About Aoife

Hi Community,   As part of PEXA’s ongoing security initiatives, we have simplified and enhanced the new user activation process. Previously, new users were activated via a partially manual authorisation process, which could take up to two days to complete. From 4 March 2019, this process will be replaced and subscribers can activate new users with a digital signature. Below are frequently asked questions about this new process. If your question isn’t listed below, please comment beneath.   Who can create a new user? Any Subscriber Manager or Subscriber Administrator with a digital certificate can create a user – no additional form of signing permission is required. When a new user is created, they will remain in a status of ‘Pending’ until activated. Who can activate a newly created user in the status of ‘Pending’? New users can only be activated by Subscriber Managers or Subscriber Administrators with a valid digital certificate. Do I need a special user permission to activate a user that has a status of ‘Pending’? No. As long as you are a Subscriber Manager or Subscriber Administrator with a valid digital certificate you can activate a user. Why has this change been implemented? To enhance the PEXA Subscriber’s security when creating a new user. It will also: • Simplify and enhance the new user activation process • Greatly improve the efficiency and time to activate a new user • Provide visibility around who created and who activated the user Who will experience this change? All PEXA Subscribers. Can I activate multiple users at once? Yes. From the Manage Users view, you will be able to select multiple users that have a status of ‘Pending’. Then activate these together.   See step-by-step guide here. Will I be able to see the user in the Manage Users view? Yes, you will be able to see users that have a status of ‘Pending’ in the view. You will also be able to see who created the user and the date created. How do I create a new user? From the Manage Users view, you have an option to select Create New User, fill in the required details and then select Save and Close. At this point the user has been created. See step-by-step guide here. Can I create and activate a user at the same time? Yes. From the Manage Users view, you have an option to select Create New User, fill in the required details and then select Save and Activate. At this point the user has been created. Can I edit my own user profile with my digital certificate? No, you can’t make changes to the permissions of your own user profile. Will I be able to see activated users? Yes, you will be able to see users that have a status of ‘Active’ in the view. You will also be able to see who activated the user and the date activated. Will new PEXA users be notified? Yes. New users will receive two notifications: 1. The first notification will advise them that they have been created as a PEXA user and are in a status of ‘Pending’. 2. The second notification will advise them that they have been activated as a PEXA user and can now use the platform. ... View more

Subscribers must ensure their Users are aware of the Participation Rules While Subscriber Managers should be familiar with all the Participation Rules, their staff need only know those that are relevant to their use of PEXA. It’s important that Subscribers have training programs in place for new staff to ensure this occurs, whether or not they have used PEXA before. A great starting point could be the free PEXA Certified program , but we do recommend organisations run their own follow-up, in-house sessions where internal procedures and expectations about how PEXA is to be used are made clear. Although not an exhaustive list, internal training programs could cover elements of the Participation Rules such as use of the Client Authorisation (MPR 6.3), Right to Deal (MPR 6.4), Verification of Identity (MPR 6.5), compliance with jurisdictional requirements (MPR 6.15), user management (MPR 7.2 – 7.4), certifications (MPR 7.10) and compliance with PEXA’s Subscriber Security Policy (MPR 7.1).   Subscribers must protect information from unauthorised use, reproduction or disclosure During a PEXA transaction, Subscribers will be provided with information from other Subscribers, their clients, the Registrar in their jurisdiction, PEXA or both. This could include residential addresses of parties and Subscribers must take reasonable steps to prevent its unauthorised use, reproduction or disclosure. PEXA has facilitated an increase in flexible working arrangements for Subscribers and afforded many the ability to work outside of their office environments. However, this also raises the risk of people who are not PEXA Users (as defined) being able to see, for example, the contents of a Workspace, particularly in cafes, shared working environments and public transport.   Subscribers should have policies in place for staff using PEXA outside of their offices to minimise the possibility of information being inadvertently disclosed.     PEXA Subscriptions Although the business name of a Subscriber is what is mentioned extensively in PEXA, the registration/subscription is referenced to the legal entity that owns the business, whether an individual, partnership, company or otherwise. For each new registration, PEXA will check the relevant government registers to ensure that the legal entity noted on the registration forms does in fact exist, is the owner of the named business and is adequately insured. Post registration, we continue these checks at regular intervals to ensure nothing has changed. In today’s world, it’s not unusual for businesses to restructure their ownership, such that a business once owned by an individual may transition to corporate ownership. In this instance, a new PEXA registration is required. The same applies where a business is sold. The existing profile cannot be transferred across to a new entity.   Subscribers must comply with the laws of their jurisdiction Although PEXA is a national platform, the sale and transfer of property is regulated by state laws, and PEXA has not removed the need for state legislation to be observed. In addition to nuances between documents, states have different rules about who may conduct conveyancing transactions, and who may digitally sign electronic registry instruments. For example, only legal practitioners are permitted to complete conveyancing work in Queensland. ARNECC has produced a handy guide for practitioners summarising who may sign registry instruments in each jurisdiction. This may be found on its website here . We recommend reviewing this information when ordering digital signing certificates for staff. ... View more

