Index Entry Types on the Index Layer
Type of Index Entry | Description | Currency | Details |
---|---|---|---|
ACQ | Midlothian Acquisition Title | Historic | A historical project was undertaken to determine the extent of acquisitions and disposals by Midlothian Council, prior to the county of Midlothian "going live" in the land register in 2001.
ACQ Index entries are no longer created. The extent of an existing ACQ should not influence a mapping decision on the extent of a new application to register a cadastral unit. Naming convention - county/maptile/project ref number, for example MID/NT2361/28. ACQs were referenced as follows:
|
AN | Advance Notice | Current | This entry defines the extent of a plot of land (which is registered or about to be registered) that is affected by an intended deed. The advance notice protects the intended deed against competition from registration of another deed of the same type over the same extent for 35 days from the date of its creation. Naming convention - the name of the index is the advance notice number followed by the county, for example 14357A/FFE. ANs are referenced as follows:
|
BUF | Back-up File | Current | See Further Guidance page Back-Up Files for further guidance for plans officers on details of historical uses of the BUF index entry, alternative ways of retaining relevant information, and on updating and creating BUFs within Plan Creator. Plan Creator Naming convention 1 - where the BUF affects a registered plot then the cadastral unit number can used as the index entry name, for example, MID13422. Plan Creator Naming convention 2 - where the BUF does not affect a registered plot then text relating to the property can be used to identify it. The format should be CCC/ADDRESS, so start with the registration county, a forward slash, then the identifier text. No special characters or spaces can be used so if using more than one word, either run the two words together with no space or replace the space with a forward slash. For example, a BUF in Abbotsview Court could be named ROX/ABBOTSVIEWCOURT or ROX/ABBOTSVIEW/COURT. Historic Naming convention 1 - where the BUF affected a registered plot or referred to a historic paper back up file then the cadastral unit number was used as the index entry name, for example, MID13422. Historic Naming convention 2 - CCC/ADDRESS
Historic BUFs transferring into the Plan Creator - As the new Mapping Tools do not support any special characters apart from “/”, existing BUFs containing special characters and spaces will have their name updated to replace the special characters and spaces with “/”, for example:
BUFs are referenced as follows:
|
CDI | Common Deeds Index (sheet) | Historic | Historically, this type of index entry was used to define the extents of common deeds which contained burdens or rights which affected more than one property but were not covered by a research area (RA). Details of the deed and all references provided from it were included in the DMS casenotes. CDI entries are no longer created. The extent of an existing CDI should not influence a mapping decision on the extent of a new application to register a cadastral unit, although they may prove useful in identifying routes of title when investigating a title issue. Naming convention - CCCnnnndd/mm/yyyyRRR
CDIs were referenced as follows:
|
CIL (CRB) | Register of Community Interests in Land (Community Right to Buy) | Current | An entry in the Register of Community Interests in Land (also sometimes referred to as a Community Right to Buy) prohibits the landowner from transferring title to the affected land without offering first refusal to the community body who have applied to register the interest. The Keeper has an obligation to reject or cancel any land register application affected by a pending or registered RCIL entry (subject to certain exceptions). Therefore the extent of the RCIL interest is reflected on the cadastral map as a CIL index. These index entries are only to be created by mapbase maintenance section and must not be amended or deleted. Any queries regarding the extent should be referred to mapbase maintenance in the first instance Any Land Register application affected by an entry in the RCIL must be referred to the legal senior caseworker workbasket via CMS for investigation. Include a print/pdf of the index map, displaying extent of the subjects in relation to the RCIL extent. If the RCIL extent partly affects the subjects, include a tinted reference highlighting the affected area. Naming convention - CCC/CBNNNNN
CILs are referenced as follows:
CILs (& CRBs) are shown in the Draft Plan layer of the Plan Creator/Universal Web Viewer, and also in the Basemap Investigation Layer. |
COF | Capture Once First | Current | This type of index entry is used to ensure that any deed/plan information submitted prior to Registration is ‘captured’ the very first time we see it. This means that we can use the information again and again by copying and pasting with no need to re-map. This information may be used again for reports or advance notices, or at the registration stage. In the textual part of the file, all known information regarding the references will be noted along with any mapping decisions. See the DCUs & COFs guidance page for more information. Naming convention - COFRRRRRRRRCCC
