Each party shall be recorded once within a defined dataset and linked separately to each right, representation, communication and requirement to which the party is connected.

A party record shall not be duplicated merely because the same party appears in more than one title, parcel, requirement or output. Possible duplicate records shall be resolved or linked as a finding.

For every party, the organisation shall record:

UID;

party type;

current legal or recognised name;

status, where relevant;

jurisdiction or registering authority, where applicable;

quality status and evidence;

temporal validity;

contact points necessary for the requirement;

communication needs or reasonable adjustments, where lawfully known and necessary;

external identifiers, where necessary and validated; and

links to rights, representatives, communications and findings.

The record shall distinguish:

identity unknown;

identity known but not verified;

identity verified but current contact point unknown;

party ceased, dissolved or deceased; and

party status not assessed.

For a person, the organisation shall record the full name supported by the best available evidence.

The organisation may record previous names, date of birth or a personal identifier only where:

the information is necessary to distinguish identity or meet an applicable requirement;

a lawful basis exists;

access is restricted appropriately; and

the need and retention period are documented.

Titles, honorifics and preferences shall be distinguished from the legal name.

For an organisation, the organisation shall record:

registered or legal name;

trading name, where relevant;

legal or organisational form;

registration number and authority, where applicable;

registered or principal office;

status and relevant date;

responsible team, office or contact point, where known; and

evidence supporting identity and status.

A branch, department or operating unit shall be linked to the legal entity and shall not be treated as a separate legal holder unless evidence supports that status.

For a grouping, the organisation shall record:

name or descriptive identifier;

capacity in which the grouping acts or holds the right;

members required to be identified;

relationship between each member and the grouping;

authority to act and any limitation; and

evidence.

Changes in membership shall create new versions of the membership relationships without changing the grouping UID.

For an office, the organisation shall record:

official title;

legal or administrative basis;

current office-holder, where relevant;

contact point for the office;

succession rule, where relevant; and

rights or authorities connected with the office.

The office and office-holder shall have separate records.

For a class, the organisation shall record:

description of the class;

qualifying characteristic;

geographic or legal scope;

register or authority defining membership, where one exists;

representative body or contact point, where one exists; and

evidence.

Individual members shall be recorded only where required for the purpose and capable of lawful and reliable identification.

A separate party-right relationship shall be created for each party connected with a right.

The record shall identify:

party and right UIDs;

relationship type, including holder, beneficiary, burdened party, representative or other defined role;

capacity;

share or extent, where relevant;

start, end or effective period;

evidence;

quality status; and

applicable requirements.

Where a party is connected only to part of a right’s extent, that extent shall be recorded.

A representative record shall identify:

representative and represented party;

right or scope of rights covered;

purpose and extent of authority;

authority source;

commencement and expiry;

contact and service arrangements;

any reservation or exclusion; and

evidence and quality status.

Representation for engagement, service, negotiation and legal decision-making shall be distinguished where the authority differs.

The existence of a representative shall not prevent direct communication with the represented party where direct communication is lawful and required, but communication shall follow the applicable authority and engagement arrangements.

Contact points shall be recorded separately from party identity so that they can be versioned and qualified by purpose.

For each contact point, the organisation shall record:

contact type;

address or channel;

party, office, team or representative to which it relates;

purpose;

source and date obtained;

validity status;

preferred or required use, where known; and

restrictions or reasonable adjustments.

A correspondence address shall not be treated as evidence of a right in the land at that address.

A communication record shall be created for each material incoming or outgoing communication.

The record shall identify:

date and time;

parties and representatives involved;

channel;

rights, land and requirements concerned;

purpose and objective summary;

documents or evidence exchanged;

outcome, commitment or action;

author;

access classification; and

follow-up status.

Opinion, sentiment or behaviour shall not be recorded as fact. Sensitive or special-category personal data shall be recorded only where necessary, lawful and appropriately protected.

Where a party has a communication need, vulnerability or other characteristic relevant to engagement, the organisation shall record only the practical adjustment or controlled information necessary to meet the requirement.

The record shall identify:

required adjustment or communication arrangement;

source or request;

scope and duration;

access restriction; and

review date.

The organisation should avoid recording diagnostic or intrusive detail where the required adjustment can be stated without it.

Where a party has ceased to exist, died, become insolvent or become incapable of acting, the organisation shall:

retain the original party record and status history;

identify any successor, personal representative, office-holder, liquidator, trustee or other authorised party;

record the source and effective date;

update affected party-right and representation relationships; and

identify unresolved succession or authority as a finding.

JURISDICTIONAL NOTE (informative)
Company, charity, partnership, trust, insolvency, succession and service arrangements differ between the jurisdictions. A registered office, principal office, proper officer, company secretary, trustee or personal representative can have different relevance depending on the applicable law and procedure.