean for you?

If you want to view a property file or require maps/drawings from the file, we ask that you now please plan ahead.

The Christchurch provider has given a guarantee that the file will be returned within 48 hours. This means that from Tuesday 3 December 2019, Council is unable to provide the information required straight away as previously done. However, after the initial digitisation, Council will have the file stored on hard drive, which will mean that any future requests will be able to be dealt with straight away.

Once Council has received the file, we can either provide an electronic copy of the file on request or people can come into Council offices to view the file in person.

The process of digitising files does come at quite a cost to Council. To assist in recovering some of these costs, from Tuesday 3 December 2019 a $20 charge per file will apply, whether Council holds it or not. This will partially cover the cost of this service. Note: This charge will not apply to the property owner wanting to view their own file, noting the timeframes above.

To make an online request for a property file, please click here.

Council is always looking at ways to improve service to our customers and thanks you for your patience and cooperation whilst we make some changes to our processes. We apologise for any inconvenience this may cause.

Last updated: 2 December 2019

Page reviewed: 02 Dec 2019 5:22pm