Closing Notes for Subjects that are Currently in the First Series

There will be occasions when the subjects being registered are still in the first series and have not yet been continued into the second series. Although it will have been possible to identify the number of the search sheet in the first series, there will be no search sheet number for the second series. 

Procedure

To create a new search sheet: 

1.1 Select Create CSS Notes from the CSR main menu, using the F5 key.

1.2 Type in county and click on down arrow.

1.3 At CSS number, type "I" followed by the first series search sheet number - for example, "I 1248".

1.4 Click on down arrow and at "Date", type in the date the FR application was created on LRS (from application flysheet). The date should be input in the following format: DDMMYY

1.5 Click on down arrow and at "Text", complete details of the closing note for your deed, using the appropriate style. If only part of the subjects are being registered a long note should be added. If the whole of the subjects on the search sheet are being registered, a short note should be added. See Styles of Closing Note.

1.6 Press Enter to confirm. The system will allocate the next free search sheet number in the second series. Take a note of this number.

1.7 Check the details of your closing note on the allocated search sheet. When on the search sheet, check that the "from information" box contains the correct information. It should read "From I Series xxxx" (the search sheet number must correspond with the first series number where the subjects are being continued from).

1.8 Add the second series search sheet number in pencil to the "Search sheet number(s),if known" field on the application form.

1.9 To alert anyone who may be looking at the first series search sheet that the subjects have been continued in the second series then transferred to the land register, a note must be added to the end of the first series page. The notes are added by a nominated officer who has permission to access the imaged pages. 

1.10 Advise the nominated officer in your area, by emailing the Sasines Enquiries mailbox, to add a note to the search sheet. Provide details of the search sheet number, the county and the details of the note, e.g.:

"Please add a note to first series search sheet 1248 for the County of Midlothian. The note should read "To Second Series 23798". Please let me know once the note has been added."

1.11 Check the note once the nominated officer advises you that it has been added to the search sheet.