An index Entry will be created on the DMS using the following name format:
CCCnnnndd/mm/yyyyRRR
Where:
CCC = 3 character for county in upper case (e.g.
FFE)
nnnn = daily running number padded with
leading zeros to 4 digits (e.g. 0056)
dd = day number padded with leading zero
to 2 digits (e.g. 03)
mm = month number padded with leading zero
to 2 digits (e.g. 08)
yyyy = year number of 4 digits (e.g. 1976)
RRR = register in upper case (e.g. GRS)
It should be noted that this is the same format for common deeds on the DMS
The TPOs will fall into two categories and will be mapped according to the instructions described below:
When these TPOs are mapped it is not intended to mark the position of each individual tree on the Index Map as it is often the case that a reference for this type of TPO is not required on the Title Plan. The full extent of all properties affected by the TPO (e.g. house plots, industrial units etc.) should be enclosed by a brown bordered polygon. This will allow the LRS/DMS Automatic Ident process to identify applications which may be affected by these TPOs. A photocopy of the OS map showing the position of the individual trees should be placed in the TPO folder. This will assist the FR mappers if a Title Plan reference is requested by the Legal Settler. When creating the Index Entry an appropriate note should be added to the Instructions field.
In cases where only a small number of trees are affected they may be arrowed and lettered T in red on the Index Map and the note amended to read:
This TPO affects the trees arrowed and lettered T in red within the area edged brown on the Index Map. If Title Plan references are required for these trees they should be arrowed and lettered T in red. NO TITLE PLAN REFERENCE SHOULD BE GIVEN FOR THE AREA EDGED BROWN.
When a FR is received which is affected by one of these TPOs the Plans Settler should consult the appropriate Legal Examiner to determine whether or not a Title Plan reference will be required. This may have already been decided in the case of TPOs affected by Research Areas. If references are required, and the TPO affects an area which is larger than the FR being dealt with, the Plans Settler should arrange for all the trees to be arrowed and lettered T in red on the TPO Index Entry. The Instructions field should be amended to reflect the Legal Settlers requirements of future applications affected by the TPO.
Each of the areas affected by the TPO should be enclosed within a yellow bordered polygon. There is no requirement to supply additional references to identify the individual plots depicted on the TPO plan. The note shown in Appendix 10 should be added to the Instructions field of the Index Entry.
On receipt of an FR which is affected by the area edged yellow the Plans Settler should consult with the appropriate Legal Examiner to determine whether or not a reference will be required on the Title Plan for the part of the subjects affected by the TPO. The Instructions field should be updated to reflect the Legal Settlers requirements for future applications affected by the TPO. If the TPO is affected by a Research Area mapping instructions may already exist and the above action may not be necessary.
Some TPOs will fall into the above categories as they will affect both specific trees and areas or groups of trees. These should be mapped using a combination of the above procedures i.e. brown and yellow edgings and an appropriate note in the Instructions field.
14.1.2 Procedure Of Mapping Of Tpos On The Digital Mapping System
When the process is complete you may remove the TPO from your case list by selecting Remove Index From List within the Case Take-on panel.
14.1.3 Common Deeds
Index (CDI) on the DMS
See the following sections also -
Section 8.1.5 Common Deeds Index
Section 8.11.2.1.1. - Abstracting-establishing
the extent of the subjects in Prior Deeds
Section 17 - Common Deeds on the LRS
Section 20 Decision Trees - Abstracting
Guidance for Burdens Deeds and Abstracting Guidance for Prescriptive Title Deeds.
14.1.3.1
- Creating a CDI(S) on the DMS
When settling non-R/Area casework
consideration should be given to the mapping of common deeds that affect several
properties [there is no point in mapping a deed that only affects one property].
The objective being that if the deed is mapped on the system Plans will not
require to see the deed again for abstracting. It should also be borne in mind
that not every deed affecting several properties will necessary be best mapped
on the system. Each deed should therefore be treated on it's own merits.
When making a decision as to whether it is effective to mark up the extent you must take the following into consideration
How much time will it take me to create the extent of the deed on the Ordnance Survey map?
How many properties/future applications will benefit by marking the CDIS?
What is the likely selling turn around times in the area?
Is this method going to be cost effective for the time spent and the expected return?
Depending on the answer to these questions it may be more effective to photocopy the deed and store it in a Plans Back up file for future applications. Remember if it is a coloured deed plan to ensure the copy is also coloured.
Once you have created the hard copy of the Back up file, using the Title Number of your application as its file number, update the element note on the CDI along the following terms
"colour copy
of deed plan in Plans Back up file FFE 45376"
or
"copy deed in Plans Back
up file FFE 45376"
Please note Do not create an index on the DMS for the Back up file as you have already taken the decision it is not effective to spend time putting on a graphical extent. If you create the Back up file you would just be as well to create CDIS.
