General

Mapbase maintenance (MBM) provide support services to the registration teams for the preparation of scanned supplementary plans (1979 Act titles) and scanned supplementary data to the title sheet (2012 Act titles). Details of when it is appropriate to assign scanned plans to a title can be found on Further Guidance page Supplementary Plans, SPLS and Supplementary Data to the Title Sheet.

Plans submitted to MBM for scanning will be completed within 48 hours of receipt.

Under no circumstances should an original deed or plan be sent to MBM through the internal post.

Useful Links

Supplementary Plans, SPLS and Supplementary Data to the Title Sheet

Procedures for submitting a plan to be scanned - plans registration staff

Details

Emailing supplementary plans (1979 Act titles) and supplementary data to the title sheet (2012 Act titles)

Check and get agreement for supplementary plan/data to the title sheet with R01 referral point.

Confirm next suffix number by checking for other supplementary plans/data to the title sheet against your title. In the /wiki/spaces/2ARM/pages/62292068, select the /wiki/spaces/2ARM/pages/62292135, followed by the /wiki/spaces/2ARM/pages/63832320 option to see scanned images against your title.

On the multi-function device (MFD) - log in in using staff pass or by entering your name and password.

Photocopy the deed plan (in colour where necessary) at a reduced size so that there is enough room at the top of the page for the header. To ensure consistency, the header stamp titled ros stamp 5 must be used in all instances.
- Supplementary plans/data to the title sheet must be scanned one A4 image at a time.
- All supplementary plans/data to the title sheet should, where practical, be reduced to A4. If absolutely necessary larger plans can be scanned in sections, although this will cause inconvenience when a print is required.
- If there is more than one supplementary plans/data to the title sheet for a title, the title number should remain the same, but the suffix should increase by one with each scan e.g. 03ABN1234, 04ABN1234.
- If the plan is larger than A4, the suffix and title number should remain the same but an 'a' / 'b' etc. added with each scan e.g. 02ABN1234a, 02ABN1234b. Ensure that there is an overlap between pages.
- If the copy deed plan is smaller than A4 this will have to be placed on the glass. Centre the paper in the middle of the A4 markings along the top edge of the glass and towards the bottom of the A4 markings down the left hand side of the glass. Once the image has been scanned press the # key to complete the scan.

Push 'Equitrac' button, press exit to leave 'Follow Me Printing' and press 'Scan to Me'.

Press filename/type on the bottom left hand side of the screen. Press filename at the bottom of the screen.

Press 'delete all' to remove the pre-populated name.

Enter the suffix number followed by the title number e.g. 02ABN1234 and press ok.

Press ok again.
Press "Scan Settings", and then "Resolution".
Select 600dpi resolution, and press ok..

Put the copy deed plan face up in the top tray with the top edge (space for the header) furthest away from you.

Press the 'green button' or 'start scan'.
- The MFD will tell you how far through the scanning & sending process it is in the blue box at the bottom of the screen.

Once the file has been sent, log out of the MFD.

In Microsoft Outlook, an email should have arrived with a PDF file. Double click the attached PDF file to open and check the scanned image for quality; ensure colours are dark/vibrant enough.

If the image is of a poor quality and coloured areas are not dark enough, delete the email and go back to step 4. You will need to go over the copy deed plan with colouring pencils and/or increase density settings on the scanner. Density settings are in the middle on the left side of the 'Scan to Me' screen on the MFD, press the arrow pointing right to make the scan darker.

Once happy with image quality, forward the email on to your R01 referral point and change the subject box to agree with the PDF file name e.g. 02ABN1324. If appropriate, include an explanation as to why the plan is required. If sending more than one image click to forward the first email and then drag and drop the extra images from Outlook in to the email being forwarded.

The Plans R01 will then forward the email to the MBM folder.

Scanned supplementary plan/data to the title sheet returned by MBM

MBM will convert the image and transfer it to the DMS. You will receive an email when the image is available for assignment.

If there is no space for the header stamp or the incorrect suffix number is given to the image, the email will be returned without the image being converted.

Use the /wiki/spaces/2ARM/pages/73204186 to add and position the necessary stamps and header on the scanned supplementary plan/data to the title sheet.