Subscribers must ensure their Users are aware of the Participation Rules While Subscriber Managers should be familiar with all the Participation Rules, their staff need only know those that are relevant to their use of PEXA. It’s important that Subscribers have training programs in place for new staff to ensure this occurs, whether or not they have used PEXA before. A great starting point could be the free PEXA Certified program , but we do recommend organisations run their own follow-up, in-house sessions where internal procedures and expectations about how PEXA is to be used are made clear. Although not an exhaustive list, internal training programs could cover elements of the Participation Rules such as use of the Client Authorisation (MPR 6.3), Right to Deal (MPR 6.4), Verification of Identity (MPR 6.5), compliance with jurisdictional requirements (MPR 6.15), user management (MPR 7.2 – 7.4), certifications (MPR 7.10) and compliance with PEXA’s Subscriber Security Policy (MPR 7.1).   Subscribers must protect information from unauthorised use, reproduction or disclosure During a PEXA transaction, Subscribers will be provided with information from other Subscribers, their clients, the Registrar in their jurisdiction, PEXA or both. This could include residential addresses of parties and Subscribers must take reasonable steps to prevent its unauthorised use, reproduction or disclosure. PEXA has facilitated an increase in flexible working arrangements for Subscribers and afforded many the ability to work outside of their office environments. However, this also raises the risk of people who are not PEXA Users (as defined) being able to see, for example, the contents of a Workspace, particularly in cafes, shared working environments and public transport.   Subscribers should have policies in place for staff using PEXA outside of their offices to minimise the possibility of information that should remain confidential.     6.12 Subscribers cannot transfer ELN subscriptions Although the business name of a Subscriber is what is mentioned extensively in PEXA, the registration/subscription is referenced to the legal entity that owns the business, be this an individual, partnership, company or otherwise. For each new registration, PEXA will check the relevant government registers to ensure that the legal entity noted on the registration forms does in fact exist, is the owner of the named business and is adequately insured. Post registration, we continue these checks at regular intervals to ensure nothing has changed. In today’s world, it’s not unusual for businesses to restructure their ownership, such that a business once owned by an individual may transition to corporate ownership. In this instance, a new PEXA registration is required. The same applies where a business is sold. The existing profile cannot be transferred across to a new entity.   Subscribers must comply with the laws of their jurisdiction Although PEXA is a national platform, the sale and transfer of property is regulated by state laws, and PEXA has not removed the need for state legislation to be observed. In addition to nuances between documents, states have different rules about who may conduct conveyancing transactions, and who may digitally sign electronic registry instruments. For example, only legal practitioners are permitted to complete conveyancing work in Queensland. ARNECC has produced a handy guide for practitioners summarising who may sign registry instruments in each jurisdiction. This may be found on its website here . We recommend reviewing this information when ordering digital signing certificates for staff. ... View more

