The map comparitor tool was designed to allow the editing and updating of Titles and indexes affected by the changes in OS detail. The map comparitor identifies detail that is new, changed or that no longer exists. Features that are depicted in red no longer exist, features that are depicted in green are new or amended features –
Within the map comparitor is a pseudo-drawing tool with most of the normal drawing and construction functionality. When updating a Title, the map comparitor creates a new version of the Title using a Map Update (MU) application. The MU application only exists within the DMS - the application is not recognised by the LRS. The MU application number is based on the year created, number generated within current year and the relevant Title number.
18.12.1 Procedures for updating Titles/Indexes affected by new data
The following are the current practices adopted by MBM for updating Titles/Indexes affected by new data.
MBM will update all registered Titles/Indexes where the external boundaries are affected by new data, this includes RA’s, CDI’s, TPO’s, SPL’s etc.
If there is new data that falls wholly within a registered Title, MBM will update the Title unless the change is minor i.e. a garage or a new feature within a large farm registration etc.
If there is new data that falls wholly within a RA, TPO or CDI, MBM will not update these indexes. The reason for this is that 99% of the time these Indexes will only be viewed on the Index layer of the DMS where the new map data is visible. It would only be when the Index was being viewed as a single entry that the new map data would not be visible.
When the changes to Title extents are minor/cosmetic, the decisions are made by checking the microfiche/deeds for extent, etc. These Titles are updated with an explanation placed in the DMS case notes stating what amendments have been made. A next app note is added to the LRS with an instruction to replace the Title Plan on receipt of the next registration/transaction.
(i) If after investigation, the discrepancies between the Legal Title and the new data are too great to be resolved, the Title extent is maintained and the new data is brought through with DMS case notes added stating that the Title extent has been maintained. A next app note is added with the instruction to refer to plans on receipt of the next registration/transaction, for further investigation.
(ii) If MBM encounter examples after investigation where they are large anomalies between the Title deeds and the extent issued, they will refer them to the appropriate TL or Plans RO1 in the Business Unit for further action, i.e. recalling the Land Certificate.
If the new data falls wholly within the Parent Title extent, MBM will create an MU for the Parent Title to bring through this new data. Only those TP’s directly affected by the new data will be updated in this instance.
18.12.2 Plotting from Deed Plans for New Build/Developments
Plotting from the deed plans using MTLE should be discouraged. Experience has shown that the "as built" never agrees with the deed plans. Any new build casework should be referred to the nominated P32 officer for each Business Unit. They will then instigate a P32 to ensure that the new data becomes available within the agreed time scale. Plotting should only be considered where it is a one off area of ground or perhaps self build plots that are notoriously slow to develop.
If MBM encounter examples where caseworkers have plotted estates from the deed plans (using MTLE), rather than waiting on the new data to become available, it is likely that these examples will be brought to the attention of the appropriate Team leader/Plans RO1 within the production area. In extreme cases MBM may ask the production areas to update the affected Titles themselves.
18.12.3 Edge match/poor-drawing problems on the DMS
MBM’s policy is to keep a seamless up-to-date database, however, in reality, this is nearly impossible due to the Agency’s threshold for receiving new data through the maintenance contract agreement. When new data straddles two maptiles, the adjoining maptile will not automatically be ordered unless a registered or pending registration is affected. If the new data is deemed to be important, i.e. buildings, property boundaries, roads, etc., then the adjoining maptile will be ordered.
If a caseworker encounters an example of an edge match problem, they should contact the MBM manager who will then investigate and resolve the discrepancy.
It is likely that, on occasion, examples of poor drawing by the OS will be evident. Any such examples should be referred to the MBM manager. The MBM manager will correspond with the OS with a view to resolving the problem. It is possible that, although the drawing is poor, it might fall within OS published tolerances, particularly at 1/2500 mapping.
The Form P110 (See section 18.18.9) is used to request an amendment to the Title Plan of a registered Title. This should only be used in the following circumstances:
(a) Minor/cosmetic changes (snap to vector points)
(b) Back conversion errors where no DWs have
been issued since back conversion
Each application for a MU will be treated on its own merits but MUs will not be created that could affect the Keepers Indemnity.
Mapbase will create next application notes with each MU request.
Note - Where agent has consented in writing to changes to the Title a CX application should be created. See Section 8.12.26.