14.1.3.2 - Mapping the CDI(S) on the DMS
The extent of the deed is mapped on the DMS using the Index facilities as follows
1. From the Top Level Menu choose
the NAP.
2. Choose Create Index Entry.
3. Enter an Index Type -CDI (Press F2 to list available Index
types and F3 to accept highlighted choice).
4. Press the Tab key to move to the Index ID field
5. Enter the Unique Identifier for the deed using the following name
format
6. CCCnnnnDD/mm/yyyyRRR
CCC = 3 character for county in the upper case (e.g. FFE).
nnnn = daily running number of deed padded with zeros (e.g. 0056).
dd = day of recording padded with zeros (e.g. 06).
mm = month of recording padded with zeros (eg.09).
yyyy = year of recording (e.g. 1906).
RRR = register in upper case (e.g. GRS).
7. Press F3 to create the index
8. Go to drawing tool and click on Case Take-on and select the CDI(S) you have just created.
9. This will activate the Manual PI form
10. Using any of the options associate the CDI(S) with the appropriate map.
11. Accept the position of the seed point and the CDI(S) will open on the Drawing Tool
12. Map the CDI(S). The extent of the deed must be depicted by a green border. Show any references that would be pertinent to other users and update the case notes with instructions for references were appropriate.
13. Click Close and Authorise and authorise index in the normal fashion
14. Click Case Take on and click on CDI you have just completed and then click on Remove index from list.
Remember the index must be authorised before removing it from the select list - as you will be unable to retrieve it back on to your select list if it is not authorised. If this does happen you will have to log a call through IT helpdesk.
15. Add note to element note on CDI to state - "CDIS marked" (See Section 17.2 updating CDI)
14.1.4 CANCELLATION PROCEDURES - Digital Mapping System
The following instruction outlines the procedures to be adopted on the Digital Mapping System when cancelling applications for registration. See below for instructions for DWs.
First Registrations
Conventional practice required that a record
of any cancelled applications was retained on the Parcels Index Book and that
any Title Plans prepared for such applications be filed for future reference.
To allow a similar position to be adopted on the Digital Mapping System it has been agreed that when an application is cancelled, all information prepared to the point of cancellation should remain on the system.
In order to indicate that an application is cancelled the Tenure details should be amended to read "CAN". Also, any textual instructions held under "Planning Instructions" should remain unchanged for future reference. Please note however, that any notes pertinent to the reasons for cancellation should be stored on the LRS and should not be entered into the DMS case notes.
The case must be Authorised which may involve some case movement if it has left Plans.
If graphical extents have been created for the application
The case must be unauthorised and all graphical objects must be selected by using the "ALL" button on the Drawing Tool. The "CLR EXT" button must then be selected to ensure that no graphical details will be shown on the Index Layer. The only indication which will remain on the Index Layer to indicate that an application existed will be the seed point.
The case must then be authorised.
NOTE: A title cannot be viewed unless it has been authorised or it is your current case. It is also worth noting at this stage that if anything has been drawn in the Prov Ident layer, authorising the case will overwrite this data with all information created under Title Extent.
The process described above will ensure that when an application is eventually received to register the subjects, the Clipboard or Create a Duplicate Title functions can be used to transfer the previously prepared data into the new title.
When a dealing is to be cancelled, which required references/changes to the Title Plan i.e. Deed of Servitude, the Cancellation officer will return the dealing to Plans in order that the Plans part of the application can be removed
Please note that it is NOT the Title being cancelled only the application.
Therefore the Plans officer
should unauthorise the Title and remove any references/changes that have been
added/made for the dealing. In other words the title is being reverted back
to agree with the previous authorised version.
Amend/update case
notes as appropriate
Reauthorise title.
The Case Notes on the DMS are primarily designed to give the sort of information required by Reports Section and by Plans Staff mapping subsequent applications. All of the required information should be available in the Case Notes so that the Title Sheet need not be interrogated. It follows that all references must be described as fully as possible.
The information required on the DMS relates to the references visible on the Index Layer as follows -
Exclusive areas - if references are shown for exclusive areas these should be listed at the beginning of the note e.g. "garden ground tinted pink; cellar tinted brown"
Flat location and floor level (in tenements/blocks) - where no reference has been supplied for the flat the location must be narrated e.g. "Eastmost first floor flat at 21 Smith Street". Where a reference has been supplied for the flat, only the floor level need be narrated e.g. "first floor flat tinted blue".
Note 1- in tenement cases
the flat location and floor level should be entered first so that the relevant
details are seen when subsequent users search using the TENEMENT button.
Note 2 - There are only 34 characters available when viewing using the tenements
button. This means that some descriptions will have to be abbreviated to fit."
Multiple roots of title - there is not generally a need to show roots of title on the Index Layer (use the "CLR EXT" button - see below). In this respect they can fall into the same category as stamps or boundary arrows. Where the roots of title are not shown on the Index Layer there is, obviously, no need to supply any note about them.
