Archiving Plans on the CMS
Supporting documents on the CMS are not automatically saved and will disappear from the system after 12 months if not selected to be archived. Only the live documents and application forms will be automatically archived. Therefore, if there is a plan in a supporting document relating to the extent of the subjects these will need to be archived by the plans officer.
For more detail on when a document, including correspondence/referrals that have a bearing on the subjects being registered, should be added to the Archive and when it should be added to the Business Record, please see the guidance document on the LR Archive.
Checking that all appropriate documents have been added to the CMS archive is a data point in the QA process - plans officers should ensure that all documents used to support mapping, and which enhance the Keeper’s existing information, should be archived.
How to archive a plan
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Which plan type to choose
Automatic archive | Manual archive | Will not archive |
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Certified Plan Prescriptive Servitude Plan VR Plan Plans Assistance Plan | Location Plan Scanned Image Supplementary Plan | Digital Plan Existing LR Title Plan |
Additional plans for Archive
If an agent has split the DIR and the plan is sitting in supporting documents, re-attach the plan to the Live Deed by merging the pdfs, which will then be archived.
The Reports Builder may hold a better version of the plan, or the agent may have supplied one by email. If that version of the plan is used to map the subjects, attach it to the CMS and make sure it is ticked to archive.
Now that we receive digital submissions, unsigned copies of DIR plans may be submitted as supporting documents (a clearer or better scale copy). If these plans are used to assist in mapping the subjects, make sure the plan is set to archive but do not attach it to the DIR.
The supporting documents may also include recorded deeds with colour plans used to provide references for the subjects. Please archive for future reference.
Affidavits submitted in relation to prescriptive servitudes to be included in the title sheet should be marked for archive. Although there is no requirement for prescriptive servitudes to be submitted with an affidavit they often are, and therefore should also be added to archive.
Historic deeds submitted with the application and recorded prior to 1934 that have the deed plans attached (either monochrome or colour) must be added to archive, as the Deed Search Tool will not have a copy of these plans.