Subscribers must ensure their Users are aware of the Participation Rules While Subscriber Managers should be familiar with all the Participation Rules, their staff need only know those that are relevant to their use of PEXA. It’s important that Subscribers have training programs in place for new staff to ensure this occurs, whether or not they have used PEXA before. A great starting point could be the free PEXA Certified program , but we do recommend organisations run their own follow-up, in-house sessions where internal procedures and expectations about how PEXA is to be used are made clear. Although not an exhaustive list, internal training programs could cover elements of the Participation Rules such as use of the Client Authorisation (MPR 6.3), Right to Deal (MPR 6.4), Verification of Identity (MPR 6.5), compliance with jurisdictional requirements (MPR 6.15), user management (MPR 7.2 – 7.4), certifications (MPR 7.10) and compliance with PEXA’s Subscriber Security Policy (MPR 7.1).   Subscribers must protect information from unauthorised use, reproduction or disclosure During a PEXA transaction, Subscribers will be provided with information from other Subscribers, their clients, the Registrar in their jurisdiction, PEXA or both. This could include residential addresses of parties and Subscribers must take reasonable steps to prevent its unauthorised use, reproduction or disclosure. PEXA has facilitated an increase in flexible working arrangements for Subscribers and afforded many the ability to work outside of their office environments. However, this also raises the risk of people who are not PEXA Users (as defined) being able to see, for example, the contents of a Workspace, particularly in cafes, shared working environments and public transport.   Subscribers should have policies in place for staff using PEXA outside of their offices to minimise the possibility of information that should remain confidential.     6.12 Subscribers cannot transfer ELN subscriptions Although the business name of a Subscriber is what is mentioned extensively in PEXA, the registration/subscription is referenced to the legal entity that owns the business, be this an individual, partnership, company or otherwise. For each new registration, PEXA will check the relevant government registers to ensure that the legal entity noted on the registration forms does in fact exist, is the owner of the named business and is adequately insured. Post registration, we continue these checks at regular intervals to ensure nothing has changed. In today’s world, it’s not unusual for businesses to restructure their ownership, such that a business once owned by an individual may transition to corporate ownership. In this instance, a new PEXA registration is required. The same applies where a business is sold. The existing profile cannot be transferred across to a new entity.   Subscribers must comply with the laws of their jurisdiction Although PEXA is a national platform, the sale and transfer of property is regulated by state laws, and PEXA has not removed the need for state legislation to be observed. In addition to nuances between documents, states have different rules about who may conduct conveyancing transactions, and who may digitally sign electronic registry instruments. For example, only legal practitioners are permitted to complete conveyancing work in Queensland. ARNECC has produced a handy guide for practitioners summarising who may sign registry instruments in each jurisdiction. This may be found on its website here . We recommend reviewing this information when ordering digital signing certificates for staff. ... View more

As well as satisfying the eligibility criteria contained in the Model Participation Rules (MPR) to become a PEXA Subscriber at the point of activation, Subscribers must continue to satisfy the criteria during the lifetime of their membership with PEXA.    Subscribers must be of good character and reputation Where a Subscriber (or their principal, director, partner, officer or Subscriber Administrator) is, for example, one of the following, they are deemed to be of good character and reputation, so nothing beyond maintaining your qualification or status is required – Authorised Deposit-taking Institution (ADI) Australian Legal Practitioner or Law Practice Licensed Conveyancer PEXA undertakes regular checks that practitioner members – lawyers and conveyancers – continue to be appropriately qualified. For lawyers, this means that the ‘principal’ or ‘full unrestricted’ practising certificate provided at registration remains in effect. If the lawyer who supplied their practising certificate at the point of registration has moved on from your firm, it’s important that PEXA is provided with a copy of another lawyer’s practising certificate. We do the same regular checks of conveyancing licences for conveyancers. Additionally, if a conveyancing business is owned by a company, we also confirm that the company continues to hold a licence.   There is an additional element to the good character and reputation requirement: Subscribers must take reasonable steps to ensure that its principals, directors, partners, officers and Subscriber Administrators (please find an explanation of user types here ) have not been subject to any of the following: an Insolvency Event within the past five years; or a conviction for fraud or an indictable offence or any offence for dishonesty against any law in connection with business, professional or commercial activities; or disqualification from managing a body corporate under the Corporations Act; or any disciplinary action of any government or governmental authority or agency, or any regulatory authority of a financial market or a profession, which may impact on that Person’s conduct of a Conveyancing Transaction; or any refusal of an application to subscribe to an electronic lodgement service. It may be prudent, when recruiting staff, to engage an organisation that can conduct background checks of candidates prior to extending them an employment offer, to minimise the possibility of employing someone who has been subject to any of the above. Subscribers should also consider how they may satisfy themselves on an ongoing basis that their staff do not fall into any of the above categories at a later date. Insurance Subscribers must also comply with the Insurance Rules contained in Schedule 6 of the MPR. In summary, Subscribers must hold and maintain the following – Professional indemnity insurance for an insured amount of at least $1.5M per claim, having an annual aggregate amount of at least $20M, and an excess no greater than $20,000 per claim. Fidelity insurance for an insured amount of at least $1.5M per claim, having an annual aggregate amount of at least $20M, and an excess of no greater than $20,000 per claim. So long as certain criteria are met, lawyers and conveyancers are deemed to comply with the Insurance Rules (see section 4, Schedule 6 of the MPR). ADIs, the Crown, Local Government Organisations and Statutory Bodies are also deemed to comply with these Insurance Rules (see section 3, Schedule 6 of the MPR). ... View more

