Retaining Scanned Supplementary Plans Assigned to FAs, DWs, RRs & TUs

The prior registered version of a title may have included a scanned supplementary plan as part of the title sheet. While the preference is that references from the scanned images will now be plotted onto the cadastral map, for reasons outlined below in the Checklist this is not always possible.

If the prior registered version already contains a scanned supplementary plan, this will appear underneath the plotted references.

Useful links

Plan Creator Technical guide - Viewing scanned images

Plan Viewer - Viewing scanned images

Known issues with scanned images and the Plan Creator

Process steps

1 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 to see if the references on the scanned image can be plotted onto the cadastral map?

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.

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, 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 If the subjects are part of an RA, update the RA notes in the Plan Viewer (PV) to follow the style of your title for future cases.

3.6 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. The scanned image will now appear within the DCU.

7 Plot all the references required for the application.

8 Provide all necessary LRS notes to the legal settler, including a note confirming that the supplementary plan is still required and assigned to the title.

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