The following protocols are to be observed when entering clients' surnames in the Surname field:-

(a) where applicable hyphens without spaces are to be used;

(b) where applicable apostrophes between letters are not permitted;

(c) spaces between letters are not permitted;

(d) commas or full stops are not permitted.

Examples of clients' surnames based on these protocols are:-

DATASTANDARD

Watkins-Smith — WATKINS-SMITH

L' Strange — LSTRANGE

O'Sullivan — OSULLIVAN

Le Strange — LESTRANGE

de Boar — DEBOAR

St John — STJOHN

D'Arcy — DARCY

Van den Berg — VANDENBERG

McCaulay — MCCAULAY

MacKay — MACKAY

NOTE

It is important to note that in the case of spaced surnames such as Van den Berg they are to be recorded in the DSH database as 'VANDENBERG' for the surname and 'VAN DEN BERG' for the correspondence surname (Addressee Line 1) as follows:

CLIENT DETAILS

Client Number   0000894    0

Surname VANDENBERG....................Date of Birth................. Death Indicator....

Given JOHN PAUL............................16-JUN-1953                        ...

Addressee Line 1 MR J P VAN DEN BERGTelephone Nos

           Line 2.....................................................

           Line 3................Street Name   Type  .................

Street No ...    .....................................     ........

       Town ............................State ...... Postcode ......

Country .....................Foreign Postcode.....

The protocol for entering correspondence surnames is at Data Entry Protocol GO 2.2.

The following protocols are to be observed when entering clients' surnames in the Correspondence Surname Addressee Line 1 field:-

(a) where applicable hyphens without spaces are permitted;

(b) where applicable apostrophes between letters are permitted for correspondence address only (eg L'STRANGE);

(c) where applicable appropriate spaces between letters are permitted for correspondence addresses only (For example, DE BOAR, VAN DEN BERG );

(d) Deceased estates are to be recorded at Addressee Line 1 eg. 'ESTATE OF J P VAN DEN BERG';

(e) commas or full stops are not permitted.

NOTE

Please note the difference in the protocols for Surnames and Correspondence Surnames recorded at Addressee line 1);

Examples of clients' correspondence surnames in Addressee Line 1 based on these protocols are:-

DATASTANDARD

Watkins-Smith — WATKINS-SMITH

L' Strange — L' STRANGE

O'Sullivan — O'SULLIVAN

Le Strange — LE STRANGE

de Boar — DE BOAR

St John — ST JOHN

D'Arcy — D'ARCY

Van den Berg — VAN DEN BERG

McCaulay — MCCAULAY

MacKay — MACKAY

Correspondence surname (eg Van den Berg) should be shown as it appears in the application or other record to reflect the client's preference.  This name is recorded against 'Addressee Line 1' as VAN DEN BERG as shown below:

     CLIENT DETAILS

Client Number   0000894

Surname VANDENBERG....................Date of Birth................. Death Indicator....

Given JOHN PAUL............................  16-JUN-1953                     ...

Addressee Line 1 MR J P VAN DEN BERG — Telephone Nos

           Line 2.....................................................

              Line 3................Street Name   Type  .................

Street No ......    .....................................  ........

       Town ............................State ...... Postcode ......

Country .....................Foreign Postcode.....

Where combined names and initials (eg MR J P VAN DEN BERG & MS K M MART) exceed 30 characters, the combined names are to be split over Addressee Line 1 and 2

In these cases the second name will begin at Addressee Line 2 preceded by '&'.  (see Example 9 page 37).

The following protocols are to be observed when entering clients' Given Names:

(a) given names are to be recorded in full;

(b) where applicable hyphens without spaces are permitted;

(c) where applicable apostrophes between letters are not permitted;

(d) spaces between letters are not permitted;

(e) commas or full stops are not permitted;

Examples of clients' Given Names based on these protocols are:-

DATASTANDARD

Janet — JANET

Janet Margaret — JANET MARGARET

Anne-Marie — ANNE-MARIE

Pamela St Clare — PAMELA STCLARE

John Paul`JOHN PAUL

Full Given Names (eg John Paul) are recorded against 'Given' as follows:

     CLIENT DETAILS

Client Number   0000894

Surname VANDENBERG....................Date of Birth................. Death Indicator....

