Quality - Information Papers

LRS - BURDENS SECTION DEED CLONING

LRS users are advised that there have been reports of an intermittent LRS system issue when cloning a new version of a deed. On several known occasions it would appear that cloning a new version and making amendments has resulted in the cloned version also being changed. This could have an obvious detrimental effect on any Title which uses the earlier version. The problem is under investigation by IT.

Until the issue is resolved users are advised to check that the original version remains as expected after cloning has been used. If any settler comes across an example of this problem they should report it by e-mail to LRS Support who in turn will restore the earlier version back to its original text. They will also monitor how widespread this issue is.

If you require further information or advice please contact the LRS Support Team on Ext. 3102.

Owner: Quality Unit
Author: Norman Baikie
Published: 15 Oct. 2015

RE-OPENING of LRS APPLICATIONS (update of 3/2014)

LRS Users should be aware that in the rare event that a recently completed LRS application requires to be re-opened then the following rules apply:- 

To avoid issues with the currency of ScotLIS information, IT have been advised that LRS applications can only be re-opened on the same day of the original completion. The re-open event can only take place if the settler reports it to the IT Helpdesk early enough in the day to allow IT staff time to carry out the re-open event (restricted hours apply).

If the request to re-open an application is because of a UID/fees issue within the Deeds Details fields of the Application Workdesk then Finance Section must be contacted before any re-opening is requested. This also applies to any re-opening of applications to carry out a rejection. (see Wiki for more details).

If a call is logged with IT but the case cannot be re-opened on the same working day then the Settler should contact LRS Support by e-mail to consider whether creation of an RR or IC is appropriate. Please include the reason behind the request. In most instances an RR referral will be passed to the settler, for them to explain for the archive, fully what amendment is required. An application note must be added which will also explain the reason for the RR. All RR/IC application are added to the Post Reg Cool Ice log.

Accordingly as ScotLIS and the Acceptance Notification will have been shown incorrectly the customer will require an updated version of the Title Sheet. LRS Support staff will liaise with the Settler in determining how this will be done.

If you require further information or advice please contact the LRS Support Team on Ext. 3102.

Owner: Quality Unit
Author: LRS Support Team
Published: 18 Aug. 2015

LRS CREDITOR CODES - ADDITIONS TO PICKLIST

LRS users are advised that the following Creditor Codes are now available on the picklists. These should be used where the deed has been designed in the same way.

Code: ADAM4

Creditor Name - ADAM & COMPANY PLC incorporated under the Companies Acts in Scotland (Company Number SC083026), Registered Office 25 St Andrew Square, Edinburgh EH2 1AF. Corporate Documentation & Operations, 2nd floor, Drummond House, 1 Redheughs Avenue, Edinburgh EH12 9JH

Code: BSP12

Creditor Name - BANK OF SCOTLAND PLC incorporated under the Companies Acts in Scotland (Company Number SC327000), Registered Office The Mound, Edinburgh EH1 1YZ. Halifax Division, 1 Lovell Park Road, Leeds, West Yorkshire LS1 1NS

Code: RIVE3

Creditor Name - RIVER CLYDE HOMES LIMITED incorporated under the Companies Acts, a Company Limited by guarantee (Company Number SC329031) and being a registered Scottish Charity (Charity Number SC038584), Registered Office Roxburgh House, 102 - 112 Roxburgh Street, Greenock PA15 4JT

Code: RBS16

Creditor Name - ROYAL BANK OF SCOTLAND PLC incorporated under the Companies Acts (Company Number SC090312), Registered Office 36 St Andrew Square, Edinburgh EH2 2YB. Mortgage Centre, Cartsdyke Avenue, Cartsburn East, PO Box 123, Greenock PA15 1EF

Code: TSB6

Creditor Name - TSB BANK PLC incorporated under the Companies Acts in Scotland (Company Number SC095237), Registered Office Henry Duncan House, 120 George Street, Edinburgh EH2 4LH. Administrative Centre at Mortgages, PO Box 820, 1 Lovell Park Road, Leeds LS1 9PD

If you require further information or advice please contact the LRS Support Team on Ext. 3102.

Owner: Quality Unit
Author: Alistair Brown
Published: 3 Jun. 2015

LRS - system issues

This paper is issued to make LRS users aware of some of the high priority system issues that currently affect LRS. All these are known to IT who are working towards arranging system fixes for introduction within the next version update of LRS.

AS stands for application support and is the IT reference number.

AS - 92 - application workdesk deed details

There is an apparent intermittent problem whereby the system switches deed codes from 20 to 1 (or vice versa) when the apply/confirm button is selected within the application WD. Until the fix takes place LRS users adding deed details should carry out a check to confirm the details are correct before releasing to the next destination. 

