Identify Correct Search Sheet - FR Intake and Closing Notes

Process Steps

Additional Information

Identify the search sheet(s) for your subjects

2.1 Examine the application to see whether the search sheet number is noted in any of the submitted documents.

2.1.1 Check the FR application form to see if the number is disclosed in the "Search sheet number(s)(if known)" field.

2.1.2 Examine previously recorded deeds submitted with the application - the search sheet number may be written on the backing of these above the date stamp.

2.1.3 Check to see if a pre registration report has been submitted with the application - this may have the search sheet number on it.

2.2 If the search sheet number is noted in the application, check that it is the correct search sheet for the subjects.

2.2.1 Select CSS Enquiry from the main menu in CSR, using the "F5" key. 2.2.2 Select appropriate County and enter Search Sheet number. Click Enter. 2.2.3 If search sheet is not found in CSR, do a "Search Sheet" search in the SSI, using BOPS. 2.2.4 Compare the property description and the details of the deed narrated in the reference description in the DIR with the information on the search sheet to check that you have identified the correct search sheet and to determine if the whole subjects of search or part of the subjects of search on the search sheet(s) are being disponed.

2.3 If the search sheet number is not noted in any of the submitted documents or the wrong search sheet number is noted, check the application form to identify which deed is the Deed Inducing Registration (DIR). This will provide details of the property being registered and also of the granters of the deed (who are likely to be the former owners of the property).

2.4 If the subjects have a postal address (street name and number), do a places search for the subjects in CSR/SSI.

If the subjects have a postal address, search the CSR/SSI places indexes in the following order: 2.4.1 Log on to CSR, using the relevant user IDs and passwords and select "Places Index" search from the main menu. 2.4.2 Select appropriate County and add details of the subjects, using the street and house number. Start with the current year (an Advance Notice may have been submitted prior to the application) and work back through the years using F11, and PageUp / PageDown to scroll through the results for each year. 2.4.3 If no results are found using street and house number, search under the street name only (no house number). If possible, identify a house near to the subjects being registered (eg if subjects are 24 London Road, then try to find 22 or 26 London Road). Examine the search sheet for these subjects to identify the major area search sheet (the search sheet for the larger area of which the subjects form part). 2.4.4 Identify the breakaway deed for the subjects being registered (this deed will normally be referred to in the description of the property in the DIR). In the unlikely event that the breakaway refers to a deed recorded in a Burgh Register - refer. 2.4.5 Note the date of recording of the breakaway deed, then find the minute for that deed on the major area search sheet. The search sheet number for the subjects will be noted after the minute. 2.4.6 Log on to BOPS, using the relevant user ID and password and search for the property in the SSI second series places index, post 1959 (the post-1959 index should be searched first, even if the reference description is pre-1959, as further deeds may have been recorded since the breakaway deed). 2.4.7 Do an address search on the LRS for the street name (no house number) and look for the house next door or a nearby house. If the house next door/a nearby house is not found, select the most recent FR application and identify the search sheet for that application by viewing the "Search Sheet" field in the title workdesk. View the search sheet for that application in BOPS and identify the major area search sheet. Find the minute for the breakaway deed of the property in the current application on the major area search sheet. The search sheet number will be noted after the minute. 2.4.8 Search the SSI second series places index, pre-1959, using BOPS. 2.4.9 Search the first series places index, using BOPS.

2.5 If the subjects do not have a postal address, do a persons search in the CSR/SSI.

If the subjects do not have a postal address, search the CSR/SSI persons indexes in the following order: 2.5.1 Log on to CSR, using the relevant user IDs and passwords and select "Persons Index" search from the main menu. 2.5.2 Select appropriate County and enter details of the Surname and Forename of the granters in the DIR, starting with the current year (an Advance Notice may have been submitted prior to the application). Work back through the years using F11, and PageUp / PageDown to scroll through the results for each year. 2.5.3 Search the CSR persons index for the grantees in the deed referred to in the property description in the DIR, starting with the current year. Work back through the years using F11, and PageUp / PageDown to scroll through the results for each year. 2.5.4 Log on to BOPS, using the relevant user ID and password and search the SSI second series persons index, post-1959, for the granters of the DIR. 2.5.5 Search the SSI second series persons index, pre-1959, for the granters in the DIR. 2.5.6 Search the SSI second series persons index, post-1959, for the grantees in the deed referred to in the property description in the DIR. 2.5.7 Search the SSI second series persons index, pre-1959, for the grantees in the deed referred to in the property description in the DIR. 2.5.8 Search the first series persons index, using BOPS.

2.6 If the granter of the deed is e.g. a local authority, a large estate, a large national company or a public body, see General Search Sheets.

Refer if search sheet(s) cannot be identified within 15 minutes.

On rare occasions, no search sheet will have yet been created for the subjects in an application. This may be because: the subjects may not yet have transferred from a Burgh Register, there may have been no transactions affecting the subjects since the introduction of the search sheets (1870s) or the DIR is a Disposition a non domino.

Such applications should always be referred to a referral officer. Instructions on how to create closing notes for these types of application are set out in Closing notes for Burgh Register, pre-SS and a non domino subjects.

Useful Links

General Search Sheets

Closing Notes for Burgh Register, Pre SS and A Non Domino Subjects

The closing note procedures need not be followed for deeds that relate wholly to seabed. The Register of Sasines consists of a fixed set of land-based counties, which do not include seabed, and deeds relating to seabed will almost certainly be granted by the Crown without a prior recorded title. Therefore, it is not necessary to identify a search sheet for closing note purposes in these circumstances.

Check search sheet is correct and add number to application form

2.7 Compare the property description and the details of the deed narrated in the reference description in the DIR with the information on the search sheet(s) to check that you have identified the correct search sheet and to determine if the whole subjects of search or part of the subjects of search on the search sheet(s) are being disponed.

2.8 Once you are satisfied that you have identified the correct search sheet, add the search sheet number in pencil to the "search sheet number(s) (if known)" box on the application form.

Check status of search sheet

2.9 Check whether the status of the search sheet is ACTIVE or CLOSED (this information can be found at the top right hand corner of the screen when the search sheet is open).

2.10 If the status is ACTIVE, proceed to complete Intake process as normal.

2.11 If the status is CLOSED, consider and pass to referral officer.

2.11.1 When a closing note followed by "(KIR APP)" appears on the search sheet, the subjects referred to in that note have been transferred to the land register by keeper induced registration. This should be noted to the referral officer.

2.12 Keep search sheet open as you will be adding a closing note later.