Index Entry Types on the Index Layer

General

You will encounter various types of index entry when you search the index map in the Plan Creator. The type of index entry is shown before the file name in the search results list. 



Below is a list of the types of index entries you will encounter when searching the index map and a brief explanation of each. 


Type of Index EntryDescriptionCurrencyDetails
ACQMidlothian Acquisition TitleHistoric

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 - Areas of ownership at the time of the project (please note, some areas may have been sold on since the project)
  • DSP - Area disponed or feued to another party.

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:

  • Areas where precise extent could be determined - edged red
  • Areas where location could be identified but not precise extent - red triangle.
ANAdvance NoticeCurrent

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:

  • mauve hatch.
BUFBack-up FileCurrent

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

  • CCC = 3 character for the county in upper case (for example, ROX).
  • The index entry name was restricted to 20 characters including spaces so in some instances the address may have been condensed.
  • When creating an index on the system the index entry name had to contain the county prefix in order that a map stored for the county could be associated to the index. Where text information such as a street name was used in the index entry name, care had to be taken that it did not contain a county prefix as the DMS database may have incorrectly identified that county's maps for use by the index entry rather than the intended county. For example:
    • MID/EASTHOUSES ROAD may have associated with the county of Sutherland - suggested solution was MID/E.HOUSES ROAD
    • ELN/GLASSEL PARK ROAD may have associated with the county of Glasgow - suggested solution was ELN/G. PARK ROAD
    • ABN/BRENT FIELD CIRCLE may have associated with the county of Renfrew - suggested solution was ABN/B. FIELD CIRCLE.

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:

  • A BUF originally named “ELN1234 – ABC” will now be named “ELN1234/ABC” – three consecutive special characters have been replaced by a single “/”;
  • A BUF named “FFE/SUNNYSIDE COURT” will now be named “FFE/SUNNYSIDE/COURT” – the space has been replaced by a “/”;
  • In practical terms, the above means that when performing a textual search for a BUF (quoted, for instance, in RA instructions), the name will have to be typed accounting for any special characters or spaces being replaced by a “/”, and consideration should be given regarding possible updates to the RA notes and instructions.

BUFs are referenced as follows:

  • brown hatch
  • any combination of tints, edges or hatches can be used in those instances when it is more appropriate to use separate references to define areas with separate instructions.
CDICommon 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

  • CCC = 3 character for the county in upper case (for example, FFE)
  • nnnn = daily running number padded with leading zeros to 4 digits (for example, 0056)
  • dd = day number padded with leading zero to 2 digits (for example, 03)
  • mm  = month number padded with leading zero to 2 digits (for example, 08)
  • yyyy = year number of four digits (for example, 1976)
  • RRR  = register in upper case (for example, GRS)
  • FFE005603/08/1976GRS.

CDIs were referenced as follows:

  • green edge.

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

  • CCC = 3 character for the county in upper case (for example, CTH)
  • CB = community body
  • NNNNN = RCIL registration number relating to this index entry (for example, 00001)
  • The index may be split into more than 1 area if extremely large (for example, CTH/00001/1 & CTH/00001/2).

CILs are referenced as follows:

  • brown hatch.

CILs (& CRBs) are shown in the Draft Plan layer of the Plan Creator/Universal Web Viewer, and also in the Basemap Investigation Layer.

COFCapture Once FirstCurrent

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

  • COF = the index name will always begin with the letters COF
  • RRRRRRRR = the plans report number (for example, 5723515)
  • CCC = 3 character for the county in upper case (for example, ARG)
  • COF5723515ARG

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:

  • The references given on the COF file should mirror how a cadastral unit would be mapped at registration stage e.g red edge for a house plot. Tinting method can be used when references are required for common ownership, etc.
DPADevelopment Plan ApprovalCurrent

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:

  • The DPA will contain various plotted polygons, lines and text that can be copied & pasted through into the title layer to be used as the basis for mapping.
  • The polygons and lines will be shown with green pecked lines.
DOCDeed of ConditionsHistoric

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.

  • CCC = 3 character for the county in upper case (for example, GLA)
  • nnnn = daily running number padded with leading zeros to 4 digits (for example, 0047)
  • dd = day number padded with leading zero to 2 digits (for example, 12)
  • mm  = month number padded with leading zero to 2 digits (for example, 05)
  • yyyy = year number of four digits (for example, 1987)
  • RRR  = register in upper case (for example, GRS)
  • GLA004712/05/1987GRS.

DOCs were referenced as follows:

  • blue edge, with tints for areas of garden ground if required.
DOGDevelopment on the GroundHistoric

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.

  • CCC = 3 character for the county in upper case (for example, KRK)
  • The index entry name is restricted to 20 characters including spaces so in some instances the address may require to be condensed

DOGs were referenced as follows:

  • blue hatch.
DSPMidlothian Disposal TitleHistoric

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 - Areas of ownership at the time of the project (please note, some areas may have been sold on since the project)
  • DSP - Area disponed or feued to another party.

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:

  • Areas where precise extent could be determined - yellow tint 
  • Areas where location could be identified but not precise extent - yellow triangle.
EACEast Ayrshire CouncilHistoric

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

  • where an application existed, title number
  • where no application existed, the EAC reference number for the property.

EACs were referenced as follows:

  • yellow hatch.
EPAEstate Plan ApprovalCurrent

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:

  • The EPA will contain various plotted polygons and lines that can be copied & pasted through into an AN, or into the title layer to be used as the basis for mapping.
  • The polygons and lines will be shown with blue pecked lines.
IMPImported ExtentCurrent

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.

