Retaining Scanned Supplementary Images in Amalgamations

Retain the scanned image or plot the references onto the cadastral map?

The preference is that references from scanned images will now be plotted onto the cadastral map. However for reasons outlined below in the Checklist this is not always possible.

Checklist

Checklist - plotting from or retaining a scanned supplementary plan?

A. Check the index layer to see if the detail shown on the scanned image has already been plotted onto the cadastral map in another title? If it has, this plotting could be copied through to your title rather than assigning the scanned supplementary plan.

B. Are all references shown on the scanned image and referred to in the text clearly identifiable and plottable onto the cadastral map? If they are, then it may be appropriate to plot the references on the cadastral map rather than assigning the scanned supplementary plan, however see C, D & E below before final decision is made.

C. Has the development been built as shown on the scanned image? In other words, do the extents of the references on the scanned image agree with the as-built features? It is often the case that developments are built differently on the ground. If they do not agree then retain the scanned supplementary plan as it is not expedient at this time to investigate and resolve these issues for all affected titles.

D. Does the extent of any common area on the scanned supplementary plan overlap the extent of a registered title(s)? If there is any overlap, it is not expedient at this time to investigate and resolve these issues for all affected titles so retain the scanned supplementary plan.

E. How complex and time consuming will it be to plot the references from the scanned image onto the cadastral map? Remember that the plan can be referred to QGIS experts to plot the image onto the OS map to assist you with this.

If you are still unsure whether to plot references or retain a scanned supplementary plan, refer to a Plans Senior Advisor for guidance.

Naming the scanned supplementary plan

Settlers must always be aware that any legacy scanned images being assigned to the next generation of title cannot be edited. Therefore, the hard-coded header and stamp elements of the original image will still reflect the information previous populated in the DMS stamps by the source title. These will therefore have to serve as the unique identifier referred to in the title sheet.

This will require editing of the title sheet by the legal settler.

For amalgamations, additional editing could possibly be avoided by taking the decision to amalgamate into the title containing the scanned images. If more than one of the titles being amalgamated contains scanned images, however, then consequential editing will be unavoidable. If this occurs, settlers will be forced to consider adopting the undernoted editing method.

If the numbering on the scanned image is different from the current title being settled in the Plan Creator, then the legal settler will need to be advised of the amendment that will need to be made within the text of the title sheet. In most cases, assuming the image and stamps have converted correctly, plans settlers should ask the legal settler to adjust the editing using a note in the following style.

The plan(s) referred to in Burdens Entry ? should now be updated to read as being shown on the “supplementary data headed CCCNNNNN and stamped supplementary plan ? to the title plan” rather than the “Supplementary Plan ? to the Title Plan”. And subsequently, “the said supplementary data” thereafter.

Process steps

1 View the existing title with the scanned supplementary plan in Plan Viewer.

If the title contains multiple scanned supplementary plans, see the Further Guidance page on Known Issues with Scanned Images and the Plan Creator for additional steps that are required at this stage.

2 Use the Checklist (see above) to see if the references on the scanned image can be plotted onto the cadastral map?

If the answer is yes, go to step 3.
If the answer is no, go to step 4.

3 Open Plan Creator and create a DCU for your application.

3.1 Plot all the references required for the application (from all titles being amalgamated), and then plot the references from the scanned image into a separate grouping.

3.2 Delete the scanned image.

3.3 Add appropriate notes on the LRS to the legal settler advising the change of mapping style and how the references on the former scanned image are now represented on the cadastral map/grouping (for example, "the area formerly shown shaded blue on scanned supplementary plan-1 has been tinted blue on additional cadastral map view 1").

3.4 Add a note on the LRS asking the legal settler to re-edit the relevant deed (the one that the scanned image comes from) & to mark it up so that future cases make use of this new version.

3.5 Save and approve the DCU and release the application to legal settle as normal.

4 Are all the stamps shown correctly on the scanned image? In other words, are the header and supplementary plan number stamps shown on the scanned image?

If the answer is yes, go to step 5.
If the answer is no, see the Further Guidance page on Known Issues with Scanned Images and the Plan Creator for the way to resolve this issue.

5 Is the scanned supplementary plan a multiple page plan which has been wrongly scanned as several individual pages?

If the answer is yes, see the Further Guidance page on Known Issues with Scanned Images and the Plan Creator for the way to resolve this issue.
If the answer is no, go to step 6.

6 Open Plan Creator and create a DCU for your application.

7 Plot all the references required for the application (from all titles being amalgamated).

8 Provide all necessary LRS notes to the legal settler, including the following notes in relation to the scanned image.

For scanned images brought forward from an existing title with the same title number as the current application:
Note: Legal please note that this amalgamated title retains a scanned image from CCCNNNNN. When scanned images are duplicated/assigned from a registered Title on the Plan Creator the header stamps and image numbers cannot be edited so it is not possible to amend the numbering of the scanned image. Please refer to this scanned image as "supplementary data ?".

For scanned images brought forward from an existing title with a different title number from the current application:
Note 1: Legal please note that this title has a scanned image [retained/copied] from CCCNNNNN. When the scanned images are duplicated/assigned from a registered Title on the Plan Creator the header stamps and image numbers cannot be edited so the note in the burdens section will make reference to the original title number shown on the copied scanned image.
Note 2: The plan(s) referred to in Burdens Entry ? should now be updated to read as being shown on the “supplementary data headed CCCNNNNN and stamped supplementary plan ? to the title plan” rather than the “Supplementary Plan ? to the Title Plan”. And subsequently, “the said supplementary data” thereafter.

9 Save and approve the DCU and release the application to legal settle as normal.