If anyone apart from the Subscriber Manager uses PEXA, these employees must be trained to enable them to comply with the PEXA Subscriber Security Policy.   Why? An employee who receives the necessary training reduces the likelihood of security breaches and allows them to perform their job correctly. Ultimately, protecting your client’s asset(s).   How? Provide in-house training Attend PEXA training Use resources on the e-Conveyancing Community PEXA Certified ... View more

Hear from PEXA’s General Manager of Member Services, Heather Crichton, and David Willett, Security Services Manager in PEXA’s Security team, who will provide an overview of:  • The requirement to continue to meet the eligibility criteria contained in the Participation Rules post your registration with PEXA • Ongoing operational obligations you have as a PEXA Subscriber • Management of user profiles and Digital Certificates • Your IT security responsibilities   Click the links below to register: 7 March 2019 @ 12.00pm AEDT: https://zoom.us/webinar/register/WN_K0FG0VgMQjqvQchsfx10sQ 27 March 2019 @ 12:00pm AEDT:  https://zoom.us/webinar/register/WN_qKw756AbTuCbhQMEHbwJYQ   Kind regards ... View more

A Subscriber Manager must immediately report a non-compliance incident to PEXA.   Why? Reporting Breaches in a timely manner will help PEXA work with the relevant parties to resolve the incident and investigate issues.   Examples of breaches include: Sharing accounts and passwords Sharing DigiCerts Not reporting compromised accounts etc.   Any breaches of the policy should be reported to: Security@pexa.com.au PEXA’s Support Centre ... View more

PEXA Subscribers must ensure employees who use PEXA report all suspected or actual breaches of the PEXA Subscriber Security Policy to their Subscriber Manager promptly.   If non-compliance isn’t reported on time, your clients’ transactions and your business could be impacted by a security breach.   We recommend implementing a procedure (anonymous if required) that allows users to report to the Subscriber Manager. ... View more

Workspace Monitoring is monitoring of the usage of systems and activities of Users who are accessing PEXA to identify unusual or suspicious activities   Workspace monitoring is key to ensuring a safe and secure transaction for all parties involved in the process.    How? Look out for Financial Line (‘FL’) items signed outside of business hours Spot check FL items and the date/time they were added Validate FL items before signing Validate new user accounts ... View more

“The digital certificate is mightier than the sword” Your digital certificate (DigiCert) replaces the need to physically sign documents on PEXA. If you share your DigiCert you are essentially letting someone else sign legally binding contracts on your behalf.   We recommend you: Use a PIN or passphrase - different to your log on credentials for PEXA Disconnect your DigiCert from the computer when no longer accessing the PEXA System Do not leave it unattended Keep it in a secure, lockable location Disable DigiCerts that are not in use Ensure each Signer has their own DigiCert   To find out more about DigiCerts, visit this page. ... View more

