Senior writer
The new electronic deeds registration system (eDRS), launched on the 1st of April, is set to modernise the traditionally paper-heavy-based registration of property deeds and improve the turnaround of the high volumes of deeds applications. It will be rolled out in a phased approach over the next five years.
Ultimately, the expected functions of the eDRS include:
- Electronic lodgement of deeds transactions, including electronic preparation and electronic submission process.
- Automated distribution of transactions to examination section officials.
- Electronic examination of transactions.
- Electronic registration.
- Electronic delivery and messaging.
- Electronic payments.
The eDRS uses information and communications technologies for the preparation, lodgement, registration, execution, and storing of deeds and documents, and, says the Department of Land Reform and Rural Development, aims to “ultimately replace the manual registration processes with digital streamlined systems that use technology to ensure improved security, reduce turnaround times, and curb corruption.
“Additionally, this platform will allow practitioners to lodge deeds directly from any location in the country to the designated office for registration of properties.”
Electronically registered deeds
The previous system across all deeds registries in the country was process-heavy, requiring conveyancers to be appointed by their clients through a Power of Attorney to represent them for the physical deed signing when appearing before the Registrar of Deeds or a deputy Registrar. The eDRS eliminates this need, as the issuance of an electronically executed or registered deed will be considered valid.
Until 2030, a dual registration system will be in place, allowing conveyancers to choose between manual and electronic lodgement and registration at their discretion. “Once registration is completed electronically, manual registration will no longer be permitted,” the Department states. “The manual registration procedure will be phased out gradually and will ultimately be replaced by an electronic system.”
Payment requirements
The Chief Registrar has issued Circular CRC 5 to clarify payment requirements as per Regulation 4A(2) of the new regulations. Essentially, all prescribed fees must be paid before the Deeds Registry can provide services, which include:
- The lodgement fee
- The prescribed registration fee
According to CRC 5, the e-DRS will automatically require pre-payment of fees and will facilitate online payment integration to enable multiple payment methods.
Conveyancers’ training and fees
Conveyancers will be orientated on the system through virtual and physical sessions, with prepared training materials, including tutorial videos, in support. Transacting on the system involves a lodgement fee, which has been determined in accordance with the amended Schedule of Deeds Fees and published in the Chief Registrar Circular (CRC) 2 of 2025.
The roll-out
The Chief Registrar of Deeds confirmed in an interview that the staggered approach “starts with the release of the Information Provisioning module, which facilitates seamless inspection of deeds registers, title deeds, and documents, as well as the eLodgement modules (ePreparation and eSubmission).” Release one of the eDRS provides for the electronic lodgement of up to 25 selected transactions as agreed with stakeholders. Subsequent transactions will be phased in across the Medium Term Expenditure Framework (MTEF) period.
“Prioritisation of transactions will be agreed to with key stakeholders.”
Currently Release 1 is linked with Department of Home Affairs (DHA), Companies & Intellectual Property Commission (CIPC) and Legal Practice Council (LPC) for purposes of verifying transactions against the national population register (NPR), companies/entities registered, conveyancers and notaries in line with the Deeds Registries Act No 47 of 1937, and eDRS Act No 19 of 2019.
In the long term, the system will also link with municipalities for rates clearances.
Security
e-Registration, confirms the Chief Registrar, is through a user access management (UAM) process, which manages user registration and access to different system functions. “Reserved functionalities such as the ability to lodge, execute and register is limited to authorised users (conveyancers, notaries and internal officials) as maybe applicable to a respective transaction.”
The data will be stored by theState Information Technology Agency and its related infrastructure, and an eDRS Information Security Standards Directive has been developed to guide system implementation and hosting.
The new system continues to be tested with selected stakeholders, including the Banking Association of South Africa (BASA), the LPC, the conveyancing fraternity, and internal deeds users.