If there is more than one root of title and references have been supplied which have also been sent through to the Index Layer then there should be a simple note to that effect e.g. "Roots of title tinted pink and blue".
Note - Any application with multiple major areas or with more than one extent deed will have multiple roots of title. Each root of title may require separate references depending on the nature of the rights and/or burdens contained within each root.
Shared interest - where a pro-indiviso or right in common is included the note must narrate the extent of the interest and who else has a share in the interest e.g. "½ pro indiviso share with 23 Smith Street to common path tinted yellow".
Tenure - where the tenure is mixed, a simple note should narrate those areas which are not dominium utile e.g. "Superiority only of area edged and numbered 1 in blue". The tenure field must also reflect this e.g. "DU/DD" or (in the case where there are more than two types of tenure) "ALL".
Exclusion of indemnity - if a reference has been given in respect of an exclusion of indemnity a simple note should narrate the fact e.g. "Indemnity excluded over land tinted yellow".
Mapping points - this is particularly important where subjects have been mapped to the legal extent and the mapped detail does not match the Ordnance Map e.g. "Westmost boundary mapped to legal extent." It would also apply where the subjects were mapped to the fenced extent when the deed plan showed some other extent e.g. "Mapped to fenced extent as per Back Up File ELN123".
Back up files - sometimes notes will need to refer to retained evidential material e.g. "Please see back up file ELN123"
RA References - any references brought through from a Research Area should be noted e.g. "Area edged green reproduced as per RA instruction".
Enlargements/Supplementary Plans - any references which appear on an Enlargement or on a Supplementary Plan should also be described e.g. "Subjects at basement level tinted blue (see Enlargement)."
Remember - some plans references should not be sent through to the Index Layer (for example, stamps and boundary arrows). All polygons are automatically sent to the Index Layer unless they are selected and the "CLR EXT" button is used.
Similarly, none of the non-polygon drawing elements are sent through to the Index Layer unless they are selected and the "SET EXT" button is used. If any exclusive or shared interests are shown by anything other than a polygon (for example, pipelines) you must use the "SET EXT" button to send them to the Index Layer.
You can check which of the drawing elements will appear on the Index Layer by using the "Details" button in the "Viewing Options" panel. When you click the button the elements that can still be seen on screen are the ones that will appear on the Index Layer.
14.1.6 Closing a Title - DMS Procedures
The following instructions outline the procedures to be adopted on the Digital Mapping System when closing a Title
Titles are closed for various reasons i.e. Proprietor has disponed all interest in the land in various lots, lease has been renounced and absorbed back into the Dominium Utile, Superiority and Dominium Utile have been consolidated.
In order to indicate that an application is closed the Tenure detail should be amended to read "CLOSE". Any textual instructions/notes held under "Planning Instructions" should remain unchanged for future reference and a note added to refer to the application under which the Title is being closed.
All graphical objects must be selected by using the "ALL" button on the Drawing Tool. The "CLR EXT" button must then be selected to ensure that no graphical details will be shown on the Index layer. The only indication that will remain on the Index Layer to indicate that a Title existed will be the seed point.
The case must then be authorised to implement these changes on the DMS
14.1.6.1 Amalgamations (Add to) - DMS Procedures
See also Section 8.14 - Amalgamations, mergers and related matters
Where a Title has to be closed due to a decision to amalgamate procedures under Section 14.1.6 - Closing a Title - DMS Procedures must be followed. The following note should be added to the DMS case notes
"LAN 1112 has been amalgamated into LAN 1113".
14.1.6.2 Absorption, Confusion Consolidation and Renunciations - DMS Procedures
When an application is received to merge two interests the Title for the interest being merged will require to be closed. Procedures under Section 14.1.6 - Closing a Title - DMS Procedures must be followed. The following note should be added to the DMS case notes
"LAN 1112 has been
Absorbed/Confused/Consolidated/Renounced into LAN 1113".
Functionality is included in the DMS, which allows templates to be created for tenement steadings. When mapping a registration from a tenement the plans settler has the option at authorisation stage to create a template for future applications within that steading. This template is then stored within the premap layer on the DMS.
On receipt of subsequent registrations within the tenement steading as part of the auto pi stage, the system will search the premap layer to see if any templates exist for the steading. For the tenement template functionality to work, applications must contain an Ordnance Survey Address Point reference (OSAP) in the appropriate address field (i.e. the address must be imported from the browser). If a tenement template is located, the system will copy the information from the template into the Title Layer for the new application, authorise the Title and produce a Title Plan at a predetermined printer. The application will then be released to Legal Settle after completion of the intake process. In these instances it will be the responsibility of the legal settler to complete the A. Property Section following the style from the previous registrations in the steading.
14.1.7.2. When do I create a tenement template?
When a title within a tenement steading is being processed, it is the responsibility of the plans settler to decide whether or not to create a tenement template.
