Examine Advance Notice

Process Steps

Examine AN Application Form

1.1 Check advance notice (AN) application form is signed and dated and check it is an AN over part.

1.1.1 If the AN has not been signed and dated or if it does not appear to be an AN over part refer for possible rejection.

1.2 To ensure the AN meets the statutory requirements of registration, check that:

• The AN application states that a person intends to grant a deed.
• The parties are named and designed.
• The type of deed to be protected is stated.

• The AN either includes a plan of the part the intended deed relates to that allows the Keeper to delineate the extent on the cadastral map, or that the application identifies the plot and DPA number, or the plot is fully described to allow the boundaries of the plot to be delineated on the cadastral map, or for flatted property within a flatted building a sufficient verbal description has been provided.

1.3 If there are multiple references on the plan check that the plan contains a key or that the property description in the AN makes reference to the additional references.

1.3.1 If the property description in the AN makes reference to the additional references on the plan all the identified references can be mapped. Any additional references that have not been referred to should be ignored.

1.3.2 If the property description in the AN does not make reference to the additional references on the plan the AN application should be restricted to the primary plot if clearly identifiable.

1.3.3 If the AN does not contain sufficient information (property description/plan docquet or key) to clearly identify the primary plot the AN should be referred for possible rejection.

1.4 ANs over flats within a flatted building. If the property is a flat in a flatted building the relevant question should be answered 'yes' on the AN application form and the AN over part should be registered using a verbal description. No plans work is required on the DMS (this includes situations where the deed plan may provide further information). The only exception is when the agent specifically includes exclusive areas or pertinents, outside the tenement steading, in the verbal description on the application form, these should be referenced on the DMS, with the flat retaining a verbal description.

Check DMS

1.5 Open DMS

1.6 Check the AN extent(s) falls within the parent title (PT).

1.6.1 If the plot falls wholly outwith the PT, following referral the application should be rejected.

1.6.2 If the plot falls partly within the PT and partly outwith, the registration officer must discuss the terms of the description of the plot with their referral officer before deciding whether to accept or to reject the application. If the AN can be accepted, the plot should be mapped but the extent should be restricted to within the PT.

1.6.3 If the PT is still undergoing registration refer to referral officer to confirm if plot can be mapped.

1.6.4 If the plot on the AN conflicts with another TP already mapped, following referral the application should be rejected.

1.7 Check if there is OS detail on the DMS for the area being registered.

1.8 Check the index layer to see if the plot is affected by DPA or if any extents/references referred to in the AN can be copied from the index layer

1.9 If there is no OS detail on the DMS for the area currently being registered, check the Plan Viewer (PV) to see if it contains the OS detail for the area.

1.10 If the plot is not affected by DPA and there are no details on the OS map or Plan Viewer, pass to referral officer to consider if plot can be mapped using the digitiser or if the AN application should be rejected.

1.11 If the Plan Viewer does contain the new OS detail, contact mapbase maintenance to request the map tile is prioritised and released into live. Ensure mapbase maintenance are aware that Advance Notices must be completed on the day of receipt. After completion of AN again contact mapbase maintenance to ensure the maptile is defaulted back to prior version.

1.12 If the plot on the AN conflicts with another AN already mapped the AN plot should be mapped to the full extent.