Replacement of Holder Numbers

CHESS Issuer Sponsored Enquiry Facility

The ASTC Settlement Rules place special emphasise on confidentiality and what information can be disclosed by the company or registry.

The Issuer Sponsorship's Securityholder Reference Number (SRN) and CHESS's Holder Identification Number (HIN) becomes a major control in maintaining the security of the relevant holding.

In order to replace or change an SRN for a holder on an issuer sponsored subregister it is recommended that the securityholder be required to notify the registry in writing. It is also recommended that replacement SRN numbers are only forwarded in the same manner as for replacement security certificates.

HIN's are controlled by and can only be replaced or changed by the controlling CHESS participant. A letter signed by all securityholders requesting a replacement holding statement should be received by the CHESS participant/Non Broking participant. Upon receipt the controlling participant completes and forwards to CHESS a "CHESS Holding Statement Request". CHESS will then arrange for a replacement statements at a charge of $15 + GST per security. The CHESS Holding Statement Request Form is available to controlling participants in the CHESS Procedure Guidelaines.

Refer to: Form 9 "SECURITYHOLDER REFERENCE NUMBER REPLACEMENT REQUEST - INDIVIDUAL AND JOINT HOLDERS"

Refer to: Form 9A "SECURITYHOLDER REFERENCE NUMBER REPLACEMENT REQUEST - COMPANIES AND EXECUTOR/S - ADMINISTRATOR/S

Where securities have been sold and the securityholder has either lost or misplaced details of their SRN, registries can provide CHESS participants with the SRN in a timely manner on receipt of a written request or facsimile of Form 12A received by the registry or company. The request must be in accordance with the SCH Business Rules. To achieve a timely turnaround the recommendation is to facsimile exchange the request/response. It is recommended that copies of Form 12A requests be kept for the same retention period as required for certificate replacement requests.

Refer to: Form 12A "REQUEST FOR SECURITYHOLDER REFERENCE NUMBER (SRN)

CHESS Issuer Sponsored Enquiry Facility

Instead of facsimile Form 12A requests, CHESS has an automated issuer sponsored subregister enquiry facility. This facility is optional for CHESS participants and registries.

Two types of electronic enquiries can be initiated:

  • An SRN enquiry
  • An issuer sponsored subregister holding balance enquiry

CHESS will check and validate the message and if accepted, it will be sent to the issuer's/registry's appropriate system provider to find, match and return the requested information or a rejection message if there is no match.

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