1. Steading extent only
If the application the plans settler is currently working on consists of
only a steading extent, a tenement template should be created.
2. Steading extent with
additional plans references
(a)The current application may have additional references on the Title Plan
(e.g. Burdens Reference, Servitude of Light, common areas). If the references
apply to the whole steading then a tenement template should be created.
(b) If the Title Plan includes any plans references for exclusive areas of ground or common references not applicable to the whole steading then a Tenement Template should not be created.
3. Certified Plans for
Steading extent
Refer to Plans RO1 who will advise with mapping instructions.
14.1.7.3.1 Example 1 - Current application and PRs have no exclusive ground.
|
Title Plan
|
Index Map
|
Tenement Template? - YES.
Note: Tenement Templates should be created regardless of how many flats are
still to be registered from the block. It is more cost effective to create a
template rather than investigate how many flats are still to be registered.
14.1.7.3.2 Example 2 - Current application does not have exclusive areas however PR does
|
Title Plan
|
Index Map
|
Tenement Template? - YES
It may be that subsequent registrations also contain exclusive garden ground.
If they do, legal will send the application back to plans for a plans reference.
14.1.7.3.3 Example 3 - Current application has no exclusive areas, burdens tints affect whole steading
|
Title Plan
|
Index Map
|
Tenement Template? - YES
As subsequent registrations will also need to provide references for the burdens
a tenement template can be created
14.1.7.3.4 Example 4 - Current application described as Tenement under exception, PR has no exclusive areas of ground
|
Title Plan
|
Index Map
|
Tenement Template? - YES
Flats will have been examined and are described verbally therefore a tenement
template should be created.
14.1.7.3.5 Example 5 - Current application has certified plan for garden ground
|
Title Plan
|
Index Map
|
Tenement Template? - NO
Even though original Deed Plan had no plans reference for exclusive garden ground,
a certified plan was obtained from the Agent and the Title Plan will contain
a reference for garden ground. A Tenement Template should only be created if
the Title Plan the settler is processing does not contain any plans reference
for exclusive areas of ground.
Note: In applications where the verbal description is sufficient to identify exclusive areas of ground a tenement template should be created.
14.1.7.5 How can I tell if a template exists?
Activate an index map search
Ensure that the option to search pre- maps is selected
Please note in the legend an existing pre map will be indicated by the colour pink on the index marker.
If a tenement template exists the marker will have a pink quarter and in the "Name" column it will be marked as Tenement Template.
14.1.7.6 Updating or Deleting a Tenement Template
There will be instances when a Tenement Template may be created in error or changes require to be made to an existing Template. As the template is not a recognised case and is stored in the pre-map layer, any changes have to be made through the Map Comparitor, therefore all changes have to be completed by Mapbase Maintenance.
A form has been created, P105 - Amendment of Premaps Form, for this purpose, This form should be completed and sent, with a print attached showing the update, (unless the Template is to be deleted), to Mapbase Maintenance Section, who will make the necessary update and return the form when the update has been completed. Copies of the form are available from repro in the normal fashion. Please note Team Leader or Plans RO1 should countersign this form.
14.1.8 - EXPLANATION OF INDEX TYPES
There are various types of indexes on the DMS the following section gives a brief synopsis to the index type, how it is identified on the DMS, and provides links to other areas in the Manual where more information can be found.
14.1.8.1 - ACQ - MIDLOTHIAN ACQUISITION TITLE and DSP - MIDLOTHIAN DISPOSAL TITLE
Project undertaken to determine Acquisitions and Disposals of Midlothian Council, prior to Midlothian "going live" in the Land Register.
ACQ - Areas of ownership at time of Project (Note: - some areas may now be further disponed or feued).
DSP - Area disponed or feued to another party
ACQs are referenced on the DMS as follows: -
(1) Areas where precise
extent could be determined - edged red
(2) Areas where location could be identified but not precise extent - red triangle
DSPs are referenced on the DMS as follows: -
(1) Areas where precise
extent could be determined - yellow tint
(2) Areas where location could be identified but not precise extent - yellow
triangle.
Although the above mentioned index types cannot be regarded as a registered title, consideration should be given to the extents shown on the DMS when mapping adjoining titles as the indexes were mapped from the appropriate title deeds.
14.1.8.2. - BUF - BACK UP FILE
To record any useful information regarding a property/properties which do not fall into any other index type. For example
Index ID
Where the BUF affects a registered Title or refers to a paper back up file then
the Title Number must be used as the index ID.
Where this is not the case
the following format should be used
CCC/ADDRESS
CCC = 3 character for county in the upper case (e.g. FFE).
NOTE 1: -the index ID is restricted to 20 characters including spaces so in some instances the address may require to be condensed
NOTE 2: - When creating an index on the system the index ID must contain the county prefix in order that a map stored for the county can be associated to the index.