Subscribers must perform regular checks of their User profiles and where applicable remove inactive User profiles. Subscribers must regularly validate that details (including permissions, if any) relating to each of their Users are correct.   Accounts not used for a period of time on the PEXA platform are accounts, which if compromised depending on the level of access, will allow unauthorised parties access to change sensitive information such as financial line items.   If a Subscriber Manger becomes aware of an employee who has resigned or no longer works in the relevant business unit, disable there account in a timely manner. We recommend you review these documents on our website: https://community.pexa.com.au/t5/Help-Centre/PEXA-User-Responsibilities/ba-p/160  https://community.pexa.com.au/t5/Getting-Business-Ready/User-Types-in-PEXA/ba-p/210 ... View more

A firewall is a barrier between your computer and the internet in an effort to safeguard your computer/network and information stored on your computer.   By having a firewall you can reduce the risk of an attacker compromising your computer and emails.   A firewall can: Monitor outgoing information traffic Monitor incoming information traffic Keep updated about harmful applications and sites Block attacks from outside threats like Trojans, hackers and viruses The following software meets the requirements of the PEXA Subscriber Security Policy: Symantec McAfee Trend Micro Kaspersky Lab Sophos ... View more

Viruses and Malware are malicious software introduced into an electronic device with the malicious intent of causing harm by compromising confidentiality, integrity and availability. Malicious software can be files attached to emails such as PDF files or web links which download malicious software.   Viruses and Malware can: Record what you type Record your screen Steal documents Steal your password(s)   We suggest to use a virus software which has : the ability to identify and remove viruses; the ability to identify and remove other types of harmful computer software, generally referred to as malware (or malicious software); the ability to automatically receive anti-Virus updates from the relevant anti-Virus software vendors; the ability to automatically scan for viruses and malware in documents on servers and workstations   The following software meets the requirements of the PEXA Subscriber Security Policy: Symantec McAfee Trend Micro Kaspersky Lab Sophos ... View more

Patching is a set of changes to a computer program or its supporting data. It updates, fixes, or improves the program or data and fixes security vulnerabilities and other bugs. For example, Google Chrome requires users to manually perform updates as they become available.   Why? By patching known vulnerabilities you reduce your risk of becoming compromised. By Patching consistently you will reduce the risk of hackers exploiting vulnerabilities that have been remediated.    Patches are provided by the operating system\browsers and other applications. Most operating systems, by default, will automatically apply patches when a system is restarted. If not speak with your IT professional to enable automatic updates.   We recommend: installing patches in a timely manner. restarting your PC regularly   Where to check for the latest patches? Visit:  https://www.catalog.update.microsoft.com/Search.aspx?q=windows+security+update+2018   ... View more

Strong passwords restrict access to a system, application or service to those who have memorised, stored and/or are authorised to use it. They are also called access codes, PINs or secret codes. Strong passwords: Protect you from financial fraud and identity theft Reduce the likelihood of hackers breaking into your computer(s) by guessing weak passwords (very common) Reduce the likelihood of intruders easily gaining access and control of your device(s) How to maintain a strong password? Don’t reuse a password twice Don’t share your password Don’t save your password in a browser Use a passphrase instead of a password Reset your password periodically Change your password ever 6-8 weeks ... View more

Hi Community,   PEXA is aware of a phishing e-mail received by various members of your network.   Details of phishing e-mail From: Pexa Admin E-mail:   dfsffgsgg@telus.net Subject: Monro-Sale: New conversation message received - Financial Settlement - Payout figure The e-mail implies that the reader has received a message from ANZ RETAIL AND SMALL BUSINESS. It includes a Workspace number and requests the recipient to click on a link to read a message. This is an example of a cyber-criminal creating an e-mail to resemble PEXA communications. It is likely member e-mail addresses were sourced from publicly available information online. See below for a screenshot of the e-mail.   What to do If you received this e-mail, clicked on the link and entered your PEXA username and password, we advise you to reset your PEXA password now. Please note, multi-factor authentication on entering your PEXA account protects you against unauthorised persons accessing your account. If not the above, and you receive a similar phishing e-mail or another you believe to be suspicious, please: Do not respond Do not click links or download attachments Delete the e-mail Report it to your relevant security administrator or e-mail PEXA’s security team at   security@pexa.com.au   Please note, all PEXA Workspace e-mails are system-generated from PEXA and will be received from pexa.admin@pexa.com.au. PEXA will never send you an e-mail advising you to click a link to access the PEXA Exchange, and will always direct you to login to access your account via pexa.com.au.   Learn more about phishing e-mails   here .   Kind regards   Aoife             ... View more

