Quality Checklist - Plans Reports

Is the response given in Part 1 of the Report appropriate?

Does the plan/bounding description adhere to Deed Plan Criteria e.g. common surrounding detail, appropriate delineation, appropriate scale?

In relation to the information submitted, does the mapped extent(s) of the subjects in the COF file agree with the plan/description provided?

Check that the specifically described and requested extent(s) shown on the submitted plan(s) look the same as the Report extent - i.e. are they the same shape/size? Any doubt then measure. If in the absence of a plan, a full bounding description should be provided which should reflect detail/ measurements on the cadastral map. N.B. If not obvious and a specific description - including nature of pertinent or right - of the subjects has not been supplied, then the Report cannot be completed.

Is the response given in Part 2 of the Report appropriate?

Check any shortfalls/overlaps fall out with the OS tolerances for the scale of the map used.

Are all of the references in the COF file appropriate and correct?

Check that the COF file note details the extent over which the Report was carried out.

Have all polygons/polylines been correctly classified?

To ensure that the references shown on the Report agree with that which has been described. RoS has issued an innaccurate Report with the possibility of claims against it. Agent has an inaccurate Report.

Have all exclusive areas of previously registered Cadastral Units that compete with the submitted plan extent been disclosed in Part 3 of the Report and are the correct colour refs/Title Numbers quoted in the response?

Are the exclusive areas or common areas defined by the submitted plan competing with any registered exclusive areas references on the Cadastral map?

Check for note advising Map Update (MU) request has been submitted for areas of competition. Where report has a MU note, add "MU request is present" to comments column.

(Note: Shared areas and non-ownership competing references from the Cadastral map will not be disclosed in Part 3).

To ensure that the agent is informed that the submitted plan extent(s) don't already belong to someone, in whole or in part.

RoS has issued an inaccurate Report with the possibility of claims against it. Agent has an inaccurate Report.

Have all shared areas of previously registered Cadastral Units that affect the submitted extents been disclosed in Part 4 of the Report and are the correct colour refs/Cadastral Unit Numbers quoted in the response?

Shared areas such as pro indivisos/rights in common.

(Note: The quantum share of the registered shared areas must be checked to ensure that the total shares do not exceed 1 or 100%. If the total shares exceed 1 or 100% then the competition in title must be made clear in the report answer).
(Note: Non-ownership competing references, such as rights of access, from the Cadastral map will not be disclosed in Part 4).

To ensure that the agent is informed of any previously registered shared areas that compete, agree or disagree with the submitted plan extent(s).

RoS has issued an inaccurate Report with the possibility of claims against it. Agent has an inaccurate Report.

Are all non-ownership references from the Cadastral map disclosed in Part 5 of the Report and are the correct colour refs/Title Numbers quoted in the response?

Such references include Servitudes, Burdens, Leases, Minerals, Advance Notices, TPO's, Registered Titles in a Steading. (Not supy titles).

(Note: If Level 3 subjects show a servitude, any affected registered titles should be noted in Part 5).

To ensure that the agent is informed of any existing additional registered interests that affect the submitted plan extent(s).

RoS has issued an inaccurate Report with the possibility of claims against it. Agent has an inaccurate Report.

For non-standard responses, i.e. when the plan/bounding description does not meet the Keeper's requirements, has the report type correctly been changed to Level 1?

For Cannot be completed responses, has the correct procedure been followed?

Plan/bounding description does not meet Keeper's requirements - reduced fee (only Part 1 of the Report is completed). Cannot be completed - automated zero fee on completion (Cannot Complete email is sent to Agent).

In relation to the response, have all Parts been completed relevant to the level of Report? Is the response complete/in the correct part? Are all parts of response pertinent?

If a plan has been produced, has the pdf been uploaded onto the DMS and has the URL been validly created?

To ensure agent receives the appropriate Report containing all relevant information.

RoS has issued an inaccurate Report with the possibility of claims against it. Agent has an inaccurate Report.