ISC strives to deliver and maintain a high quality registry databases that customers can trust and rely on. To achieve this, ISC has strict measures in place to ensure all submitted packets are accurate and complete before processing.
If a submitted packet does not pass a series of system checks when it is received at ISC, it will be rejected.
Packet Rejections can have an impact on your business, so it is important to follow some basic guidelines when submitting your packets and supporting documentation. Here are a few tips you can follow to help ensure you're submitting accurate and complete packets.
Duplicate Packet Barcode Number
Never re-use a packet cover page! Always begin each packet submission with a new plan processing packet
cover page, for once a packet cover page is received by ISC (whether it is accepted or rejected), it can no longer be used for submission purposes. That packet number now represents that specific packet's history and can now only be used for historical and tracking purposes.
- Download a new "Plan Processing Packet Cover Page" every time you submit a packet for plan processing. An unique barcode is generated for each packet cover page that is downloaded.
Incorrect/Incomplete Counts
- Packet Sheet Count (Plan Processing Packet Cover Page) - Every sheet of paper that is included in a packet must be counted. If the system arrives at a different number than the one indicated on the "Plan Processing Packet Cover Page", it will be rejected, even before it is scanned into the system.
- Request Count (Plan Processing Packet Cover Page) – This field is used to record the number of Plan Processing Request forms that are included in a packet of work.
- Request Sequence Number (Plan Processing Request) - Enter the numeric order in which this request should be processed within the packet. The order in which requests are sequenced within a packet determines the order in which they are processed by Plan Processing staff. Make sure that the sequence you chose is logical.
- If faxing or emailing the packet, each sheet must be faxed or email attached in proper sequence or the packet will be rejected.
- Remember, you must convert all two-sided pages into single sheets before faxing!
Multiple Plans per Request
The Controller's Office will only allow one plan per Plan Processing Request form. You may submit multiple Plan Processing Request forms within a single Plan Processing Packet, but each plan you submit must include it's own Plan Processing Request form and Begin Attachment Sheet.
- The number of plans submitted in a packet must equal the number of Plan Processing Request forms included in that packet.
- Packets that are submitted as Resubmissions may only contain one plan per packet. Multiple requests within a packet are not allowed (e.g. only one Plan Processing Request form per packet).
Missing/Misplaced Authorization
All supporting documentation that is used as authorization (planning approvals, Surveyor's Affidavit, etc.) must be submitted at the same time as the Plan Processing Request packet. All authorizations and supporting documentation must be placed after the Begin Attachment Sheet or the packet will be rejected.
Missing/Misplaced Begin Attachment Sheet
The system will reject any packet that is submitted without a Begin Attachment Sheet. All plans and all
supporting documentation (Surveyor's affidavit, planning approval, field notes, etc) must appear after the Begin Attachment Sheet within the packet.
Incorrect/Incomplete Client and/or Account Information
The client information provided on the packet cover page (client number, account number and account password) identifies who is submitting the packet (and consequentially who will be responsible for paying ISC for the work being done on the packet) and provides a delivery method (mail, email or fax) by which to send notifications and verifications that relate to this particular packet. When client information is incorrect or incomplete, the packet may be rejected before it is scanned into the system.
- An incorrect Client Number, Account Number or Account Password (that does not appear or match up in our system) will result in an automatic rejection of the packet.
- If the address is sufficient for delivery purposes, the packet may be returned to the sender; however, if it is not complete or is insufficient for proper delivery, the packet will not be returned. This situation will leave the sender unaware of their packet’s current status (rejected) and may have them waiting for a packet
that will never be returned. Make sure all Client Information provided is correct.
Insufficient Funds
If the client information on the packet cover page references an account that does not have sufficient funds to cover the fees incurred by the submitted request(s), the packet will be rejected.
Poor Quality Transmissions (poorly faxed, photocopied, or scanned images)
The barcodes on the Plan Processing Request and Plan Processing Packet Cover Page tell the plan processing system which electronic screens are required and the order in which they need to process the packet. The unique barcode number on the top left hand side of a Plan Processing Packet Cover Page is used to track the work during data entry; the barcode letters on the top right hand side of each form tells the system what type of form it is (e.g. Plan Processing Packet Cover Page, Plan Processing Request, Begin Attachment Sheet, etc.).
- If either barcode is not legible, the plan processing system will reject the packet before it ever enters the Plan Processing work queue. If this happens, the Plan Processing Packet Cover Page that was used can no longer be used for plan submission purposes and a new Plan Processing Packet Cover Page must
be downloaded from ISC.ca in order to resubmit the work (packet).
- All faxed packets are received in electronic form, quality checked, and only then placed into the work queue for processing. Poorly transmitted faxes will not pass this quality check and will not be
entered into the work queue.
- To avoid a packet rejection due to 'poor quality transmissions', refrain from sending in any copies of a copy. Image quality decreases with each copy and may result in the barcodes and/or other important data (client and/or plan information) becoming illegible, resulting in a rejection of the entire packet.
- Check all plans and supporting documentation for image clarity before submitting. Poor image quality will often result in packet rejection.
Incorrect Plan Submission Formats
The new Land Survey Regulations state that plans are to be 'black ink on bond paper.' Any unacceptable variation from this requirement may result in the rejection of your packet. All forms, plans and supporting documentation need to be scanned into the online Land registry system and stored electronically. If these scanned images are not 100% comprehensible, the packet of work will have to be rejected.
- Plan submissions in DXF will NOT be accepted at this time. Please refrain from sending plans in DXF format until otherwise noted. ISC is currently updating its software and procedures to allow for DXF formatted plan submissions and will notify you when DXF plans will once again be accepted.
- Mylars will continue to be accepted, but will not be returned.
- We will continue to accept TIF files that:
- have a resolution of 200 dots per inch (dpi): adequate for all new Plans,
- are not compressed: do not compress any files/Plans submitted to ISC,
- are untiled: do not tile (index) any files sent to ISC.
Submitting Multiple Packets by Fax
When faxing multiple packets at once from a single fax machine to a single destination fax machine, most fax machines are set to group together these individual faxes in their fax machine's memory and send them as one single transmission. Unfortunately, ISC cannot decipher this transmission and stores it as one packet submission instead of multiple submissions. This results in packet rejection. Three options currently exist to alleviate this reason for packet rejection:
- Option #1 - This is the recommended solution. Most fax machines have a feature called Toll Saver, Batch Transactions, or something similar (please see fax machines user manual for exact function name). This is a feature on the fax machine that groups faxes stored in memory going to the same number. When the fax machine dials this number to transmit, it sends all transmissions at once. This is a feature that can be turned off. ISC advises all clients to turn off this feature so that the fax transmissions are not grouped and ISC receives each transmission separately.
- Option #2 - If a client does not wish to turn off this feature, they can add a digit to the end of the fax number to distinguish it from another transmission. For example, if a client had five packets to fax at once, they could dial:
798-1525-1
798-1525-2
798-1525-3
798-1525-4
798-1525-5
Entering these numbers will not affect dialing the packet fax line, but will distinguish each number so that when stored in memory, the fax machine will view each number as distinct, and not group the transmissions into one. ISC does not recommend this option as the potential for duplication still exists in offices where multiple users fax from the same machine, but it will work.
- Option #3 - Wait a few minutes between faxed packet submissions. This can become a timely ordeal when multiple packets are concerned and is not recommended but will work if Options #1 and #2 are not adopted. In offices where multiple users fax from the same machine, this option is almost impossible to police.
Tips
Do not send original documents. In the event of a packet rejection, all forms, plans and supporting documentation will be required to resubmit work; therefore, the originals should be kept.