Where text information such as a street name is used in the index ID care should be taken that it does not contain a county prefix as the system may identify that county's maps for use by the index rather than the intended county. For example: -
MID/EASTHOUSES ROAD
may associate the county of Sutherland.
ELN/GLASSEL PARK ROAD may associate the county of Glasgow.
ABN/BRENT FIELD CIRCLE may associate the county of Renfrew.
If this is the case the text details will have to be entered in order that the creation of the superfluous county code is not created. For Example: -
MID/E.HOUSES ROAD
ELN/G. PARK ROAD
ABN/B. FIELD CIRCLE
Identification on DMS
Brown hatch - in some instances it may be more appropriate to use other references
when they require to be replicated on subsequent titles or to define areas with
separate instructions.
14.1.8.3. - CDI - COMMON DEEDS INDEX
The object of the index is to identify at an early stage in the registration of an application whether a common deed, in respect of the application has, in fact been submitted or obtained in respect of an earlier application and, if so what information is available as to the contents of the deed and where it can be found. In this way unnecessary requests for the same deed and unnecessary duplication of editing the deeds can be avoided and the settling process can be speeded up.
Index ID
CCCnnnnDD/mm/yyyyRRR
CCC = 3 character for county
in the upper case (e.g. FFE).
nnnn = daily running number of deed padded with zeros (e.g. 0056).
dd = day of recording padded with zeros (e.g. 06).
mm = month of recording padded with zeros (eg.09).
yyyy = year of recording (e.g. 1906).
RRR = register in upper case (e.g. GRS).
Identification on DMS
Green edge.
Links
Section 8.1.5 Common Deeds Index
Section 8.11.2.1.1. - Abstracting-establishing
the extent of the subjects in Prior Deeds
Section 14.1.3 - Common Deeds on the DMS
Section 17 - Common Deeds on the LRS
Section 20 Decision Trees - Abstracting
Guidance for Burdens Deeds and Abstracting
Guidance for Prescriptive Title Deeds
14.1.8.4. - DOC - DEED OF CONDITIONS
When a flat is feued by Glasgow District Council, the council will commonly prepare a Deed of Conditions for the block and each individual Feu Disposition will refer, for extent, to the area of ground detailed in the Deed of Conditions. As this is not a monetary transaction the deed will be recorded in the Sasine Register. Prior to the introduction of Sasines deeds being stored on fiche, to avoid having to requisition this deed at first registration stage and delay the process a note of the extent was retained on the DMS.
Although no new indexes are created as the deeds can be accessed on fiche those already held on the system are retained, as they are still relevant.
Index ID
GLA/DOC/internal referencing system or LAN/DOC/internal referencing system
Identification on DMS
Blue edge with tints for areas of garden ground if required
Section 8.3.14 Glasgow District Council - Deeds of Conditions
14.1.8.5. - DOG - DEVELOPMENT ON THE GROUND
Development on the Ground procedure is adopted when property boundaries have not been built in accordance with their deed plans. An index is created where no R/A affects the area. Mapping Instructions/guidance for each property will be given under the casenotes.
Index ID
CCC/ESTATE NAME
CCC = 3 character for county in the upper case (e.g. FFE).
NOTE 1: -the index ID is restricted to 20 characters including spaces so in some instances the address may require to be condensed
NOTE 2: - When creating an index on the system the index ID must contain the county prefix in order that a map stored for the county can be associated to the index.
Where text information such as a street name is used in the index ID care should be taken that it does not contain a county prefix as the system may identify that county's maps for use by the index rather than the intended county. For example: -
MID/EASTHOUSES ROAD
may associate the county of Sutherland.
ELN/GLASSEL PARK ROAD may associate the county of Glasgow.
ABN/BRENT FIELD CIRCLE may associate the county of Renfrew.
If this is the case the text details will have to be entered in order that the creation of the superfluous county code is not created. For Example: -
MID/E.HOUSES ROAD
ELN/G. PARK ROAD
ABN/B. FIELD CIRCLE
Identification on DMS
Blue hatch.
Links
Section 8.13 Developed on the Ground Procedure.
14.1.8.6. - EAC - EAST AYRSHIRE COUNCIL SURVEY
Pilot currently being undertaken between East Ayrshire Council (EAC) and Registers of Scotland. Upon receipt of an application to buy Council owned property/Land EAC complete a site inspection to determine the property boundaries. In the instance where the detail on the ground does not agree with the OS map the Pilot allows EAC to inform the Ordnance Survey directly of any problem areas. This allows the Ordnance Survey to investigate and rectify any problems prior to receipt of a First Registration.
Casenotes should provide information on whether survey is pending or completed. If an application is received and the casenotes state that the Survey is pending please place application into standover until survey has been completed.
Index ID
Where application exists - Title Number
Where there is no application - East Ayrshire Council reference number for property
Identification on DMS
Yellow hatch.
