Interaction with government online
The Technology Committee continues to monitor and review the interaction of the profession with the wide range of Government online services.
The committee is aware of difficulties that practitioners may have with the range of access or login protocols and payment procedures operated by different Government online services. The committee continues to pursue a more consistent approach from the various relevant agencies that would assist practitioners in their use of these services, and which would also be consistent with best practice at international level. A more consistent approach would also reflect the principles set out in the .
The range of Government online services includes Revenue Commissioners (e-stamping, local property tax, and so on), Property Registration Authority (Land Direct, e-filing), and the Companies Registration Office (e-filing).
The multiplicity of access and payment systems across Government departments and agencies results in an inefficient interaction between users and the agencies involved and imposes unnecessary administrative burdens on users – in many cases, solicitors.
The Technology Committee is issuing this guidance note to assist practitioners with security and authorisation issues related to the use of Government online services.
Many Government online services will require the delivery and verification of personal information on behalf of a client. In all such instances, a practitioner should ensure that a full authorisation has been obtained from the client and that the relevant details have been confirmed before the data is delivered to the Government online services.
Where payment is to be made to a Government online service in electronic form, practitioners should ensure that the client is in funds to meet the amount being paid, and that any accounting or payment procedures conform to the Solicitors’ Accounts Regulations.
Personal data that is obtained from a client for submission to a Government online service should only be retained in conformity with data-protection requirements or with the express consent of the client.
Practitioners are advised to retain either electronic or printed copies of all relevant information submitted on behalf of a client to a Government online service.
Access details (including user IDs and logins) for the range of Government online services should be adequately secured and protected against misuse. Practitioners should ensure that appropriate steps are taken to secure and protect access details where employees have left the firm or practice. Consideration should be given to amending or changing passwords for access to Government online services on a regular basis.
The committee will continue to engage with Government online services to encourage a more consistent approach to access and verification procedures that would observe European and international standards, simplify procedures and assist practitioners in their work. The committee is also supportive of any particular arrangements to acknowledge the status and responsibilities of solicitors as they increasingly interact with Government online services on behalf of clients.