Enter Closing Note - FR Intake and Closing Notes
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Process Steps
Additional Information
Identify correct style of closing note
5.1 A closing note is an entry added to a search sheet when the subjects of search (or part of the subjects) are transferred to the Land Register. The note alerts searchers to the fact that these subjects are no longer in the Sasine Register and that any further deeds affecting the subjects can no longer be recorded in sasines.
5.2 Consider whether a short closing note or a long closing note should be used
5.2.1 A short note should be created where the whole of the subjects on the search sheet are being transferred. A long note should be created where only part of the subjects on the search sheet are being transferred. There are various different styles of long closing note.
5.3 Identify the correct style of closing note for your application - see Styles of Closing Notes.
Enter closing note in CSR
5.4 Open CSR (if not already open) and log in, using relevant User ID and password.
5.5 Open the search sheet and check the status. This will either be ACTIVE or CLOSED (this information can be found at the top right hand corner of the screen when the search sheet is open).
5.6 If the status is ACTIVE, create a closing note, using the appropriate style. See Styles of Closing Notes.
The following instructions should be used to create a closing note where a computerised search sheet already exists. The closing note can be created whilst viewing the search sheet.
5.6.1. Select "CSS enquiry" from the main menu, using the F5 key.
5.6.2 Type in county or <F8> to select and click on "down arrow" key.
5.6.3 Type in search sheet number and click on "down arrow" key.
5.6.4. Select <F9> others (this may appear on the screen as <F9> CSS Notes).
5.6.5. A popup box appears at the foot of the screen. The first item "CSS Notes" will be highlighted.
5.6.6. Press <return> to select.
5.6.7. You will then be presented with the "Create CSS Note" screen. The system will automatically default to the county and the CSS number you are currently viewing.
5.6.7.1 Under the <F9> option, you can only create a note for the CSS you are currently viewing.
5.6.8. Only press <Enter> at the end - use "down arrow" key otherwise.
5.6.9. Type in the date the FR application was created on LRS (from application flysheet). The date should be input in the following format: DDMMYY
5.6.9.1 The system will allow you to input dates that are up to seven days old. For older applications, type in the current date and amend the note. See Amending Closing Notes.
5.6.10. Click on "down arrow" key to "Type".
5.6.11. Type 'B' and click on "down arrow" key to "Text".
5.6.12. Type in the text for the closing note, following the guidance in Styles of Closing Notes and press <Enter>.
5.6.12.1 The message "Search Sheet Note Inserted" appears in the bottom left hand corner of the screen.
5.6.13. <FI0> back to the CSS. Your newly created closing note will appear in date order in the "recorded minute" field.
5.7 If the status is CLOSED, consider and pass to your referral officer.
5.7.1 When a closing note has been entered on the search sheet within 35 days prior to the current application, the position regarding advance notices must be considered. This should be noted to the referral officer.
5.7.2 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.
5.8 If the search sheet does not exist yet, create a search sheet and a closing note.
The following instructions should be used to create a closing note when a search sheet has not yet been continued from the SSI second series.
5.8.1 Select Create CSS Note from the CSR main menu, using the <F5> key.
5.8.2 Type in county and click on "down arrow" key.
5.8.3 Type in search sheet number and click on "down arrow" key.
5.8.4 Type in the date the FR application was created on LRS (from application flysheet). The date should be input in the following format: DDMMYY.
5.8.4.1 The system will allow you to input dates that are up to seven days old. For older applications, type in the current date and amend the note. See Amending Closing Notes.
5.8.5 Click on "down arrow" key to "Type".
5.8.6 Type 'B' and click on "down arrow" key to "Text".
5.8.7 Type in the text for the closing note, following the guidance in Styles of Closing Notes and <Enter>.
5.8.8 As a computerised search sheet has not yet been opened, you will be asked to open one up.
5.8.9 Press <Enter> to confirm the number.
5.8.10 Type in last volume/folio. Make a note of this information from the search results on the left hand side of the screen relating to the very last SSI page. Ignore the dashes and just use the letter e.g. “---85” would be “85”.
5.8.11 The message "Search Sheet Note Inserted" appears in the bottom left hand corner and the screen will refresh to allow further notes to be created. To see the newly created closing note, 'F10' back to the main menu and select CSS Enquiry.
5.9 If the subjects are still in the First Series, see Creating a Closing Note for Subjects that are Currently in the First Series.
5.10 If the subjects are still in a Burgh Register, are pre-Search Sheet or are a non domino see Closing Notes for Burgh Register, Pre SS and A Non Domino Subjects.
5.11 Ensure the closing note is added to all the relevant search sheets and the appropriate cross references are included in any affected search sheets.
Part of the subjects on more than one search sheet are disponed:
DISP ifo Andrew Campbell of 21 Airbright Way, Kelty, part of inter alia the S. of S. – TO FFE2189 (Also on CSS12968 and CSS12349) LL
(Note: Closing notes are also added to CSS12968 and CSS12349 giving reference to the other two search sheets.)
Whole subjects on more than one search sheet are disponed:
Inter Alia the S. of S. – TO FFE1240 (Also on CSS1289 and CSS1238) LL
(Note: Closing Notes are also added to CSS1289 and CSS 1238 giving reference to the other two search sheets.)
5.12 If the whole of the subjects on the search sheet are being transferred to the Land Register, the search sheet must be closed.
5.12.1 Select "CSS Enquiry" from the main menu.
5.12.2 Click on <F9> Others. A popup will appear at the foot of the screen.
- Note: sometimes the CSR will not allow the current search sheet to be closed. It may only provide the option of creating a closing note rather than bringing up the popup at the foot of the screen (it will say
<F9>CSSNotesinstead of<F9>Others).If this happens, <F10>back to the main menu and go back into the search sheet again.The<F9><F9>Others
5.12.3 Use the along arrow key to tab to the "Close CSS" option.
5.12.4 Press <return> to select. A popup box "Change status of CSS to closed?" will appear. Type 'Y'. CSS status will change to 'Closed'.
5.12.5 Note that the <F9> key has changed to <F9> re~open CSS. Use this if the CSS has been closed in error.
5.13 View the search sheet and check the closing note is correct. If the closing note needs to be amended, follow guidance in Amending Closing Notes or Amending Book and Folio Numbers.
Registers of Scotland (RoS) seeks to ensure that the information published in the 2012 Act Registration Manual is up to date and accurate but it may be amended from time to time.
The Manual is an internal document intended for RoS staff only. The information in the Manual does not constitute legal or professional advice and RoS cannot accept any liability for actions arising from its use.
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