Assigning or Retaining Scanned Supplementary Plans with TAs

When mapping a TA application, there may still be a need for a scanned image to be assigned to the title if:

The original TP application was registered with the use of a scanned supplementary plan.
The parent title for the new TA application contains an instruction to bring forward a scanned image to the title.

In these two scenarios, the process to follow is different so is set out separately in sections A and B, below.

Although the long-term aim is for references shown on scanned images to be plotted onto the cadastral map where possible, currently the agreed practice in TPs is to continue to use existing scanned supplementary plans and not to attempt to replace them with plotted references. This allows TP plans resource to concentrate on completing casework rather than on replacing existing scanned images.

Useful links

Plan Creator Technical guide - Viewing scanned images

Plan Viewer - Viewing scanned images

Known issues with scanned images and the Plan Creator

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.

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.

A. Scanned supplementary plan is associated with original TP

If the prior registered version of the original TP already contains a scanned supplementary plan, this will become apparent when a DCU is created as images will appear below the list of plotted references, or when the title is displayed in the Plan Viewer.

Process steps

1 Open Plan Creator and create a DCU for your TA application. The scanned image will now appear within the DCU.

2 Plot all the references required for the application.

3 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.

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

B. Scanned supplementary plan is associated with new TA application

If the parent title for the new TA application contains instructions to bring forward a scanned supplementary plan from the parent title (or from another registered title), please follow these steps.

Process steps

1 View the existing title with the scanned supplementary plan in the 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 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 3.
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.

3 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 4.

4 Open Plan Creator and create a DCU for your application. The plotted detail from the original TP will be included in the DCU.

5 Duplicate the title with the existing scanned supplementary plan. The duplicated references will be added to the original TP references.

6 Delete any unwanted references and any other scanned images from the duplicated title that are not required.

7 Plot all the additional references required for the TA application.

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

Note 1: Legal please note that this title has a scanned image 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 (for scanned images brought forward from the parent/master title): Legal, scanned image number ? from Title CCCNNNNN has been assigned to the cadastral unit. Where the burdens section refers to the scanned image please edit in “supplementary data headed CCCNNNNN and stamped supplementary plan ? to the title plan”

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