In the /wiki/spaces/2ARM/pages/62292068, select the /wiki/spaces/2ARM/pages/62292135, followed by the /wiki/spaces/2ARM/pages/63832320 option to see assign the supplementary plan/data to the title sheet to your title.

Process steps for scanning a plan - MBM staff

Details

The following procedure sets out the steps to be taken when a request for a scanned Supplementary plan/data to the title sheet is made by a registration officer.

When the email request arrives in the MBM inbox:

Open the email and carry out the following preliminary checks:
- Check that the email has been sent from a Plans RO2 to a Plans RO1 and then to MBM (or directly from a Plans RO1).
- Ensure the pdf filename includes suffix number before the title number.
- Open the PDF and check there is room for the header stamp at the top of the page
- The sender may also include an explanation of why the scan is required (not essential).
- If any of the criteria are not met, the email should be returned to the sender asking for the omissions/errors to be resolved before re-submission.
Open folder - O:\Information Management\Mapbase Maintenance\Approved\2015-16 Files\MBM Support
Click and drag the whole email from MBM email inbox to the 'Sent From Production' folder by hovering over the folder icon.
In the same folder, fill in the first four columns of the SCANNING LOG spreadsheet.

Converting the supplementary plan/data file from PDF to PCX format:

Open folder - O:\Information Management\Mapbase Maintenance\Approved\2015-16 Files\MBM Support\Sent From Production
Locate authorised supplementary plan/data email, open 'envelope', right click PDF file and 'copy'.
Open folder - O:\Information Management\Mapbase Maintenance\Public\Supp Plans\PDF
Right click in the folder and 'paste' PDF file.
Close all folders and open program 'rosimage'.
- The PDF that you pasted in to the 'PDF folder' should appear in the window with the select box ticked. Images can be selected and deselected for conversion.
Press the convert button, wait for pop up box to appear and disappear and then close ''rosimage'.
- The quality of the scanned image can be checked by opening folder O:\Information Management\Mapbase Maintenance\Public\Supp Plans\PCX, right clicking on the image and opening ABBYY FineReader. Do not worry about the size or orientation of the image; this will be corrected by the DMS.
On LLC machine - open PCX shortcut and DMS Images Destination shortcut that appear on the desktop.
- The file that you started with should appear in the PCX folder as a PCX file.
Click and drag PCX file from PCXfolder to DMS Images Destinationfolder.
Close folders.

Import and identify the scanned image on the DMS:

Bring the /wiki/spaces/2ARM/pages/62292068 to the front.
Open the Scanning Utilities menu and select option 1 - Import and Identify Scanned Image. Press Return.
Press Return after "Directory to import from[/ros/prod/images/]" appears in the main forms window.
A list of the scanned images should appear. Find the correct image by using the arrow keys or F7/F8 to go up/down one page at a time.
Select the image(s) scanned by pressing F9 - a cross (x) should appear next to it.rosimage'.
- Note: only one image should be selected unless the supplementary plan/data is split across more than one page, in which case all parts should be selected.
Press F3 to accept.
On the next screen, type the title number in the description field, e.g. ABN1234.
Use the arrow keys to move down to the Image Name field and type in the title number again. Then press Return.
If this is the first plan to be scanned under that particular title number, then put “1” in the suffix number field. For subsequent plans use next available number. This will be the two digits in the file name before the title number.
Press F3.
If the message “FILE SUCCESSFULLY IMPORTED AND IDENTIFIED” appears, the assignment has been successful. If it doesn’t appear, enter a higher suffix number.
Fill in the last two columns of the spreadsheet 'All Supp Plan Requests' and email settler notifying them that the supplementary plan/data to the title sheet is available on the DMS.

Note: Over time, files will have to be deleted from the PDF, PCX and DMS Images Destination folders. Do not delete folders in DMS Images Destination folder.

Deleting a scanned image:

Select option 5 from the Syntegra menu. (Scanning Utilities).
Select option 2 (Image Locate/Admin).
Enter the county abbreviation and press TAB.
Enter the title number and press F3.
Use the arrow keys to move the cursor to the desired image.
Press F9 to select the Image.
Press F6 to delete image.
If sure, press Y at the prompt.

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