When you have multiple references to capture, an additional index e.g. COF – 1 and COF – 2 can be created with ownership polygons in the first one and servitude/burden polygons in the second one, for example, COF5723515ARG-2. COFs are referenced as follows:
|
DPA | Development Plan Approval | Current | This type of index entry is used to indicate that a developer's estate plan has been officially accepted by RoS under the development plan approval service. The DPA index entry will contain digital map data supplied by the developer, including the development boundary, house plot boundaries, plot numbers, parking spaces, roads, footpaths and open spaces. If DPA has been granted, the keeper will accept applications for pre-registration reports and for registration that contain a deed plan that is an extract of the estate plan. Further information on the DPA service can be found on the RoS website. Naming convention - DPAs are referenced as follows:
|
DOC | Deed of Conditions | Historic | See Further Guidance page Mapping and Updating Deeds of Conditions for details of how common references from such deeds can be held in parent titles, etc and how they can be updated for 2012 Act compliance, etc. This type of historical index entry was used to define the extents of areas covered by deeds of conditions that were registered in the sasine register after the date of operation of the county in the land register. This mainly applied to deeds of conditions recorded by Glasgow District Council. DOC Index entries are no longer created. The extent of an existing DOC should not influence a mapping decision on the extent of a new application to register a cadastral unit. Naming convention - CCCnnnndd/mm/yyyyRRR.
DOCs were referenced as follows:
|
DOG | Development on the Ground | Historic | The development on the ground procedure was historically adopted when property boundaries were not built in accordance with their deed plans. An index entry was created where no RA affected the area. Mapping instructions and guidance for each property were given under the DMS casenotes. DOG Index entries are no longer created. The extent of an existing DOG should not influence a mapping decision on the extent of a new application to register a cadastral unit. Naming convention - CCC/ESTATE NAME.
DOGs were referenced as follows:
|
DSP | Midlothian Disposal Title | Historic | A historical project was undertaken to determine the extent of acquisitions and disposals by Midlothian Council, prior to the county of Midlothian "going live" in the land register in 2001.
DSP Index entries are no longer created. The extent of an existing DSP should not influence a mapping decision on the extent of a new application to register a cadastral unit. Naming convention - county/maptile/project ref number, for example MID/NT2361/28. DSPs were referenced as follows:
|
EAC | East Ayrshire Council | Historic | A historical project was undertaken between East Ayrshire Council (EAC), Ordnance Survey (OS) and Registers of Scotland (RoS). Upon receipt of an application to buy council-owned property, EAC completed a site inspection to determine the property boundaries. In the instance where the detail on the ground did not agree with the OS map, the project allowed EAC to inform the OS directly of any problem areas. In turn, this allowed the OS to investigate and rectify any problems prior to RoS being in receipt of an application for first registration. EAC Index entries are no longer created. The extent of an existing EAC should not influence a mapping decision on the extent of a new application to register a cadastral unit. Naming convention
EACs were referenced as follows:
|
EPA | Estate Plan Approval | Current | This type of index entry is created by RoS staff and used for new developments where DPA (see above) has not been agreed, nor is the new OS detail available for the development yet. A paper deed plan showing the development layout is digitised to create a template that can be used for ANs or for registrations. Naming convention - EPAs are referenced as follows:
|
IMP | Imported Extent | Current | IMP index entries are created for two main purposes - importing new deed plans (current), and Plans Assistance files (now historic). 1. New deed plans: New deed plans come in many sizes and scales and the published deed plan criteria are there to assist conveyancers in regard to what is and is not suitable for our purposes. However any recently prepared deed plan has most likely been created digitally, using computer-aided design and drafting (CADD) or geographical information system (GIS) software. It may be useful, especially for larger titles, to consider requesting this digital data as our GIS team can import the data to QGis to create an IMP index entry, saving an enormous amount of time in plotting. See Further Guidance - Digital Map Data & Digital Deed Plans. Please note that the imported data should be thoroughly checked by the plans settler before authorising the cadastral unit as it may not be vector perfect or it may create a competition with other titles on the cadastral map. Naming convention - IMP/CCCnnnnnnn.