Hi Community,   PEXA is aware of an instance where a member’s e-mail account has been hacked. The hacker proceeded to send e-mails from the conveyancer’s account to other PEXA members.   Details The e-mail sent by the hacker informed the recipient of a shared document from PEXA.   Screenshot of e-mail screenshot of phishing e-mail What to do If you receive a similar phishing e-mail or another you believe to be suspicious, please: Do not respond Do not click links or download attachments Delete the email Report it to your relevant security administrator or e-mail PEXA’s security team at security@pexa.com.au Please note, all PEXA workspace e-mails are system-generated from PEXA. To receive a task related e-mail from a fellow PEXA member is unusual and unnecessary.   For outstanding tasks, please check your workspace(s) via your PEXA account.   Learn more about phishing e-mails here .   Kind regards   Aoife ... View more

Hi Community,   In this episode of 5 in 5, Marcus speaks with Krystle Kocik, EGM of New Products at PEXA about PEXA Plus Marketplace.   Introducing $11.80 property searches in NSW, watch on to learn more.     Further information Your guide to ordering property searches FAQs   NEWS: Disrupting a $300m market: Pexa starts marketplace for property title documents   Kind regards   Aoife ... View more

Hi Community,   PEXA is aware of an issue impacting South Australian Workspaces. As a result, lodgement verification and lodgement of documents will be unavailable for some SA Workspaces.  PEXA is working with South Australia’s Land Registry to resolve the issue. If you have any questions, please let us know below.   Kind regards    Aoife ... View more

  Hi Community,   During the upcoming Christmas, Boxing Day and New Year’s Day 2019 public holidays, financial settlement will not be available. However, Lodgement will still be available in Victoria and New South Wales.   To help you prepare for the holiday period, planned outages and more, please refer to Calendar: Releases, Planned Outages & Public Holidays.   Please note that PEXA Support Services will not be available in observance of the public holidays. On behalf of everyone at PEXA, we’d like to wish you a safe and enjoyable festive season.    Cheers   Aoife     ... View more

Hi Community,   The ECAWA has released its November newsletter. You can see the attachment and download it to the right of this post.   Below is a sneak peek.   Page one - ECAWA newsletter   Kind regards   Aoife ... View more

  Hi WA,   From 1 December 2018, WA will transition all combinations of eligible transfer transactions and caveats online.   To help you with this transition Landgate, the OSR and PEXA are hosting an   Ask us Anything   on  26  November 2018   from   11am to 2pm AWST. Simply login to your e-Conveyancing Community account on the day and post your question for a quick response from the experts. In the meantime, feel free to post your questions below   or register for an   upcoming webinar   to boost your skills. Chat soon Aoife ... View more

Hi Community,   Good news, you can still lodge and settle on Melbourne Cup Day (6 November 2018).     Giddyup!   Aoife ... View more

Hi Community,   Join Lisa Dowie and Matt Gillet from PEXA as they chat about the new gateway to PEXA, coming soon to all members, PEXA Plus.      For more information, visit the PEXA website and the Community for FAQs.     Cheers   Aoife ... View more

Hi Community,   The e-Conveyancing Association of Western Australia recently sent the following newsletter to its members. It includes a multitude of useful resources required to prepare for 1 December. Read more below or open the attached PDF (in the right hand column) to click on the links. ECA WA October 2018 Newsletter     ... View more

Hi Community,   Land Use Victoria has advised us that there will be an outage to its system from Friday 19 October 2018 at 6.30pm to 1pm 9pm Saturday 20 October 2018.   As a result, Workspace Creation, Land Title Reference Verification, Lodgement Verification and Lodgement won't be possible via PEXA during this period.   Please do not attempt to lodge documents in Victoria during this time.   If you have any questions, please don’t hesitate to ask below.   Cheers   Aoife  ... View more