Document Actions

Electronic Document Requirements

From 1st July 2010, Gosford City Council’s Environment and Planning Directorate will not accept development related applications if not accompanied with electronic copies of all supporting documents, including plans and completed application forms for all Development, Section 96 Amendments, Construction Certificates, Applications for Approval under Section 68 or Roads Act and s82A Review applications.

Hardcopy documents will continue to be required together with a CD/DVD containing electronic copies for all development related applications as Council moves towards a full electronic document assessment process.

Click on the topics below to obtain more information

Why does Council require electronic documents?

The provision of electronic documents provides a more efficient lodgement process, increases the availability of information to enable processes to occur concurrently reduces paper handling and enables electronic distribution to Council assessment staff and other external agencies that may be involved in the evaluation of the application.

Are electronic documents lodged with Council available for public viewing?

Commencing 1st July 2010 the Government Information (Public Access) Act 2009 (known as the GIPA Act) replaces the existing Freedom of Information Act 1989. The GIPA Act creates new rights to information that is designed to meet community expectations of more open and transparent government. Routine and proactive release of Information will be made available on Councils website free of charge.

Electronic file standards

When preparing electronic documents for submitting with your application please ensure your files meet the following requirements:

PDF File Format - all documents, plans, and application forms must be supplied as PDF files.
Documents: must be A4 formatted and optimised for minimum size (online publishing). Files larger than 4Mb should be broken up into logical parts and supplied as separate files.
Plans: must be to scale and rotated to landscape.
Multipage documents – multiple paged documents should be provided as a single complete document and not as single images. Multiple topics must contain bookmarks to indicate the relevant sections of the document.
PDF Settings - security settings must not be applied to electronic documents, this includes passwords. Electronic documents should also be optimised for minimum size (online publishing).
Media Storage - electronic documents must be saved individually on a CD or DVD and not stored in folders or subfolders. The CD/DVD must be labelled with the Applicant’s name and the Lot and DP of the subject land.
File Names – file naming conventions apply to all electronic documents, including plans and application forms. File names are to match the document requirements listed in the DA form checklist.
Accuracy - electronic documents must be exact reproductions of the original hardcopy documents or plans.

Back to top of page

Electronic file name conventions

Electronic files are to be supplied on a CD/DVD using the following file name conventions. File names are to match the document requirements listed on the DA form checklist.

File Naming Conventions for Electronic Document Lodgement
Document Specified in the DA Matrix	File Name Convention	Notes
1. Part A - Application Form Part B - Owners Consent	application form.pdf owners consent.pdf	The electronic copy does not require a electronic or digital signature. However, a hardcopy of the Application Form must be signed by applicant and supplied with a signed copy of the Part B Owner Consent Form.
2. Notification Plans (A4 size)	notification plans.pdf	A set of hardcopy plans reduced to A4 size must also be supplied. Council is required to notify adjoining owners of any proposed development. Do not show internal floor layout or owner details on this plan, this will be a public document.
3. Statement of Environmental Effects	statement environmental effects.pdf	Please bookmark all relevant sections.
4. Survey Plan	survey plan.pdf	Survey plans must be prepared by a registered surveyor.
5. Site Photograph	site photograph.jpg	Photos can be submitted in jpg format.
6. Site Plan / Site Analysis	site plan analysis.pdf	For residential plans this can be incorporated in to a single lodgement plan, this will be a public document.
7. Character Statement	character statement.pdf	-
8. BASIX Certificate	basix certificate.pdf	-
9. Floor Plans	floor plans.pdf	Residential internal floor plans should be created as a separate file. If internal floor layout is shown in the lodgement plan, this will be available for public viewing.
10. Elevation & Sections	elevation & sections.pdf	For residential plans this can be incorporated in to a single lodgement plan, this will be a public document.
11. Fire Safety Schedule	fire safety schedule.pdf	-
12. Schedule of External Finishes	schedule of external finishes.pdf	-
13. Extent of Cut & Fill Plan	cut & fill plan.pdf	-
14. Landscape Plan	landscape plan.pdf	-
15. Operation Details	operation details.pdf	-
16. Disabled Access Report	disabled access report.pdf	-
17. Waste Management Plan	waste management plan.pdf	-
18. Stormwater Management Plan (DCP 165)	stormwater management plan.pdf	-
19. Erosion & Sediment Control Plan	erosion & sediment control plan.pdf	-
20. Water Cycle Plan (DCP 165)	water cycle plan.pdf	-
21. Arborist's Report	arborist report.pdf	-
22. Geotechnical Report	geotechnical report.pdf	-
23. Site Contamination Assessment	site contamination assessment.pdf	-
24. Integrated Development	-	Additional information may be required for referral to another approval body
25. Bushfire Report	bushfire report.pdf	-
26. Coastal Hazard / Beach Frontage (DCP 125)	coastal frontage.pdf	-
27. Traffic & Parking Report	traffic & parking report.pdf	-
28. Acoustic Report	acoustic report.pdf	-
29. Shadow Analysis Diagrams	shadow analysis diagrams.pdf	-
30. Heritage Impact Statement	heritage impact statement.pdf	-
31. Subdivision Plan	subdivision plan.pdf	-
32. Design Verification Statement (SEPP65)	design verification statement.pdf	-
33. SEPP 1 Objection	sepp1 objection.pdf	-
34. Photo Montage	photo montage.pdf	-
35. Architectural Model	-	Please contact Council on the 3D computer model requirements.
36. Water and Sewer Plan	water and sewer plan.pdf	-
37. Crime and Safety Report	Crime and Safety Report.pdf	-
38. Lighting / Illumination Plan	Lighting plan.pdf	-
39. Electronic Lodgement	-	All electronic files must be supplid on a CD/DVD.