18.13 Back Conversion Error Report Forms
During 1996/7 the Counties of Dumbarton, Glasgow, Lanark, Renfrew, Stirling, West Lothian and Clackmannan were digitally converted from the paper based system onto the DMS. The parcels books and Title Plans were then taken off site and are stored by Data Vault.
When a caseworker identifies a problem with a back converted Title, they must fill out a Conversion error report form (see section 18.18.7) ensuring that a full explanation of the problem is given. Any relevant back up materials i.e. fiche, back-up-files etc., must be checked before referral.
On arrival within MBM the urgency of the error report will be assessed, based on the caseworkers instructions. Please only mark as urgent if it genuinely is urgent. Under normal circumstances, at the end of each month MBM will arrange to have the appropriate Parcels books/Title Plans retrieved from storage. MBM will check to see if the Title has been converted correctly. There are two normal outcomes; -
(i) If the Title has been converted incorrectly
MBM will make the necessary amendments and inform the caseworker accordingly.
(ii) If the Title has been converted correctly
MBM will take no further action and inform the caseworker accordingly.
If there are any genuine urgent requests, i.e. CXs, Customer Services enquiries, etc., there is an agreement with Data Vault that the relevant Title Plans can be retrieved within two working days.
18.14 Role of Departmental Surveyor (DRS)
The Departmental Surveyor plays an important role in completing specialised survey requests for caseworkers relating to the age, nature and occupation of property boundaries. The results of which greatly assist in decision making of title issues. These surveys are always visual checks as it is not possible to effect any changes to our mapbase as ROS rent the map data through a maintenance contract. (see section 18.11)
Once the caseworker has established the requirement for a DRS survey it will be documented on an internal survey requisition form (see section 18.18.9) re specific points to be checked whilst on site such as to:
. All surveys must be countersigned by and RO1 Officer or above.
The caseworker should complete a P5 (see section 18.18.4) survey notification form and attach it to the DRS survey form before sending to MBM. It should not be sent out prior to the survey being vetted by the MBM manager.
18.15 Copyright of Ordnance Survey maps
The licensed use of Ordnance Survey products by the Registers of Scotland is outlined in the Ordnance Survey Service Level Agreement with the Scottish Executive Consortium. Under no circumstances should we provide an extract of the Ordnance Map for use by a third party.
18.16 National Library of Scotland (Map Library)
The National Library of Scotland in Edinburgh holds copies of all the available editions of published National Grid Ordnance Survey maps for Scotland. If a caseworker needs an edition to help to resolve an extent discrepancy, they should forward their request to the MBM manager. MBM will attempt to batch any requests, unless urgent, in order to save on postage and packing. The caseworker will be kept informed of progress.
18.16.1 Sourcing additional maps/street guides
MBM are able to obtain copies of Ordnance Survey products such as Landranger maps, street guides, etc., in either flat or folded format. They are normally sourced from Mason Land Surveys or Nicholson maps; any requests should be forwarded to the MBM manager. MBM currently holds Landranger coverage for the whole of Scotland (1:50,000) which are available on request.
Within MBH3 Business Unit a problem with the compatibility of East Ayrshire Council Deed Plans and the current OS map was identified. Prior to contacting and informing the Ordnance Survey, the decision was taken to stockpile all problematic casework to establish if specific areas within East Ayrshire were affected or if the problem was sporadic.
Two hundred and nine cases were set aside which went through a vet process within Mapbase Maintenance. Out of the 209, 128 were returned to the Production area with full mapping instructions as the incompatibilities were deemed to fall within the OS criteria.
A meeting was arranged with the Ordnance Survey, various councils and ROS to discuss the remaining 81 problem cases, which were deemed to fall outwith the OS criteria and any further problem cases that East Ayrshire Council identified.
The meeting resulted in the following procedures being put in place: -
All properties which have surveyed through the East Ayrshire pilot have been hatched yellow on the index layer with either of the undernoted comments in the casenotes.
From an ROS perspective the pilot has been successful to date. The stockpile of problem cases has been eradicated. It is hoped that if the pilot is deemed successful and worthwhile from an OS and council viewpoint that the pilot will be extended to other councils.
18.18.1 P103/Plans Finishing Form
18.18.2
P2/Scan Supplementary Form
18.18.3 P24/Survey Requisition Form
18.18.4 P5/Survey Notification Form
18.18.5 P32/Check availability of Survey Information
18.18.6 P98/Street name and house number enquiry
18.18.7 Back conversion error report form
18.18.10
Print Versions of Forms 
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P5/Survey Notification Form — available on LRS |
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