Back-Up Files

General

Historically, the Keeper has made much use of back-up files to retain plans information or copies of deeds that affect more than one property, and where it was felt that they would prove useful to future registrations. There were two formats in use for back-up files:

BUF index entries were created on the DMS, with all the information contained in the plotting on the index map and in the associated DMS casenotes; and
paper back-up files, where the information was stored physically in a folder, with an associated BUF index entry on the DMS to highlight the existence of the paper back-up file.

See Also

Index Entry Types on the Index Layer

Paper back-up files can no longer be accessed. These files were destroyed after analysis showed that they were rarely accessed, and that much of the information contained in them was either accessible elsewhere or was no longer relevant.

Why don't we create a back-up file very often anymore?

The need for back-up files has been reduced greatly in recent years with the introduction of the 2012 Act and with the easy access the Keeper's staff now have to archived deeds, plans and documents. Registered or recorded deeds can be found and viewed via the CMS, LR Archive Viewer, BOPS, Land Register Archive or using the Deed Search tool, so there is normally no need to store other copies of them elsewhere.

Information relevant to mapping decisions should be archived by Adding to the Business Record for the affected title(s) rather than put in a back-up file.

Why do we create new BUFs now?

Although there are fewer circumstances where it is necessary to create a new BUF, there are still a few when a BUF will be very useful.

Guidance on how to create a BUF in the Plan Creator can be found at Opening or creating an Index in Plan Creator, and on how to name a new BUF can be found at Index entries on the index layer.

The most important reason is when other plans users need to be made aware that a title or titles are being investigated by Legal Services or are subject to pending court action - in these circumstances, a BUF can be used to alert other plans users and to instruct that an application is not to be completed for the time being. In addition, a BUF can be used to prepare prints for use with such an investigation or court case when a COF would not be appropriate. BUFs such as these must be updated or removed once the issue has been resolved.

Please ensure you add your name and the date of creation to the casenotes for any BUF you create so other users know who to contact if they need to follow up on anything relating to the BUF content.

Naming a new BUF

where the BUF affects a registered plot then the cadastral unit number can used as the index entry name, for example, MID13422.
where the BUF does not affect a registered plot then text relating to the property can be used to identify it. The format should be CCC/ADDRESS, so start with the registration county, a forward slash, then the identifier text. No special characters or spaces can be used so if using more than one word, either run the two words together with no space or replace the space with a forward slash. For example, a BUF in Abbotsview Court could be named ROX/ABBOTSVIEWCOURT or ROX/ABBOTSVIEW/COURT.

Why did we create back-up files in the past?

Below is a non-exhaustive list of the most common historic reasons for creating a back-up file:

Reasons for creating back-up files

Reason	appropriate historically?	appropriate now?	Comments
Mapping instructions that affect a group of properties, - for example, "map all plots to fenced extents", "map right in common using extent from title number xxx".	Yes	No	For applications submitted for registration under the 2012 Act, the Keeper must register (or reject) based on the content of the application. A prior decision affecting the mapping of a group of properties should not influence the current decision on the extent of a new cadastral unit.
Copy of prior sasine deed that will be needed again for use when registering future titles.	Yes	No	The need to retain copies of prior sasine deeds has been greatly reduced with the improved access to such deeds through the Deed Search Tool. There will still be occasional instances, however, when the archived copy is poor quality or incomplete but the original or a clear copy is submitted with an application. In those instances, retaining a copy of the deed could be beneficial for future registrations, and this can be done by Adding to the Business Record for the title.
Copy of colour or large deed plan annexed to a prior deed that will be needed again for use when registering future titles.	Yes	No	The need to retain copies of deed plans (prior sasine deed plans, land register deed plans, large estate plans, etc) has been greatly reduced with the improved access to such plans through BOPS, the LR Archive Viewer, and the Deed Search Tool. There will still be instances, however, when the archived copy is poor quality or incomplete, or where the plan was not archived with the deed. Also, many colour plans will have been archived in black and white making them more difficult to interpret. If the original plan or a clear colour copy is submitted with an application, retaining a copy of that plan could be beneficial for future registrations, and this can be done by Adding to the Business Record for the title..
Noting of pending Research Area (RA).	Yes	No	Once the RA was created, this BUF index entry should have been deleted. The Keeper is no longer creating new RAs, so this is not a current reason for creating any sort of index file.
Noting of a P98 request where it affects more than one property.	Yes	No	An email is submitted to the Ordnance Survey (OS) by Mapbase Maintenance (MBM) to query the accuracy of addressing information shown on the map (house numbering or naming, street name spelling, etc). MBM now maintain good digital records of all pending enquiries so there is no need to retain a duplicate of the request.
When mapping drafts of a particularly complicated application.	Yes	No	Sometimes it is helpful to retain plans references, construction detail or ad hoc information while the final version of the cadastral unit is being decided upon in conjunction with the legal settler. With particularly complex or large titles, the use of QGis may be preferrable to the Plan Creator, and this information can be kept in the project files untils such times as the final version of the title is transferred to the Plan Creator for approval.
Displaying overflow of RA instructions on the DMS.	Yes	No	If the instructions for an RA are too lengthy to be displayed in the DMS casenotes window, it was appropriate to create a BUF index entry to contain the overflow of instruction text. Now, instead of using a new BUF, RA casenotes can be amended in the Plan Creator, and abbreviations used if space is at a premium.

Guidance on historical BUF naming conventions, and how these are translated into the Plan Creator can be found at Index entries on the index layer.

Archiving information

If there is mapping information with your application that is important to retain, this should be archived with the current application.
Prepare copies of the items to be stored in the business record - this may include written information, copies of documents or deeds, colour copies of deed plans, etc.
Follow the current instructions for Archiving or Adding to Business Record.