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Fact Sheet | Registry Keys

What is a registry key?

• A Registry Key provides a secure authentication process for online transactions.

• A unique Registry Key is allocated to every registered organisation upon incorporation.

• Users are required to enter a Registry Key to file a financial statement (incorporated societies only) or address and update organisational details.  The current Registry Key must also be entered when changing it to a new one.

• When a Registry Key is first issued, it is a 7-digit number.  If you elect to change it, you will need to enter a 7-character alphanumeric value (ie. contains both numbers & alphabetic characters).

Changing your registry key

You can change your Registry Key online at any time.

1. Select Maintain Organisation Details - Change Registry Key from the menu on the left of the screen.

2. Enter the Organisation Number, or use the Locate Organisation button to search for and select the Organisation Number.

3. Select Continue to display the Change Registry Key screen.

4. Enter your current Registry Key.  Note: The key is case sensitive - any CAPITAL letters in the key must be entered as CAPITALS and not as lower case.

5. Enter your new Registry Key twice in the fields provided.  The new key must have 7-alphanumeric characters. At least one character must be numeric and at least one must be an alphabetic character.

6. Select Continue and a confirmation message will be displayed.

7. Select Continue to exit & complete the process.

What if I lose my registry key?

If you have you lost or forgotten your registry key, use our secure automated online service to retrieve it.  There are 2 ways you can get to this service:

EITHER

• Select Maintain Organisation Details then Obtain Registry Key from the menu on the left of the screen.

• Enter the Organisation Number, or use the Locate Organisation button to search for, and select the organisation.

• Select Continue and

• Enter your Contact Details (if you are a logged on registered user, these will be filled in for you. Check the details & edit them where necessary).
  
  TIP: If you will be doing other online updates during this session, you can also put a tick in the box next to Save contact details for this session.
   

• Select Continue to display the Obtain Registry Key screen.

OR

• Select any service that requires use of the Registry Key (look for the picture of a key beside the Maintain Organisation Details options on the menu).

• Once you reach the screen to enter the Registry Key, you should see a prompt about Lost or Forgotten your Registry Key - click on the Obtain Registry Key button to display the Obtain Registry Key screen.

Then from the Obtain Registry Key screen:

• Check the box to confirm that you are authorised by the organisation to request the registry key;

• Enter your first name(s), then;

• Enter your last name (as the authorised person requesting the registry key), then;

• Enter the email address to which the key should be sent;

• Select Continue.

The system will validate the email address you supplied against those already recorded for the organisation.

When your email address is validated

Where a match is found for the email address, we will display a message confirming that your request has been submitted and confirming the email address we have used for the response.

Select Continue to return to the Societies & Trusts Home Page.

Check your email mailbox for a message containing the Organisation Number & Registry Key.

When your email address is NOT validated

If your email address does not match an email address recorded for that organisation:

We will display an onscreen message confirming that there was NO match.

If you would like to re-enter another email address, select Re-Enter Email.

Alternatively, if you are authorised to receive the key and you would like it to be sent to the email address you entered, you are required to sign a key request form.  This request will be retained by the Registrar.

Select Submit Request and a key request form will be emailed to you.  The form must be returned to the Companies Office within ten working days.  When we receive the signed form we will email the Registry Key to the address you requested. This will be processed during normal working hours.

There are two ways to return the form:

Option 1 - Scan and upload the registry key request form

Scan your signed registry key request form and save it as a PDF file.

Then visit the Societies website and choose the Upload Registry Key Request Form option from the left hand menu.  Select the company that you will be uploading the registry key request form for.

From the File Upload - Registry Key Request Form screen, either enter the file name into the field provided or click on the Browse button to locate the document on your PC you wish to upload.

Click once to select the document, then click the Open button.

Select the Upload Form button to upload the document you have selected.

Note: The only accepted file format for the Upload Registry Key Request Form service is Adobe Acrobat PDF (pdf) files.

Option 2 - Fax the registry key request form

Fax your registry key request form to 0508 GET KEY (438 539) anytime of the day, any day of the week.  We will process any forms received outside normal business hours on the next working day.

Do not include a cover sheet or send any other documents for registration to this fax number.  It is a dedicated line for receiving registry key request forms.

Related resources

• Pamphlet - Societies Online pdf | File size 162Kb

Find out more about Incorporated Societies

In our Information Library we have gathered together a range of resources to help you use our societies services.  You will find answers to common questions, forms and fact sheets that step you through our online services.

Use our Contact Us service to look through these resources and we hope that your question will be answered there.  If not, you will be given the opportunity to email us direct.

Alternatively, call us during business hours (8.30am-5pm weekdays) on Freephone 0508 SOCIETIES 0508 762 438 (Overseas callers call +64 3 962 2602).

Keep up to date with news and developments for the Companies Office and other business units and subscribe to the Business Update, our regular online newsletter. Sign up on line to receive your copy of the Business Update at http://news.business.govt.nz/bulletin/.

Updated 4 June 2008