Given JOHN PAUL............................16-JUN-1953                        ...

Addressee Line 1 MR J P VAN DEN BERG — Telephone Nos

            Line 2.....................................................

               Line 3................Street Name   Type  .................

Street No ......    .......................................  ........

       Town ............................State ...... Postcode ......

Country .....................Foreign Postcode.....

NOTE

Please note the difference between Given names and Addressee line 1 where only initials are shown.

The following protocols are to be observed when entering clients' Given Names for correspondence purposes in Addressee Line 1:

(a) correspondence record to show initials only;

(b) full stops are not permitted after initials;

(c) spaces to be used between initials;

(d) where applicable hyphens between initials are to be used (eg A-M for Anne-Marie);

(e) apostrophes are not permitted;

NOTE

(a) Please note the difference between Given Names and Correspondence Names at Addressee line 1;

(b)** the exception to showing initials only arises where SIR or LADY appears.  For example, in this case Addressee Line 1 would show SIR JOHN VAN DEN BERG not SIR J P VAN DEN BERG.  If LADY (given name) VAN DEN BERG's name is required, the full title would be, (eg) 'SIR JOHN & LADY ENID VAN DEN BERG';

(c) If the number of name characters exceeds maximum of 30 characters see Paragraph 2.2.1).

Examples of clients' Correspondence Given Names based on these protocols are:-

DATASTANDARD

Janet — J

Janet Margaret — J M

Anne-Marie — A-M

Pamela St Clare — P STC

John Paul — J P

Given names for correspondence purposes are to be recorded at Addressee line 1 as honorific (eg MR, MRS, CAPT etc) followed by initials only **  as follows:

     CLIENT DETAILS

Client Number   0000894

Surname VANDENBERG....................Date of Birth................. Death Indicator....

Given..JOHN PAUL...........................16-JUN-1953                    .

Addressee Line 1 MR J P VAN DEN BERG — Telephone Nos

           Line 2.....................................................

              Line 3................Street Name   Type  .................

Street No ......    ......................................   ........

       Town ............................State ...... Postcode ......

Country .....................Foreign Postcode.....

The following data items shown under DESCRIPTIONS and STANDARDS are to be recorded in the Street No. field if they are part of the correspondence address identifier.

DESCRIPTIONSTANDARD

ALLOTMENT — ALLOT

BLOCK — BLOCK

COUNTY — CNTY

DEPOSITED PLAN — DP

DISTRICT — DIST

HUNDRED (THE)HUND

LOCATION — LOC

PARCEL — PARCL

PARISH — PAR

PLANTAGENATE — PLANT

PORTION — PORT

SECTION — SECT

STRATA PLAN — STRTA PL

UNITS PLAN — UNITS PL

NOTE

(a) Combinations of these standards may need to be abbreviated to fit the 20 spaces,

(please see STREET NO. EXAMPLES at GO 5.1.1 on next page);

(b) GPO, PO, RMB etc will be recorded at Addressee Line 2 (please see GO 5.1.1 on next page also).

Examples of street number standards to be used are:

DESCRIPTIONSTANDARD

Number 23 — 23

Number 38a — 38A

Unit 4 at number 106 — 4/106

Unit 4 at numbers 106 to 108 — 4/106-108

Unit 4 UNIT 4

Block 1 — BLOCK 1

Block 1, Section 17 — BLOCK 1 SECT 17

Location 315 — LOC 315

NOTE

The following are NOT to be recorded in the Street Number field.  These are to be recorded at Addressee Line 2 (refer also Paragraphs 5.4 and 5.5).

DESCRIPTIONSTANDARD

GENERAL POST OFFICE — GPO

POST OFFICE BOX — PO BOX

C/- POST OFFICE — C/- POST OFFICE

ROAD MAIL BOX — RMB (or equivalent RSD, RSM, CMB etc)

Please see also examples at pages 33 - 38.

