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ASIC Personal Document Orders FAQ

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What is an ASIC Personal Document order?

The ASIC Personal Document order allows you to browse and order documents held by ASIC relating to a single person. You can search by surname, first, second and third names as well as by a range of birth dates.


How does the ASIC Personal Document order differ from the ASIC Personal Extract?

The ASIC Personal Document order allows you to access scanned images of all publicly available documents registered with the ASIC since 1 January 1991. The ASIC Personal Name Extract includes information on an individual such as their date and place of birth, companies in which they have a recorded role, the role(s) held, the date(s) of appointment and cessation and their address.


How does the Personal Document Order find results?

First, the Personal Document Order returns a list of names matching your search criteria, the same as the Personal Extract search (see the Personal Name Search FAQ for further information). Choosing a name(s) from that list, allows you to browse and order all documents held by ASIC related to that person(s).


How does using the Date of Birth range affect the search?

If a date of birth or range of birth dates is supplied, the results will usually be restricted to those entries having dates of birth in the specified range. However, if two or more given names are supplied, the system will additionally perform an EXACT match search on the name, thus possibly returning entries with no date of birth or a date of birth outside the range.


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 5 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 which is available from CITEC Confirm Software Downloads.


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