Scanned Plans and the Plan Creator - Known Issues

Although new scanned images are no longer created, there are a limited number of scenarios where existing scanned images may be assigned to new or updated titles as supplementary data to the title sheet.

Scanned images may still need to be assigned to a new title if:

The subjects form part of a Research Area (RA) and there is an instruction to assign a scanned image from a registered title.
The title requires references from a common deed that have already been shown on a scanned image assigned to another registered title.
The parent title contains an instruction to bring forward a scanned image to the TP.
The checklist has been used and it is currently not appropriate to plot the references from a scanned image 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.

All counties have now been migrated into the Plan Creator, and therefore scanned supplementary plans will be visible in the Plan Viewer. This section of the manual guides the plans registration officer through some of the known issues encountered when this very old method of including plans in a title sheet is migrated to the modern Plan Creator.

Multiple scanned plans

All titles with scanned images should be checked on ScotLIS first to note the title references and how many images there are assigned to each title. If there are multiple images, then a list should be created to aid the settle process. Please note:

the Plan Creator serial number (e.g. PC image 1)
the Title Number shown on scanned image (CCCNNNNN)
the scanned plan number (stamped on the image, e.g. Image 2)
the number of pages and the page number (e.g. single page, or page 1 of 3),
and the burdens entry it relates to (if relevant, e.g. Burden 5 - in a TP scenario, the burden entry info is not normally required)

This will allow the registered title to be compared on ScotLIS against the Plan Creator and Plan Viewer (PV) when working on the application.

In a similar way to what happens in ScotLIS, multi-page scanned images when migrated from DMS into the Plan Creator will be listed as individual scanned images and each page will be assigned an independent serial within the list of scanned images. Therefore, during the first interrogation of any title imported into the Plan Creator, settlers will have to catalogue which auto-generated serial numbers relate to the multi-page image. Please note the Plan Creator Serial number, the burdens entry it relates to, and how many total pages it has (including serial numbers if more than one page). Fortunately, the multi-page images should fall into a consecutive order and so identification should be relatively straight forward.

FR/DW/RR/etc - The list relating to the scanned images should be placed in the LRS title notes for the application to assist the legal settler and also for any Customer Service enquiries. You may use one or more notes to enter the list - either a single note per image, or if its not too lengthy, the list can be entered in a single note.

TP - The list relating to the scanned images should be placed in the LRS title notes for the TP and also for the TU (or DW) application relating to the Parent Title to assist the legal settler and also for any Customer Service enquiries.

Multi-page plans scanned as single pages

Occasionally, a multi-page scanned image will have been wrongly set up when initially scanned and integrated into the DMS. Rather than a single scanned image containing multiple pages, it has been set up as multiple single page scanned images.

Although there used to be the option of creating printing and re-scanning these images as a multi-page image and then using a TU application in the DMS to re-assign the image to the affected title, this is currently not possible so other options will have to be considered.

Resolution – Plans Settlers should firstly carefully interrogate the scanned image list within either Plan Creator or Plan Viewer to record the internal serial number (CCCNNNNNN-N) automatically applied by the system for each page relating to this scanned supplementary plan. These images will now need to be detached* from the title and consideration of the following two options.

Option 1 – Plot the references from the scanned image into a grouping in the Plan Creator and delete the scanned images pages.

Option 2 – Incorporate the multi-page image by reference to the application record. Using the list of internal serial numbers they have already created, the plans officer can generate a single PDF file of all necessary scanned image pages from the ScotLIS copy of the original title using ABBYY Fine Reader. Once the PDF has been created & saved, it should be added to the application record for the relevant applications. The legal settler will need to be advised by an LRS note that the title sheet will need to be updated to refer to the plan in the archive record rather than as a supplementary plan/supplementary data.

Stamps missing from scanned plan

Occasionally, a scanned image will have been wrongly set up when originally assigned to a title in the DMS - the header and/or the supplementary plan number stamps weren't added using the Image Tool prior to authorising the application in the DMS.

With the decommissioning of the DMS now complete, there is no longer a technical option to reopen a scanned image and add the missing stamp(s). Instead, the following options should be considered. Please discuss the options with a Plans Senior Advisor before proceeding.

Option 1 - Whenever possible & practical, the references from the scanned image should now be plotted on the Plan Creator; these plotted references can be added to the primary ungrouped layer of the cadastral map or to a grouping showing an Additional Cadastral Map View (or Supplementary Data if that is more appropriate in a tenement scenario). Once the references have been plotted, the scanned image page(s) can be deleted.

Option 2 - If the scanned image has one of the necessary stamps but not the other, it may be possible to retain the scanned image and adjust the wording of the reference in the title sheet. For example,

Legal, scanned image number ?  from Title CCCNNNNN has been assigned to the cadastral unit. The [header stamp/image number stamp] is missing and cannot be added, therefore where the burdens section refers to the scanned image please edit in:

“supplementary data headed CCCNNNNN?” or
“supplementary data stamped supplementary plan ? to the title plan”

Option 3 - A scanned image that is missing both the header and image number stamp can be incorporated into the title by reference to the application record. The plans officer can generate a PDF file of the image page from the ScotLIS copy of the original title using ABBYY Fine Reader. Once the PDF has been created & saved, it should be added to the application record for the relevant applications. The legal settler will need to be advised by an LRS note that the title sheet must be updated to refer to the plan in the archive record rather than as a supplementary plan/supplementary data.