IMPs are referenced as follows:
Please note, digital data may also be imported into the mapping database by the GIS team as a COF - see Further Guidance - Digital Map Data & Digital Deed Plans for more details. 2. Plans Assistance Files: The Plans Assistance Service (PAS) team undertook examination of title deeds prior to an application for registration being submitted on behalf of external customers. The team examined historical deeds as directed by the client, in conjunction with existing LR titles, to create a registration quality plan identifying any issues. See also PAS index entries, below. The PAS team created digital shape files using ArcGIS software to show our interpretation of the title deed extents with appropriate referencing. This information was then exported to the MaGIS tool to identify any interactions with existing registered titles and then revised to take account of any cadastral competitions. A finalised version of the shape file data and pdf versions of the plan(s) were then sent to the customer. At the same time a copy of the digital data was exported to MaGIS and from there to the index map as an IMP file. When copied to the index map, the polygons in the IMP file do not retain any colour referencing, they are just empty polygons. The PAS officer added a generic reference, usually a mauve hatch, to cover all of the polygons and update the casenotes with details of the PAS file. It should be noted that the IMP file name and the PAS file reference are not the same. The IMP file was created automatically when imported, using the same naming convention as set out above using the next available number for the county. The PAS file reference will follow one of two styles as follows - Style 1: yyyy-nnn (where yyyy is the year the enquiry was submitted and nnn is the yearly running number to three digits, for example 2016-214) This style was used for PAS enquiries prior to the introduction of the online portal. Style 2: nnnnnnnCCC (where nnnnnnn is the enquiry number to seven digits and CCC is the county, for example 8723396DMF) This style is now used for all PAS enquiries which are submitted using the online portal. If you come across an IMP file that refers to PAS when conducting an index search, please email the Plans Assistance Service mailbox quoting the PAS file reference, not the IMP file reference. and a link to a copy of the file will be forwarded to you. From this file you will be able to review the full correspondence in relation to the PAS enquiry, see the plans that were issued to the customer and get details of the information depicted on the IMP index, including any colour referencing. Note: the IMP index may include more information than is required for a specific application, but, where appropriate, the relevant parts of the file can be copied to aid mapping. It should also be noted that the mapping on the PAS file will have been completed against the most up to date version of the OS map at that time and this may not necessarily align with the current version released on the Plan Creator. Naming convention - IMP/CCCnnnnnnn.