AS - 93 - title workdesk - apply button

There is a recent call logged with the IT helpdesk which has reported that there may be an intermittent problem with the apply button on title workdesk. The issue is that after apply has been selected, the information added or removed from the title sheet is not always retained. Settlers are therefore advised to carry out a “PREVIEW” of the “MASTER TITLE SHEET” in preparation for selecting the final “MASTER TITLE SHEET” print before confirmation of the title takes place. Details of this functionality can be found in data integrity information paper 2/2015. 

AS-88 - a section schedules

Where a 1979 type title has an existing non 2012 Act schedule type (i.e. schedule of feus), when a subsequent application is created under the 2012 Act, this schedule will not be automatically brought forward into the “A” section. All existing “A” section schedules, irrespective of whether or not they can be created in a 2012 Act title type, must initially be brought forward into the 2012 Act title. 

AS-87- application attached/related tab

See data integrity information paper 3/2015. 

AS-84 - title type pick list

If an application is changed from title type 79 to 12 or 12 to a 79, then any pick list with the title type filtering is not being automatically reloaded with the appropriate list. The title type filters appear to be only applied when the LRS is closed down and re-opened (a refresh issue).

AS-79 – “D” section add deed

When a user attempts to add a deed via the "add deed" functionality within the “D” section, the original search does not bring forward all the deeds that may exist on the deeds index. It would appear that certain deed types are not being brought forward (feu deeds etc). Until the system fix takes place, a search of the deeds index should always be carried out in the first place to determine what deeds exist before any new deed is added to the “D” section. 

AS-83 - searching advanced notices

On LRS when searching by the applicant or granter, advance notices are currently not disclosed on the search result.

If you require further information or advice, please contact your team leader or the LRS support team on Ext. 3102.

Owner: Quality Unit
Author: Alistair Brown
Published: 21 April 2015 

Attached/related tab on LRS application work desk

LRS users should be aware that there is currently a LRS system issue whereby the attached/related tab located on the application workdesk is not always bringing forward all the expected results that exist between the two title types (79 & 12). This affects staff dealing with both 1979 and 2012 Act casework. IT is aware and is working to get this resolved as soon as possible. 

LRS users must therefore carry out an initial title search to determine if any other applications exist that may affect the way the title should be settled and by whom. In particular users should be aware of any applications that sit at title status DFu/DFc and also any status R (retained) TP applications that exist from a parent title. Staff coming across these should follow the process described within the 2012 Act registration manual.

If you require further information or advice please contact your team leader or the LRS support team on ext. 3102. 

Owner: Quality Unit
Author: Norman Baikie
Published: 23 Mar. 2015

LRS - PREVIEW MASTER TITLE SHEET print functionality

Data Integrity Paper 1/2015 advised users of the "MASTER TITLE SHEET" functionality. Staff should be aware that an additional print option has now been included within LRS that enables the User to preview the title sheet at any time within the settle process. This print function will not create a pdf file for use with the acceptance notification.

"PREVIEW MASTER TITLE SHEET" should therefore be used on all occasions where a title sheet requires to be examined before confirmation of a title.

Once the settler has checked over the title for errors/omissions then MASTER TITLE SHEET must be formatted which in turn will produce the pdf file for the acceptance notification.

This instruction will also be included within the 2012 Act Registration Manual to account for any process changes.

If you require further information or advice please contact the LRS Support Team on Ext. 3102.

Owner: Quality Unit
Author: Norman Baikie
Published: 2 Feb. 2015

LRS - MASTER TITLE SHEET print functionality

Staff will already be aware that the 2012 Act removed the need to produce paper copies of the title sheet (land and charge certificates). Instead the customer is now sent a pdf file containing an updated electronic version of the title sheet along with the relative plan. This pdf file is attached to the acceptance notification which is automatically sent on the day following completion of the application (see example below). Every e-mail address shown on the deeds details field of the LRS application workdesk will be sent a notification.

In order to enable the automatic creation of the said pdf file a "MASTER TITLE SHEET" print option was added to the LRS for 2012 type applications. An operation check containing a red error warning was also added to the 'title confirm' functionality to ensure that a pdf is always created (see below).

LRS users should be aware however that currently this error only appears on the first occasion that a title is confirmed. Any amendment made to the title after the initial format will not automatically appear on the said pdf file unless the "MASTER TITLE SHEET" is re-formatted. It is therefore imperative that "MASTER TITLE SHEET" is re-formatted by the settler after any amendment has been made on the LRS and before the Title is confirmed. This also applies to any application that has been recalled or has been subject to an un-confirm or re-open event. This instruction will also be included within the 2012 Act Registration Manual to account for any process changes.

If you require further information or advice please contact the LRS Support Team on Ext. 3102.

Owner: Quality Unit
Author: Norman Baikie
Published: 26 Jan. 2015