     CLIENT DETAILS

Land holdings might be described in the various States and Territories within Australia by reference to their legal description.  For example:

'That piece or parcel of land situate in parish of......County or Shire of............ being Lot No....(or Portion...) in Deposited Plan No......... being whole or part of land in the Certificate of Title Volume No......... Folio No.......'.

However, this detail is inappropriate for correspondence purposes.  Physical identification may be satisfied by simple reference to lot numbers or allotment numbers, together with the street name, especially in the case of new housing areas.  In other cases reference may be made to block and section numbers.  These numbers may be replaced later by street numbers when they are known.  The address in some small towns or villages may not include a street name.

The combinations of data in the street number and street name fields may vary.  For example:

Street Number (recorded in Street No  field) with Street Name;

Block, Section etc (recorded in Street No field) with Street Name;

Block, Section etc (recorded in Street No field) without Street Name.

The relevant details of a person's address might include the following:

Lot Number — LOT NO.315, FOWLER RD, ILLAWONG

Deposited Plan — DP 746; Volume; VOL 81; Folio FOL 6

However, the correspondence address of Lot number 315, Fowler Road, Illawong NSW 2234 should be shown in the street number field for the purposes of data entry as LOT 315 (see example below).

     CLIENT DETAILS

Client Number   0000894

Surname VANDENBERG....................Date of Birth................. Death Indicator....

Given..JOHN PAUL...........................16-JUN-1953                ...

Addressee Line 1 MR J P VAN DEN BERGTelephone Nos

                 Line 2 02-52412345

                 Line 3 Street Name   Type  02-52896644

Street NoLOT 315 FOWLER Road

       Town ILLAWONG............................State NSW  Postcode 2234

Country .....................Foreign Postcode.....

The legal identification of land in Victoria makes reference to Registered Plans and Crown Allotments as well as Volume and Folio numbers.

The correspondence address of Allotment number 315, Edwards Lane should be shown in the Addressee field for the purposes of data entry as ALLOT 315 (see example below).

    CLIENT DETAILS

Client Number    0000894

Surname VANDENBERG....................Date of Birth.................Death Indicator....

Given..JOHN PAUL.........................16-JUN-1953                   ...

Addressee Line 1 MR J P VAN DEN BERGTelephone Nos

                 Line 2 03 502412345

                 Line 3 Street Name   Type  03 502896644

Street NoALLOT 315 EDWARDS LANE

       Town MANANGATANG...........................State VIC  Postcode 3546

Country .....................Foreign Postcode.....

The correspondence address may include such references as a location number, a lot number, an allotment number, or a block number rather than a street number.  For the purposes of data entry the location/lot/allotment/block number should be shown in the (Street No.) field (maximum of 20 characters).  Lot 315 would be shown as LOT 315 as follows:

    CLIENT DETAILS

Client Number    0000894

Surname VANDENBERG....................Date of Birth................. Death Indicator....

Given..JOHN PAUL...........................16-JUN-1953                   ...

Addressee Line 1 MR J P VAN DEN BERGTelephone Nos

                 Line 2 07 -92412345

                 Line 3 Street Name   Type  07-92896644

Street NoLOT 315 EDWARDS LANE

       Town AIRLIE BEACH...........................State QLD  Postcode 4546

Country .....................Foreign Postcode.....

The correspondence address may include such references as a location number, a lot number, an allotment number, or a block number rather than a street number.  For the purposes of data entry the location/lot/allotment/block number should be shown in the (Street No.) field (maximum of 20 characters).  Location 15 would be shown as LOC 15 as follows:

    CLIENT DETAILS

Client Number   0000874

Surname.. BLINKHORN....................Date of Birth................. Death Indicator....

Given..CECIL JOHN THOMAS.........16-JUN-1953                       ...

Addressee Line 1 MR C J T BLINKHORNTelephone Nos

                 Line 2 08-92412345

                 Line 3 Street Name   Type  08-92896644

Street NoLOC  15 EDWARDS LANE

       Town ALBANY...........................State WA  Postcode 6330

Country .....................Foreign Postcode.....

