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ASIC Document Order FAQ

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Table of contents


What information will I get from a document order?

The type of document you order will determine the information that you receive. Scanned images are available of all publicly available documents registered with the ASIC since 1 January 1991.


Can I order an Annual Return?

Annual Returns were abolished on 1 July 2003 and therefore no longer appear on current company extracts. Previously lodged results still show on historical company extracts and may be ordered through CITEC Confirm.


What is the correct format for document numbers?

An ASIC document number will always consist of nine alphanumeric characters.


How many searches can be processed in a single transaction?

There is no limit to the number of documents requested in a single order. Enter the required document numbers separated by a comma.

Example: 123456789,000111222,987654321

Please Note: No space is required between the comma and document numbers. You will be charged for each individual document ordered.


How do I obtain pre 1991 microfiche records?

To obtain pre 1991 microfiche records first check the organisation's document list to ensure the documents have not already been recorded. If the document(s) appear in the list, copies can be ordered immediately.

If the document(s) do not appear in the list, please send an email to confirm@citec.com.au and request that the company's microfiche files be converted to Docimage. Make sure to include the details of the organisation you are searching on, specifically:

Subject Heading: Microfiche Request for "(Company Name)"
Details: Company Name, State of Incorporation (Example: NSW, VIC, etc.), State Registration Number (if known) and ACN (if known).


You will be notified via email when the microfiche records have been converted. The conversion process can take up to five working days. Once the files have been converted into the Document Imaging system, copies of document(s) can be retrieved online via the Confirm ASIC Document Ordering facility.


Can I order documents with a lodgement date prior to 1 January 1991?

Pre 1991 paper documents from NT, TAS, ACT and QLD are available online through the document ordering facility. Documents stored on microfiche in NSW, VIC, SA, WA and QLD are also available, however they will only be converted to electronic images if requested.


I know a document has been lodged, why isn't it available?

A form is considered as having been lodged once it is accepted by the ASIC and recorded in their database, ASCOT. After documents are entered in ASCOT they are sent to be imaged, a process that can take up to five days. Documents are not available for order during this time.


What are the differences between the delivery methods?

Restrictions apply to the size of documents that can be delivered by each method. If a document exceeds the limit you will be prompted to change the delivery method or to split the oversized order into smaller orders that will be charged accordingly (see Table 1 for more detail). There are four delivery options for document orders:

  • WEB-Mail results are retrieved directly from the internet. An email notification is sent to you with links (URLs) to the image stored on the secure ASIC DocImage web server. You can choose to view the image as a .TIFF file or a .PDF file by selecting the appropriate link. The URLs remain active for a month and images can be retrieved at any time during that period. You must have internet download access to receive WEB-Mail results. Each URL stores a single image of up to 100 pages, making this a cost-effective method of receiving large documents very quickly. Up to 10 emails may be received as part of a search.

  • Email results are sent as .TIFF attachments to your specified email address. The large size of these image attachments should be considered before requesting results to be emailed, as there may be limits on the size or content of emails. The limit of 50 pages per document has been set to reduce the chance of emails being rejected.

  • Fax results are also limited to 50 pages per document, therefore orders for large documents may need to be split in to several smaller orders. Fax charges are the same as email charges.

  • Post results have no limit on how many pages can be sent in a single order, making this the most cost-effective method for ordering large documents.


What is a Secondary Delivery Method?

The Secondary Delivery Method may be required for documents that are greater than 50 pages. For instances where the Primary Delivery Method is either fax or email, any documents larger than 50 pages will require a Secondary Delivery Method of either WEB-Mail or post to be delivered.


How long will it take for the order to be delivered?

Most orders will be delivered within three hours, with WEB-Mail providing the quickest response time, followed by email and fax. Postal orders will take the normal delivery time from Melbourne.


How can I ensure that my results will arrive as quickly as possible?

Every effort is made to deliver orders within the shortest possible time. The most common cause of delays is incorrect or incomplete recipient information. We recommend that you check your delivery details frequently to ensure that fax numbers and email addresses are up to date and that you include both your first name and surname.


How do I view WEB-Mail and Email results?

To view a document through WEB-Mail, either select the URL directly from your email program or copy the URL to the address line of your internet browser. For each order of 50 pages (or less) you will be sent an email. The result is sent as a .TIFF attachment to the email and can be saved or opened directly from your email program. PDF files are viewed using Adobe Acrobat Reader.


Table 1. Comparison of document charges by delivery method

Table 1. Comparison of document charges by delivery method
  Post Fax & Email WEB-Mail
1-9 pages 1 large 1 small 1 small
10-49 pages 1 large 1 large 1 large
50-59 pages 1 large 1 large, 1 small 1 large
60-100 pages 1 large 2 large 1 large, 1 small
101-109 pages 1 large 2 large, 1 small 2 large
110-150 pages 1 large 3 large 2 large
151-159 pages 1 large 3 large, 1 small 2 large
160-200 pages 1 large 4 large 2 large
201-210 pages 1 large 4 large, 1 small 2 large, 1 small