Links
Section 18.17 - East Ayrshire Pilot
14.1.8.7. - EPA - ESTATE PLAN APPROVAL
The estate plan approval
system (EPA) is designed for use in connection with Reports and Office Copies.
Where an estate plan has been officially approved, it is not necessary for separate
plans to accompany each Application for a Report or Office Copy (as would otherwise
be the case), as these Applications may describe the land concerned by reference
to a plot number on the estate plan approved on a certain date.
The EPA system is a benefit to Developers in that it saves them the cost of
preparation of numerous copies of the estate lay-out plan and of their Title
Plans. The Keeper benefits by saving the time and cost involved in the constant
re-examination of plans that would have to be lodged with Reports and Office
Copies. Extract of the estate plan can safely be employed for inclusion in transfer
deed plans.
Index ID
Parent Title number
Identification on DMS
Yellow hatch.
Links
Section 9.3. - OFFICIAL APPROVAL OF ESTATE LAY-OUT
PLANS
14.1.8.8. - PRC - PRE-REG CORRESPONDENCE
Evidence of this type of Index indicates that there has been correspondence between the Agency prior to a registration being received and a Representing Agent, which the Plans Settler should be aware of before mapping the application when received.
Index ID
A PRC may be identified in 3 formats depending on the section creating the index
CCC/ADDRESS
CCC = 3 character for county in the upper case (e.g. FFE).
NOTE 1: -the index ID is restricted to 20 characters including spaces so in some instances the address may require to be condensed
NOTE 2: - When creating an index on the system the index ID must contain the county prefix in order that a map stored for the county can be associated to the index.
Where text information such as a street name is used in the index ID care should be taken that it does not contain a county prefix as the system may identify that county's maps for use by the index rather than the intended county. For example: -
MID/EASTHOUSES ROAD
may associate the county of Sutherland.
ELN/GLASSEL PARK ROAD may associate the county of Glasgow.
ABN/BRENT FIELD CIRCLE may associate the county of Renfrew.
If this is the case the text details will have to be entered in order that the creation of the superfluous county code is not created. For Example: -
MID/E.HOUSES ROAD
ELN/G. PARK ROAD
ABN/B. FIELD CIRCLE
CCC/T file number
CCC = 3 character for county in the upper case (e.g. FFE).
T file number is referencing system in SLG and pre registration enquires
CCC/Business unit reference
system
CCC = 3 character for county in the upper case (e.g. FFE).
Some business units have there own internal referencing system for enquires
check with Team Leaders.
Identification on DMS
Brown hatch - in some instances it may be more appropriate to use other references
where separate areas require to be identified or a print requires to be prepared
for agent.
14.1.8.9. - RA - RESEARCH AREA
To eliminate repetitive examination of title work, the Research Team investigate builders or developers' titles, including the first sale of individual plots, and established existing burdens &c. These burdens are examined and edited in advance and included in registrations of the various parts with out further examination.
Index ID
nnnnn/CCC
nnnnn = file number padded with zeros (e.g. 00056).
CCC = 3 character for county in the upper case (e.g. FFE).
Identification on DMS
Blue edge, but can contain additional references which require action at First
Registration stage instructions will be contained in the DMS casenotes
14.1.8.10 - SPL - SUPPLEMENTARY PLANS
A Supplementary Plan is used in conjunction with the Title Plan for the purpose of showing detail or providing a method of reference to areas of land mentioned in the register which, for reasons of scale, size or complexity, cannot conveniently or satisfactorily be shown on the Title Plan.
Index ID
A Supplementary Plan is named using the Title Number of the first application
to require SPL plus the running number of the Supplementary Plans required i.e.
FFE6001-1.
Identification on DMS
As the SPL forms part of the Title all references are taken from the application.
Links
Section 13.7 - Supplementary Plans
14.1.8.11. - SVY - AREA SUBJECT TO SURVEY
This type of index is prepared when instigating a P32 or a P24, which may affect more than the subjects in the Title. The area subject to the survey is hatched mauve on the DMS and notes/details of the survey are included in the DMS casenotes. This alerts any one dealing with application in the same area that a survey has been requisition, which means they, can associate their application to the lead case pending the result of the Survey. Also eliminates the possibility of a duplicate survey request.
It should be noted that once survey is complete the index must be deleted from the system.
Index ID
Title number under which the survey/P32 requisition has been sent
Identification on DMS
Mauve hatch.
Links
Section 18.5 - Form P32 Requisitions
Section 18.4 Form P24 Check Surveys
14.1.8.12 - TPO - TREE PRESERVATION ORDER
A Tree Preservation Order is an Order effected by Local Authorities which imposes conditions for the preservation of trees, groups of trees or woodlands in the Authorities district, by prohibiting the cutting down, topping, lopping or the wilful destruction of trees, etc. except with the Authority's consent. The extent of which are shown in Index Layer titled TPO.