  • imported files always begin with the characters IMP/
  • CCC = 3 character for the county in upper case (for example, SEL). When imported, the system automatically allocates the county based on the position of the geo-referenced data.
  • nnnnnnn = when created in MBM the system automatically numbers the index with the next available number for that particular county packed with zeros to 7 digits (for example, 0000003 - the 3rd IMP index created for that county) .

IMPs are referenced as follows:

  • There is no set rule for identifying IMPs so they can be referenced by any edging, hatch or tint.


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.

  • imported files always begin with the characters IMP/
  • CCC = 3 character for the county in upper case (for example, SEL). When imported, the system automatically allocates the county based on the position of the geo-referenced data.
  • nnnnnnn = when created in MBM the system automatically numbers the index with the next available number for that particular county packed with zeros to 7 digits (for example, 0000003 - the 3rd IMP index created for that county) .

IMPs are referenced on the DMS as follows:

  • There was no set rule for identifying PAS IMPs so they can have any reference, but they will usually have one generic reference (for example, a mauve hatch).
KIRKeeper Induced RegistrationCurrent

This type of index entry is created by RoS staff and used for Keeper Induced Registration applications.

Naming convention - CCCRA-NNNN

  • CCC = 3 character for the county in upper case (for example, GLA)
  • RA = 5 character number from the Research Area the KIR index originates
  • NNNN = model title number for KIR index. There can be multiple KIR indexes within a Research Area
  • Eg MID00257-0002.

KIRs are referenced as follows:

  • The KIR will contain red edges that can be copied & pasted through into the title layer to be used as the basis for mapping KIR applications. Any combination of tints, edges or hatches can be used in those instances when it is more appropriate to use separate references to define areas with separate instructions
  • A brown hatch identifies a plans issue requiring further investigation or if there is no current KIR process for the property style.
  • A red hatch is an area flagged by legal as unsuitable for a KIR model title.
PASPlans Assistance ServiceHistoric

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

  • CCC = 3 characters for the county in upper case (for example, FFE)
  • yyyy = the year that the PAS enquiry was undertaken (for example - 2016)
  • nnn = the yearly running number of the PAS enquiry to three digits (for example, 074).

PAS files are referenced as follows:

  • There is no set rule for identifying IMPs so they can be referenced by any edging, hatch or tint or combination of references.
PRCPre Registration CorrespondenceHistoric

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

  • CCC = 3 character for the county in upper case (for example, ROX)
  • The index entry name was restricted to 20 characters including spaces so in some instances the address may have been condensed

Naming convention 2 - CCC/T file number

  • CCC = 3 character for the county in upper case (for example, ARG)
  • T file number = the number from the filing system used by legal services and pre registration enquiries sections.

Naming convention 3 - CCC/business unit reference system

  • CCC = 3 character for the county in upper case (for example, WLN)
  • business unit reference system = some business units had their own internal referencing system for enquires.

PRCs were referenced as follows:

  • brown hatch
  • in some instances it may have been more appropriate to use other references when they required to be replicated on subsequent titles or to define areas with separate instructions.
PRIPre Registration EnquiryHistoricsee pre registration correspondence
RAResearch AreaCurrent

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

  • nnnnnnn = RA file number padded with zeros to 5 digits (for example, 00012 - the 12th RA created for that county)
  • CCC = 3 character for the county in upper case (for example, STG).

RAs are referenced as follows:

  • blue edge, but can contain additional references which require action at first registration stage; instructions will be contained in the RA casenotes.
SPLSupplementary PlanCurrent (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:

  • Historically, in 1979 Act cases, an SPL could be created to show detail or references to areas of land which, for reasons of scale, size or complexity, could not conveniently be shown on the title plan. The SPL was assigned to the title plan and referred to in the title sheet. 
  • For 2012 Act applications for registration that form part a development that started to be registered under the 1979 Act, it was permissible for existing SPLs to be assigned to the titles of the remaining plots in the development when they were registered. See Groupings guidance for how such titles are now set up in the Plan Creator.
  • For 2012 Act applications for registration of flatted property, only the extent of the tenement steading cadastral unit will be shown on the cadastral map. Plans references that are required for flats or units within a tenement, flatted or other sub-divided property are included as supplementary data. The SPL index entry was used for this purpose but plans officers should now see the Groupings guidance for how such titles are set up in the Plan Creator.
  • For additional types of 2012 Act applications that can make use of the grouping functionality to show supplementary data or additional cadastral map views, see the Further Guidance section - Supplementary Plans, SPLs and Supplementary Data. See also Groupings guidance for how such titles are now set up in the Plan Creator.

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)

  • title number/cadastral unit number = the title number/cadastral unit number of the lead application to which the SPL was to be associated
  • running number = the running number of SPLs required, for example, -1, -2).

SPLs are referenced as follows:

  • can be any combination of references. As the SPL forms part of the title, all references are taken from the application.
SVYArea subject to surveyCurrent

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:

  • mauve hatch.
TPOTree Preservation OrderCurrent

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

  • CCC = 3 character for the county in upper case (for example, FFE)
  • nnnn = daily running number padded with leading zeros to 4 digits (for example, 0035)
  • DD = day of recording padded with leading zero to 2 digits (for example, 09)
  • mm  = month of recording padded with leading zero to 2 digits (for example, 07)
  • yyyy = year or recording (for example, 1991)
  • RRR  = register in upper case (for example, GRS)
  • FFE003509/07/1991GRS.

See the TPO guidance page for full details of mapping styles.

  • TPOs are generally reference using yellow or brown edges, with individual trees arrowed and lettered T in red.


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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