IMPs are referenced on the DMS as follows:
|
KIR | Keeper Induced Registration | Current | This type of index entry is created by RoS staff and used for Keeper Induced Registration applications. Naming convention - CCCRA-NNNN
KIRs are referenced as follows:
|
PAS | Plans Assistance Service | Historic | This type of index entry shows mapped information created by the Plan Assistance Service (PAS) team. See also IMP index entries, above. The PAS team undertook examination of title deeds prior to an application for registration being submitted on behalf of external customers. The team examined historical deeds as directed by the client, in conjunction with existing LR titles, to create a registration quality plan identifying any issues. In order to retain the mapping decisions/extents identified during the PAS process, the mapped information was copied to a PAS index file. (Note: the PAS team later created IMP index files for this information.) Notwithstanding the change to IMP index files, many of the PAS files on the index layer will still be relevant to pending, or yet to be submitted, applications. Therefore if you have an application or enquiry that is affected by a PAS file, please see the case notes that will provide additional details, or will refer you to the relevant PAS file. Email the Plans Assistance Service mailbox quoting the PAS file reference and a link to a copy of the file will be forwarded to you. From this file you will be able to review the full correspondence in relation to the PAS enquiry and get details of the information depicted on the PAS index. Note: the PAS index may include more information than is required for a specific application, but, where appropriate, the relevant parts of the file can be copied to aid mapping. It should also be noted that the mapping on the PAS file will have been completed against the most up to date version of the OS map at that time and this may not necessarily align with the current version released on the Plan Creator. Naming convention - CCC-yyyy-nnn
PAS files are referenced as follows:
|
PRC | Pre Registration Correspondence | Historic | This type of historical index entry was used to indicate that there had been correspondence between the RoS and an agent prior to an application being submitted for registration. PRC Index entries are no longer created. The extent of an existing PRC should not influence a mapping decision on the extent of a new application to register a cadastral unit. Naming convention 1 - CCC/ADDRESS
Naming convention 2 - CCC/T file number
Naming convention 3 - CCC/business unit reference system
PRCs were referenced as follows:
|
PRI | Pre Registration Enquiry | Historic | see pre registration correspondence |
RA | Research Area | Current | See the Research Areas (RAs) page for further guidance for plans officers on updating existing RAs within Plan Creator, etc. To eliminate repetitive examination of title work, the research area team investigated builders' or developers' titles, including the first sale of individual plots, and established existing burdens, etc. This work was mainly done prior to each county "going live" in the the land register, although it continues at a much smaller scale today. The common burdens are examined and edited in advance and can then be included in registrations of the various plots without further examination. Naming convention - nnnnn/CCC
RAs are referenced as follows:
|
SPL | Supplementary Plan | Current (although being replaced by groupings in Plan Creator) | This type of index entry is an OS map based plan to be used in conjunction with the title sheet for the purpose of showing detail or references to areas of land mentioned in the title sheet which cannot be shown on the cadastral map. A single SPL index entry could be assigned to multiple titles. Also, an SPL had a print template set up within the DMS so that it would print out in a similar format to a title plan/cadastral map extract. There are limited uses for this type of index entry:
Details of all references shown in the SPL should have been included in the DMS casenotes for the SPL. Former Naming convention - title number/cadastral unit number-running number (for example, ANG65332-1)
SPLs are referenced as follows:
|
SVY | Area subject to survey | Current | This type of index entry is prepared when mapbase maintenance are instigating a P32 (new development map detail required) or a P24 Survey Request form (check and correct existing map detail) request with the OS, which may affect more than the subjects in the current application. See here for advice on completing the P24 form. Details of the requested survey are included in the casenotes. This alerts anyone dealing with application in the same area that a survey has been requisitioned, which means they can associate their application with the lead application pending the result of the survey. The possibility of a duplicate survey request is also eliminated by the creation of an SVY Index Entry. Once the survey is completed, the index entry should be deleted from the index layer. Naming convention - Title number (for example, MOR4356). SVYs are referenced as follows:
|
TPO | Tree Preservation Order | Current | See the Tree Preservation Order (TPO) page for further guidance for plans officers on updating existing TPOs or creating new TPOs within Plan Creator, etc. A tree preservation order is an order effected by local authorities which imposes conditions for the preservation of trees, groups of trees or woodlands in that authority's district, by prohibiting the cutting down, topping, lopping or the wilful destruction of trees, etc except with the authority's consent. These orders can additionally impose conditions requiring the planting of trees or secure the replanting of any part of a woodland area which is felled in the course of forestry operations permitted by or made under the order. Naming Convention - CCCnnnnDD/mm/yyyyRRR
See the TPO guidance page for full details of mapping styles.
|
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.
Using this website requires you to accept cookies. More information on cookies.
Feedback