Index ID
CCCnnnnDD/mm/yyyyRRR
CCC = 3 character for county
in the upper case (e.g. FFE).
nnnn = daily running number of deed padded with zeros (e.g. 0056).
dd = day of recording padded with zeros (e.g. 06).
mm = month of recording padded with zeros (eg.09).
yyyy = year of recording (e.g. 1906).
RRR = register in upper case (e.g. GRS).
Identification on DMS
TPO's affecting areas of ground or groups of trees edged or tinted on the Deed
Plan are identified by a yellow edge on the DMS
TPO's affecting specific trees the full extent of all properties affected by the TPO (e.g. house plots, industrial units etc.) should be enclosed by a brown bordered polygon and reference made to a paper copy depicting the individual trees. In cases where only a small number of trees are affected they may be arrowed and lettered T in red on the Index Map
Links
Section 14.1.1 - Mapping of TPO's
IMP -
Imported Extent
This type of index can only be created by Mapbase Maintenance section. It is
a graphical extent imported onto the DMS from digital data. The DMS casenotes
will explain the source of the data and any instructions to be followed.
Index ID - CCC/nnnnnnn
CCC = 3 character for county
in upper case e.g. FFE
Nnnnnnn = when created in MBM the system automatically numbers the index with
the next available number packed with zeros e.g. 0000003 - the 3rd IMP index
created for the county.
Identification on the DMS
There is no unique ID for an IMP index. It can be referenced by any edging or
tint.
Plans Manual update - Section 14.1.8.14
14.1.8.14 - RCIL - Register of Community Interest in Land
A pending or registered entry in the Register
of Community Interests in Land prohibits the landowner from transferring
Title to the affected land without offering first refusal to the Community Body
who have applied to Register the interest. The Keeper has an obligation in the
Land Register to reject or cancel any Land Register application affected by
a pending or registered RCIL entry (subject to certain exceptions). Therefore
the extent of the RCIL interest is reflected in the Agency's Digital Mapping
System as a CIL index. These indexes are created by Mapbase Maintenance Section
only and must not be amended or deleted. Any queries regarding the extent should
be referred to Mapbase Maintenance in the first instance.
Any LR application affected by an
entry in the RCIL should be referred to the RCIL STL for investigation.
Include a print of the index map, displaying extent of Subjects in relation
to RCIL extent. If RCIL extent partly affects Subjects, include a tinted reference
highlighting affected area.
Index ID
CCC/CBNNNNN , (where CB = community body)
CCC - 3 character county in the upper case (e.g. CTH)
NNNNN - RCIL Registration number relating to this index (e.g. 00001)
The index may be split into more than 1 area if extremely large e.g. CTH/00001/1
CTH/00001/2
Index Type
CIL - Pending or Registered Entry in the Register of Community Interests in
Land
Identification on DMS - brown hatch
Purpose
To identify the subjects pending registration on the DMS, so that when an area of map is searched against the user will be able to locate all registrations affecting.
There is inevitably a delay between the time when any application is created and the time when the registration is completed. During this interval the Index Layer must show the presence of the application. This is necessary to ensure that there is no unintentional overlap in interest, which might lead to two or more registered titles competing over the same piece of ground.
Any property or area of ground may be subject to any one of a number of reports (P16, Form 10 etc: see elsewhere). It is important that the report reflects any occupation of the subjects. This can only be done if all applications are identified on the Index Layer.
In order to ensure that the above issues are dealt with, a provisional identification of the subjects is made shortly after the application is created. In the simplest cases (for example, a single, well-defined property), the Index Layer will show only a seed point to indicate the presence of the application. Where large areas of ground are being dealt with the extent of the property must be mapped onto the Index Layer using a red hatch. This need only be done quickly to show the presence of the application where the marker may not be visible and need not take into consideration all mapping points (exceptions etc). The extent is only there to show the presence of the application.
Auto Pi
All First Registration applications received by intake go through the auto pi process. Although the auto pi process will only work with addresses that have been entered using the browser functionality all cases are sent through the automated process for simplicity in casework movement.
The LRS sends the address details to the DMS. Once the DMS receives the address it will locate the appropriate spot on the OS using the OSAP details contained in the address information. Without OSAP information the auto pi will fail when this happens the DMS will inform the LRS and the PI result on the Title Workdesk will remain blank.
Where the DMS locates the property on the OS map a seed point (marker) will be placed on the OS building seed point for the property. The DMS will then search the index and premap layers to see if anything affects that part of the property where that address seed point exists. Where the DMS finds indexes affecting it sends this information back to the LRS in the form of a note, which is added to the N & I on the Title Workdesk and "0" will be recorded in the PI result field indicating that the auto pi was successful.
Where the system finds a premap the DMS will either copy or transfer (depending on whether property is tenemental or not) all mapping elements in the premap into the title layer, authorise the Title and then print the Title Plan. The DMS will then send all relevant notes to the LRS and complete the auto pi result field on the Title Workdesk with either "A", "B", or "C". Case should then be categorised as A1 and send directly to legal settle.
