Title Versions

What is a Title Version?

A title version is exactly what it suggests. It is a version of the title sheet sitting behind any application. All applications will have a title version of some sort available for the settler to work on when they take an application on. A title may have a registered version of the title sheet (RG), and/or a draft version or versions (DF) of the title sheet. A draft version may be confirmed (DFc) or unconfirmed (DFu).

When an application is created on LRS the draft title version that is created is a copy of the title version that was available at the time of creation of the application and only as the current application is processed and amendments are made on the title work desk does that version change. Amendments made to a title version as a result of working on a particular application are not carried forward to all other title versions on other pending applications. This means that it is important to ensure that applications are dealt with in chronological order and, where possible, together.

With effect from 6th Nov. 2015, the auto import enhancements to LRS mean that on creating an application on LRS the application will be created automatically using a copy of the registered title version or, in the absence of a registered title version, it will be created using a copy of the latest draft version. If the registered version changes prior to completing the application the title sheet must be updated to reflect the new registered title version by re-importing the sections of the title sheet from the registered title version and making the necessary amendments relating to the application undergoing registration.

LEGAL OFFICER MUST RE-IMPORT 1979 ACT VERSION OF TITLE SHEET INTO 2012 ACT APPLICATION

It is imperative that, when a 2012 Act application is received and there is a pending 1979 Act application the 2012 Act application is not 'attached' to the pending application. Once the 1979 Act application has been dealt with, then the 2012 Act application can be processed.

The registration officer examining the 2012 Act application on an existing title sheet must re-import the last 1979 Act registered version of the title sheet before commencing the update required by the application with which they are dealing. This will ensure the accuracy of the final title sheet. The legal registration officer should also check the content of the updated title sheet on completion of their examination and updating to ensure that this has been done.

Useful links

Title Versions - 1979 Act Applications Pending

Auto Import Function

When to Attach Subsequent Applications to a Complex FR or TP

When to Attach Subsequent DW to Standard DW

When to Attach Subsequent Application to a Standard FR or TP

Creating Title Versions

On creating an application on LRS a draft version of the title sheet will be created and the sections of the title sheet will be populated as follows:

DW deed over the whole of a registered plot - property, securities & burdens sections are brought forward on DW create.

FR deed over an unregistered pot - no prior title version will exist so no sections are brought forward on FR create.

TP deed over part of a registered plot - no prior title version will exist so no sections are brought forward on FR create.

VR voluntary registration of an unregistered plot - no prior title version will exist so no sections are brought forward on FR create.

FA deed over an unregistered plot to be added to an existing title sheet - property, securities & burdens sections are brought forward on FA create.

TA deed over part of a registered plot to be added to an existing title sheet - property, securities & burdens sections are brought forward on TA create.

VA voluntary registration of an unregistered plot to be added to an existing title sheet - property, securities & burdens sections are brought forward on VA create.

TU title update - property, proprietorship, securities & burdens section are brought forward on TU create.

An auto-import note will be added to the title workdesk automatically which will provide details of the title version from the which the sections were imported. This note must not be deleted.

Some application types in LRS (which do not have an application form as such), IC and RR which are related to the correction of inaccuracies in the land register are only created with the permission or by instruction of the Post-Registration Enquiries Team.

Registering Titles and Checking the Application Work Desk

The particular title version sitting behind any application, although updated by users as it passes through the various processes, only becomes the registered version when the application is completed in despatch at the end of the process. As highlighted previously, registering that version does nothing to other title versions sitting behind other applications. This is the way the LRS is designed and the way title versions are registered should not cause any problems as long as applications are processed in chronological order. Before starting work on an application it is vital to ensure that the title version is completely up to date and incorporates all changes made in prior applications. This means that the application work desk must be checked prior to commencing work on any application to ensure that there are no prior applications and if there are any, find out what they are and where they are in the process. The application work desk displays a record of all pending (open) applications under the 'Attachd/Rel (Opn) Apps' tab.

Where a prior pending application has gone beyond legal settle, the current application must be delayed until the prior application has been completed, all sections of the latest registered version of the title sheet must then be imported into the current version before commencing work on the current application. If this procedure is not followed, the latter application will be processed using the existing RG or DF title version at the time the application was created and will not take into consideration work done on the prior application since the current application was created. Failure to re-import will mean that when the current application is completed, the work done on the earlier applications will be overwritten and lost. To limit the risk of this situation occurring LRS has been enhanced so that on attempting to confirm an application on LRS an error message will appear where the latest registered version of the title has changed. The settler must then re-import the sections of the title sheet from the new registered version and complete the necessary updates required in relation to the application undergoing registration.

When processing more than one application at a time (e.g. FR and DW) it is imperative that they are not only physically attached, but are also correctly attached on the system. If they are correctly attached on the system it is the master title work desk that will be accessed and updated and the title version of the DW is deleted. It is the responsibility of the officer processing the applications to make sure that they have been correctly attached on the LRS.

Many data integrity issues are caused by the way certain applications have been processed on the system. For example an FR and a DW being processed together. The settler may have input the data correctly for both applications, via the FR title work desk, but by not attaching the DW to the FR, the work has been lost when each application is completed and then registered in chronological order. This is because when the unattached subsequent DW application is registered its incomplete title version overwrites the full FR title version. To avoid this happening the following basic rules must be followed when processing any application on the LRS:

If there are prior or subsequent applications affecting the current title that are not attached to the application this must be investigated to find out what, and where, they are.
If in doubt consult with a team leader or lead user who will advise.

Miscellaneous Applications

Staff creating miscellaneous applications (i.e. those other than FRs, FAs, TPs, TAs, VRs, VAs and DWs) must be aware of what they are doing with these miscellaneous applications, particularly if there are other applications being processed at the same time. Further guidance should be obtained from a team leader as necessary.

What Does All This Mean For Me?

Staff creating applications

When creating a subsequent application over a registered title the application will be created automatically using a copy of the the registered title version. If the title is not registered the application will be created automatically using a copy of the latest draft version. Remember a legal officer will need to re-import the last registered version of the title sheet if there has been a preceding application which has been completed separately and Intake have not had a registered version to import. Further considerations are also required when dealing with a TU application that forms part of a run of shared plot cases.

Registration officer

It is the responsibility of the officer processing the applications to make sure that they have been correctly attached on the LRS. A 2012 Act application should not be attached to a 1979 Act application, however.

The application workdesk must be thoroughly checked for all pending applications and legal settlers must only proceed with settling their application if it is safe to do so.

If there is a prior pending application you cannot continue processing your application. You must arrange for your case to be put aside pending completion of the application in front. Staff dealing with miscellaneous applications when there are prior pending applications must be extra careful.

The registration officer must ensure the application undergoing registration is updated to include all the appropriate detail if the latest title version has changed since the application was created. On attempting to confirm the application an error message will indicate if the title version has changed.

Despatch

If despatching physically attached applications, they must be attached on the system before completing the applications. If applications are not attached on the system, under no circumstances should the applications be moved on the LRS to the despatch location. Such applications must be referred to a team leader.