How a matter becomes a formal certificate

The stages

Each accepted matter passes through these stages in order.

• Presentation. The claimant approaches the Counter, selects the receiving desk, and gives a short account of what occurred.
• Examination. The Department considers the matter, determines whether it falls within jurisdiction, and settles its classification.
• Ceremony. The matter is put through the Department’s issuing process and its wording prepared.
• Issue. A certificate is returned bearing a record number, the classification, and the date.
• Entry. The instrument is entered upon the claimant’s Personal File. Where the file is open to public inspection and the certificate is eligible, it may also be entered upon the Public Registry.

What the certificate contains

Each instrument carries the Department’s seal, the desk under which it was issued, the classification determined on examination, the claimant’s name as it stood at the time of filing, a unique record number, and the date of issue. The wording is prepared for the matter at hand.

An issued instrument is not altered afterwards. Where later developments give rise to a further matter, a new filing may be presented.

Allocation

The standard filing allocation provides three ceremonies in each calendar month, with no more than one matter lodged per day. Allocations renew at the beginning of each calendar month, reckoned by Greenwich Mean Time, and unused ceremonies expire when the new allocation is entered.