Manual Provisional Ident (Manual PI)
Cases going to manual pi will fall into three categories: -
Failed auto pi but once idented seed point will suffice.
These types of application will tend to be plots of ground or properties where the address details were not recognised by the browser and are both of a size that the whole subjects will be visible if searched against and reasonably defined so that it is more or less apparent what the extent of subjects are.
Failed auto pi and when idented seed point will not be sufficient to ident subjects.
Where the subjects do not meet the criteria above i.e. are a large property, such as farmland, or are not defined sufficiently, that by simply adding a seed point it would not be possible to identify a pending application when the area is searched using the Index Map.
Therefore the area to be included in the application must be depicted using a red hatch and authorised in order that anyone searching the Index Map is aware that a pending application exists.
It should be noted that this hatch is solely for identification purposes and where there is any question as to the area to be included then the greater area must be used. As it will be the responsibility of any one searching the Index Map to obtain the casebag to check further.
Passed auto pi but seed point not sufficient to ident subjects.
Although these properties have passed the auto pi process the address details may indicate that the subjects to be registered are larger than the normal house plot e.g. "Greenacre Farm".
In this instances it is imperative that an indication of the extent be added to the DMS by using a red hatch as described in the previous section.
The Case Notes on the DMS are primarily designed to give the sort of information required by Reports Section and by Plans Staff mapping subsequent applications. All of the required information should be available in the Case Notes so that time can be saved interrogating the Title Sheet in most instances.
The information required on the DMS relates to the references visible on the Index Layer as follows -
Exclusive areas - if references are shown for exclusive areas these should be listed at the beginning of the note e.g. "garden ground tinted pink; cellar tinted brown"
Flat location and floor level (in tenements/blocks) - the flat the location must be narrated e.g. "Eastmost first floor flat at 21 Smith Street" or "first floor flat tinted blue".
Note - in tenement cases the flat location and floor level should be entered first so that the relevant details are seen when subsequent users search using the TENEMENT button.
Multiple roots of title - there is not generally a need to show roots of title on the Index Layer (use "CLR EXT" button). In this respect they can fall into the same category as stamps or boundary arrows. Where the roots of title are not shown on the Index Layer there is, obviously, no need to supply any note about them.
If there is more than one root of title and references have been supplied which have also been sent through to the Index Layer then there should be a simple note to that effect e.g. "Roots of title tinted pink and blue".
Shared interest - where a pro-indiviso or right in common is included the note must narrate the extent of the interest and who else has a share in the interest e.g. "½ pro indiviso share with 23 Smith Street to common path tinted yellow".
Tenure - where the tenure is mixed, a simple note should narrate those areas, which are not dominium utile e.g. "Superiority only of area edged and numbered 1 in blue". The tenure field must also reflect this e.g. "DU/DD"
Exclusion of indemnity - if a reference has been given in respect of exclusion of indemnity a simple note should narrate the fact e.g. "Indemnity excluded over land tinted yellow".
Back up files - sometimes notes will need to refer to retained evidential material e.g. "Please see back up file ELN123"
RA References - any references brought through from a Research Area should be noted e.g. "Area edged green reproduced as per RA instruction".
Enlargements/Supplementary Plans - any references, which appear on an Enlargement or on a Supplementary Plan should also be described e.g. "Subjects at basement level tinted blue (see Enlargement)."
Mapping Decisions - see Section 14.1.10.1 Notes regarding Mapping Decisions
Remember - some plans references should not be sent through to the Index Layer (for example, stamps and boundary arrows). All polygons are automatically sent to the Index Layer unless they are selected and the CLR EXT button is used.
Similarly, none of the non-polygon drawing elements are sent through to the Index Layer unless they are selected and the SET EXT button is used. If any exclusive or shared interests are shown by anything other than a polygon (for example, pipelines) you must use the SET EXT button to send them to the Index Layer.
You can check which of the drawing elements will appear on the Index Layer by using the Details button in the Viewing Options panel. When you click the button the elements that can still be seen on screen are the ones that will appear on the Index Layer.
14.1.10.1 Notes regarding Mapping Decisions.
Any mapping decision made should be recorded on both the LRS N&I and the DMS casenotes. This is vital so that any future examination of the property or adjoining property it can be clearly ascertained why a mapping decision was taken and not be left to second guess. e.g. "SITT have been mapped to the fenced extent as examination of the county series has ascertained that the features have been in situ for over a 100 years and agent has confirmed OS is correct."
The LRS N&I PLANNOTE functionality should be utilised to add this note. Any note which is designated as a PLANNOTE on the LRS N&I will send the text of that note through to the DMS. The text will be visible in the DMS Case Notes for the application when it is viewed on the Index Layer.
