Draft Cadastral Units (DCUs) and Capture Once Files (COFs)

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Last updated: Dec 13, 2023 by RPT Admin (Unlicensed)

General

This guidance page contains information for plans officers on the appropriate uses of DCUs and COFs in the Plan Creator/Plan Approver. Process steps on how these file types are created can be found within the Plan Creator Technical Guide at Creating a DCU or COF.

Additional guidance for Reports officers on using COF files can be found at Casenotes for COFS.


Useful links

Creating a DCU or COF

Plans Casenotes for COFs


When entering the the letter county code (e.g. REN, MOR, BER) when creating a DCU, COF, AN or other file type, the county code must be entered in block capitals.


Upfront DCU squads

All applications which have a COF are routed to the Upfront DCU Squads who approve the COF, where possible, if it is suitable for registration.

If the COF is not suitable for registration, but the case can be settled, a DCU will be created and the application will be mapped and approved. Please note, a COF should not be amended by registration staff when it has been created in relation to an issued Plans Report - if the COF cannot be approved as the application differs, then a DCU is the appropriate way to progress the case.

If for any reason the application cannot be settled at the initial stage (for example, the application is complex, or there is a prior FR application that needs to be settled first), a DCU will be created to ident the subjects, alerting settlers to a pending application. The application will then be routed to Map Advanced/Authority accordingly.


All plans officers should examine the 'Draft Plans' layer in either Plan Creator or Plan Viewer to check for DCUs when settling their application to ensure no competition in title is created.


Existing DCUs

If a DCU exists for the subjects, the COF should not be approved, as this would leave the DCU on the system when the application is confirmed. This causes issues when later applications are submitted over the subjects, as that existing DCU prevents the creation of a new DCU for the later application. If a DCU and COF exist for the subjects, then suitable map references should be copied and pasted from the COF into the DCU, and the DCU approved.

Under no circumstances should the extent of a COF be amended by registration staff when a DCU has been created for ident as that extent will relate to an issued report.

If a DCU cannot be created for a live application as a result of an existing DCU for an earlier approved or rejected application, then please raise a ticket through RoSNOW to have that DCU deleted. (Note that a future enhancement to the Plan Creator will be released allowing certain users or user groups to delete DCUs in this scenario without the need to contact I.T.)


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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