The correspondence address may include a lot number, an allotment number, or a block number rather than a street number.  For the purposes of data entry the lot/allotment/block number should be shown in the (Street No.) field (maximum of 20 characters).  Lot 15 (or Allotment or Block 15) would be shown as LOT 15 (or ALLOT 15, or BLOCK 15) as follows:

     CLIENT DETAILS

Client Number   0000894  File Number    0000428   Number of Other File Numbers    0

Surname VANDENBERG....................Date of Birth................. Death Indicator....

Given..JOHN PAUL...........................16-JUN-1953                   Notepad Indicator...

Addressee Line 1 MR J P VAN DEN BERGTelephone Nos

                 Line 2 08 94824123

                 Line 3 Street Name   Type  08 94828966

Street NoALLOT 15 EDWARDS LANE

       Town AMERICAN RIVER.....................State SA  Postcode 5221

Country .....................Foreign Postcode.....

The correspondence address may include a lot number in the absence of a street number.  For the purposes of data entry the lot number should be shown in the Street No. field (maximum of 20 characters).  Lot 35 would be shown as LOT 35 as below:

     CLIENT DETAILS

Client Number   0000894     Number of Other File Numbers    0

Surname VANDENBERG....................Date of Birth................. Death Indicator....

Given..JOHN PAUL.........................16-JUN-1953                     ..

Addressee Line 1 MR J P VAN DEN BERGTelephone Nos

                 Line 2 03-42412345

                 Line 3 Street Name   Type  03-42896644

Street NoLOT 35 EDWARDS LANE

       Town STRAHAN...........................State TAS  Postcode 7468

Country .....................Foreign Postcode.....

The correspondence address may include a block number or block and section numbers in the absence of a street number.  For the purposes of data entry the block and section numbers should be shown in the Street No. field (maximum of 20 characters).  Block 1 Section 17 would be shown as BLOCK 1 where a street name is available as below:

     CLIENT DETAILS

Client Number    0000894

Surname VANDENBERG....................Date of Birth................. Death Indicator....

Given..JOHN PAUL.........................16-JUN-1953                     ...

Addressee Line 1 MR J P VAN DEN BERGTelephone Nos

                 Line 2 02-62412345

                 Line 3 Street Name   Type  02-62896644

Street NoBLOCK 1 PAMBULA Street

       Town KALEEN...........................State ACT  Postcode 2617

Country .....................Foreign Postcode.....

The protocol for data entry for street names is basically the same as that for the entry of correspondence surname (paragraph 2.2).  For Street Name purposes they are:

(a) where applicable hyphens without spaces are permitted;

(b) where applicable apostrophes between letters are permitted for street names (eg L'STRANGE);

(c) where applicable appropriate spaces between letters are permitted for street names

(eg DE BOAR GROVE, LE STRANGE CT);

(d) commas or full stops are not permitted.

Examples of Street names based on these protocols are:-

DATASTANDARD

Watkins-Smith WATKINS-SMITH

L' Strange L' STRANGE

O'Sullivan O'SULLIVAN

Le Strange — LE STRANGE

de Boar — DE BOAR

St John ST JOHN

D'Arcy — D'ARCY

Van den Berg — VAN DEN BERG McCaulay — MCCAULAY

MacKay — MACKAY

Correspondence street name (eg Le Strange) should be shown as it appears in the application or other record to reflect the client's preference.  This name is recorded against 'Street Name' as LE STRANGE as shown in the example below:

     CLIENT DETAILS

Client Number   0000894

Surname VANDENBERG....................Date of Birth................. Death Indicator....

Given...........................................16-JUN-1953                      Addressee Line 1  VAN DEN BERG — Telephone Nos

                 Line 2.....................................................

                 Line 3................Street Name   Type  .................

Street No ......... LE STRANGE................              Town ............................State ...... Postcode ......

Country .....................Foreign Postcode.....

Select the appropriate Street Type from the drop-down listing

Some addresses may not require a street type.  In these cases the street name is complete without a street type.  Where a street name is a word which is also a street type (eg BOULEVARD) it should not be abbreviated.

