The organisation shall establish and control processes sufficient to achieve the outcomes in this clause.

This clause specifies required outcomes and records. It does not prescribe the search sequence, enquiry method, software workflow or engagement technique.

Process planning shall identify:

required outcomes;

inputs and preconditions;

applicable project-instruction requirements;

responsible and approving roles;

competence requirements;

dependencies and interfaces;

quality controls;

records to be created;

completion criteria; and

review and change triggers.

The process shall achieve:

an approved instruction meeting 5.1;

identification of the applicable jurisdictional and procedural profile;

an agreed information model and output schedule;

an approved spatial data specification;

resolution or acceptance of conflicting requirements; and

controlled communication of changes.

The process shall achieve:

identification of all current land requirements in scope;

controlled requirement geometries and attributes;

linkage to design, policy, consent, legal or operational evidence;

identification of assumptions and exclusions;

version approval; and

notification of the baseline to relevant users.

The process shall achieve:

complete coverage of the requirement extent to the defined criteria;

identification of relevant land parcels, strata, uses and relationships;

identification of registered, unregistered and incompletely mapped land;

identification of relevant special characteristics;

capture of evidence, lineage and uncertainty;

topology and coverage validation; and

findings for unresolved gaps, overlaps, conflicts or inaccessible sources.

The process shall achieve:

identification of each relevant conceptual and jurisdictional right class;

identification of the burdened and, where relevant, dominant land;

identification of layered, associated and dependent rights;

linkage to titles, instruments, registers, inquiry evidence and other sources;

classification of right status and uncertainty;

identification of rights that may have ceased but remain recorded; and

a documented completeness assessment.

The process shall achieve:

identification and de-duplication of parties;

linkage of each party to each relevant right and capacity;

identification of joint holdings, groupings, offices and classes;

verification of current status and necessary contact points;

identification and verification of representatives and scope of authority;

recording of engagement needs and restrictions; and

findings for unknown identity, contact or authority.

The organisation shall define an inquiry plan appropriate to the purpose, consequence of omission, available evidence, applicable legal threshold and project stage.

The inquiry plan shall identify:

matters to be established;

source categories to be considered;

selection and stopping criteria;

geographic and temporal scope;

responsibilities;

quality and corroboration requirements;

escalation criteria;

review triggers; and

evidence and records required.

For each material inquiry, the organisation shall record:

subject and purpose;

source or party consulted;

date and method;

request or question;

response or outcome;

documents or evidence received;

effect on existing records;

follow-up required; and

closure status.

The organisation shall be able to demonstrate why the inquiry performed was sufficient for the defined requirement. A contractual or statutory expression such as “reasonable inquiry” or “diligent inquiry” shall be interpreted in the applicable jurisdictional or procedural profile and shall not be assumed to have a universal meaning.

The process shall achieve:

comparison of material sources;

recording of agreement and conflict;

assessment of source authority, currency, independence and relevance;

separation of fact, assertion, inference and professional judgement;

approval of preferred assertions where necessary;

assignment of quality status; and

creation and ownership of unresolved findings.

The process shall achieve:

linkage of every relevant requirement to affected land and rights;

identification of affected horizontal, vertical and temporal extent;

identification of the nature of impact;

creation of proposed-right records where applicable;

recording of the intended resolution strategy where known;

creation of reproducible derived parcels required for outputs; and

validation that no in-scope requirement extent is omitted without an approved exception.

The process shall achieve:

monitoring or receipt of defined change triggers;

assessment of changes in requirements, land, rights, parties and source data;

controlled versioning;

identification of dependent records and outputs;

re-performance of affected derivations and checks;

communication of material changes; and

confirmation that controlled outputs remain fit for use or are withdrawn.

The process shall achieve:

selection of the correct current approved source records;

reproducible generation or controlled manual compilation;

validation of content, completeness, identifiers and cross-document consistency;

technical and authorised approval;

issue, distribution and access control;

preservation of the released version and source-data baseline; and

withdrawal or supersession of obsolete outputs.

The process shall achieve:

access by authorised users to current information;

access to historic information where required;

preservation of definitions, schemas, code lists and metadata;

transfer of evidence and audit trails subject to lawful restrictions;

identification of open findings and residual risks;

confirmation of receiving-party checks; and

retention or secure disposal responsibilities.

Where land referencing information supports design, consultation, access, environmental assessment, valuation, acquisition, compensation, registration, construction, operation, asset management or disposal, the interface shall identify:

information supplied and received;

responsible owner;

version and status;

acceptance criteria;

feedback and correction mechanism;

change-notification obligation; and

restriction on use.

Downstream alteration of a land referencing record shall not replace the controlled source record unless the change is returned, evidenced, reviewed and approved through the land referencing change process.

A process stage shall not be declared complete until:

completion criteria are met;

required checks are passed;

exceptions are approved;

open findings are transferred to an identified owner;

required records and evidence are stored;

outputs and affected users are identified; and

the approving authority records acceptance.