Examples:

115 COMMERCIAL STREET EAST

34 THE CAUSEWAY

16 THE RIDGEWAY

77 THE BOULEVARD

Where an address is a corner address, the following format is to be applied:

(a) Where street types differ:

CNR SMITH AVE & JONES Street (selected from drop-down menu)

(b) Where street types are the same:

CNR SMITH & JONES STS

Addressee Line 2 data may contain any one of the following acceptable types (formats) of data.  However, where an address includes a combination of this data it must be recorded in the order of priority as listed below at Addressee Line 2 and Addressee Line 3.

Examples of order of priority:

1. de facto or other surname (see Example 8 page 36);

2. C/- Public Trustee (see Example 3 page 34);

3. C/- another person (see Example 6 page 35);

4. Base name (see Example 11 page 38);

5. "House name" or rural "Property name"(see Example 5 page 35);

6. GPO/PO Box 123 (see Example 4 page 34).

If the address does not contain any of these formats the Addressee Line 2 will not contain any address data.  The relevant data will be recorded against Street No. and Street Name (see Example 1 page 33).

A house name eg "Caringbah" will be recorded at Addressee Line 2 as "CARINGBAH" inside double quotation marks (see Example 5 page 35).  This may or may not be accompanied by a Street No. and Street Name.

A post office address, whether a box number or care of a Post Office, will appear against Addressee Line 2.  There will not be any details recorded against Street No. and Street Name (see below and Example 8 page 36).  Where there is a combination of the kind of data in 1 to 6 above the lower priority data will flow over to Addressee Line 3 (see paragraph 5.5 Addressee Line 3).

Addressee Line 1  EST J P VAN DEN BERG

Addressee Line 2  GPO BOX 303

Addressee Line 3

Street No./Street name

Town etc  WODEN ACT 2606

Where combined names and initials (eg MR J P VAN DEN BERG & MS K M MART) exceed 30 characters, the second name will flow over onto Addressee Line 2.  The second name will be preceded by '&' (refer to Example 9 page 37).

Where there is a combination of the kind of data in the examples of order of priority 1 to 6 of paragraph 5.4 Addressee Line 2 the lower priority data will flow over to Addressee Line 3.

Example:

C/- PUBLIC TRUSTEE and a GPO BOX number are recorded as follows;

Addressee Line 1  EST J P VAN DEN BERG

Addressee Line 2  C/- PUBLIC TRUSTEE

Addressee Line 3  GPO BOX 303

Street No./Street name

Town etc  WODEN ACT 2606

Example:

C/- J P POTTER and the house/property name "CARINGBAH" are recorded as follows;

Addressee Line 1  EST J P VAN DEN BERG

Addressee Line 2  C/- J P POTTER

Addressee Line 3  "CARINGBAH"

Street No./Street name

Town etc  BINDA NSW 2583

The following protocols are to be observed when entering clients' telephone numbers:

(a) area code to be separated from number by hyphen - no brackets to be used;

(b) relevant home, work, mobile, fax telephone number  to be recorded in specific fields provided

Examples of clients' telephone numbers based on these protocols are:-

DATASTANDARD

(02) 213 7777 — 02-2137777

(03) 284 6000 — 03-2846000

(07) 223 8777 — 07-2238777

(09) 436 8333 — 09-4368333

(08) 213 2611 — 08-2132611

(002) 216 666 — 002-216666

(06) 267 1411 — 06-2671411

Select Town name from drop-down menu provided, which is based on Australia Post Postcode listing.  It is possible that there may be a town which has been added under a particular postcode.  In this circumstance, an email should be sent to 'Nat DSH Insurance” requesting the town concerned be included under the postcode.  The Australia Post website should be checked to confirm that the town is officially recognised under that postcode.

Standard abbreviations not exceeding 3 characters are  used in the State field. Select from drop-down listing.

Standard abbreviations based on this protocol are:-

DATASTANDARD

Australian Capital Territory — ACT

Northern Territory — NT

New South Wales — NSW

Victoria — VIC

Queensland — QLD

Western Australia — WA

South Australia — SA

Tasmania — TAS