51.1 Introduction

One of the Agency’s principal objectives, contained in the business plan, is:

‘To provide ready access to up-to-date and error-free registers thereby ensuring that the public can have faith in the information that they contain.’

The quality, accuracy and sustained integrity of Agency data, and in this particular case persons and places data, is therefore a key target for the Agency.

It was decided that, in order to meet both evolving national address standards and to prepare for subsequent increased business development opportunities, the Agency should adopt the Post Office Address Point Gazetteer (the gazetteer) as the standard for all address data held on our systems. Whilst it is acknowledged that the gazetteer is still less than perfect, it has a high degree of consistency and is constantly being improved as a result of user feedback. In addition, it has the attraction of being the common format in use by many of our current and potential customers. At a time when the Agency is receiving an increased number of requests for various aspects of data, it is crucial that the information supplied is consistent, accurate and error free. Complete and reliable data is clearly a fundamental requirement to the ongoing commercial viability of the Agency.

To comply with all of the above, and also to maximise the efficiency of the searching functionality in the land register system (LRS), a degree of awareness of the manner in which persons and places data should appear in the LRS in the first instance, is obviously desirable. To this end, there follows advice and examples with regard to the current Agency Indexing Guidelines. The complete guide and explanation thereof can be found by clicking here.

51.2 Places

51.2.1 Post Towns

There can be some doubt as to what constitutes a ‘locality’ or ‘district’, or a town. In order to identify which field would be appropriate, the Royal Mail produce a list entitled ‘Placenames and their Post Towns’. This list contains hamlets, villages and towns in Scotland, and notes whether they are a ‘locality’ or ‘district’, or a post town.

- If the locality/district/village referred to in the description is included on this list, this should be inserted in the ‘locality’ or ‘district’ field. The corresponding post town can then be input in the ‘town’ field.
- If the ‘locality’ or ‘district’ within a city is not included on this list, as in particular areas within a city, such as ‘Partick, Glasgow’; ‘Springburn, Glasgow’ and ‘Morningside, Edinburgh’, no entry is required in the ‘locality’ or ‘district’ field.

The ‘Placenames and their Post Towns’ list can be found on the intranet . This list is updated on an annual basis.

Table of Contents

Indexing Guidelines

1. Entering Information
2. Addressable Subjects
3. Non Addressable Subjects
4. Persons Indexing
5. Persons Addressing
6. Localities

51.2.2 Dependent Thoroughfares

‘Dependent thoroughfares’ are part of a main thoroughfare that have been given a separate address, such as ‘5 St. Johns Place, Argyle Street, Rothesay, PA200AX’. At present, this field does not appear in the Agency’s gazetteer. The dependant thoroughfare should therefore be entered in the ‘thoroughfare’ field until further notice.

51.2.3 The settler’s role

- Postcodes should never be removed by settlers from any address in the A or B Sections. It should be noted that postcodes are to comprise 7 characters (e.g. G2xx5UU; EH8x7AU; EH547BE) with spaces included as necessary.
- All addresses at intake stage will be entered to conform to the gazetteer as far as possible. In general, amendments should not be made to the contents of the address fields if a postcode is present. When address amendments do require to be made (as a result of e.g. additional correspondence, an attached dealing, or an ordnance survey update), settlers should ensure that all amended data conforms to the address point standard.
- Amendments to the spelling of address data, validated against the gazetteer, should not be made simply to agree with the information supplied by the solicitor on an application form or in any of the deeds or documents submitted with the application. Documents supplied do not always contain consistent or accurate information.

51.3 Persons

51.3.1 Changes to previous policy - abbreviations within company names

The form that a company name takes on the charge certificate may affect company liability, and a number of correction cases have been received on this topic.

- It was agreed that in future, all company names would follow their description in the deed. If the documents describe the applicant as British Company plc, plc should be entered. If the documentation describes the applicants as Scottish Company Limited, Limited should be entered in full.

Similarly, for the avoidance of doubt:

- ‘Co’ should be entered as ‘Co’
- ‘Ltd’ should be entered as ‘Ltd’
- ‘&’ should be entered as ‘&’
- ‘Bros.’ should be entered ‘as Bros.’
- ‘Inc.’ should be entered as ‘Inc.’

However, where the definite article appears at the start of a company name, this should not be included – e.g. ‘The Royal Bank of Scotland plc’ should be entered as ‘Royal Bank of Scotland plc’.

51.3.2 Changes to previous policy - indexing company names

Company names such as ‘James Smith and Company Limited’ should be entered once only – as a ‘two line’ entry:

- Forename: James
  Surname: Smith and Company Limited

51.4 Examples of places

Subjects - 92 Firs Crescent, Bannockburn, Stirling, FK7 0AG
Prefix	Sub Bldg	Name	Prop No	Thoroughfare	Locality	Town	Postcode	Link Text
Subjects			92	FIRS CRESCENT	BANNOCKBURN	STIRLING	FK7 OAG

Subjects – Sixth Floor, 41 St. Vincent Place, Glasgow, G1 2ER
Prefix	Sub Bldg	Name	Prop No	Thoroughfare	Locality	Town	Postcode	Link Text
Subjects	SIXTH FLOOR		41	ST. VINCENT PLACE		GLASGOW	G1 2ER

Subjects – Flat A, Hill Court, 1 Eastside, Kirkintillock, Glasgow, G66 1GH
Prefix	Sub Bldg	Name	Prop No	Thoroughfare	Locality	Town	Postcode	Link Text
Subjects	FLAT A	HILL COURT	1	EASTSIDE	KIRKINTILLOCH	GLASGOW	G66 1GH

Subjects – Newlands Croft, Culloden Moor, Inverness, IV2 5EF
Prefix	Sub Bldg	Name	Prop No	Thoroughfare	Locality	Town	Postcode	Link Text
Subjects		NEWLANDS CROFT			CULLODEN MOOR	INVERNESS	IV2 5EF

Subjects – 13 Campbells Buildings, 7 Dunkeld Road, Perth, PH1 5RF
Prefix	Sub Bldg	Name	Prop No	Thoroughfare	Locality	Town	Postcode	Link Text
Subjects		13 CAMPBELLS BUILDINGS	7	DUNKELD ROAD		PERTH	PH1 5RF

Subjects – 25 Kellie Place and 6 Clare Road, Alloa, FK102DW
Prefix	Sub Bldg	Name	Prop No	Thoroughfare	Locality	Town	Postcode	Link Text
Subjects			25	KELLIE PLACE		ALLOA	FK102DW	and
			6	CLARE ROAD		ALLOA	FK102DW

Subjects – 1 to 13 (odd numbers) Rotchell Gardens, Dumfries, DG2 7SL
Prefix	Sub Bldg	Name	Prop No	Thoroughfare	Locality	Town	Postcode	Link Text
Subjects			1	ROTCHELL GARDENS		DUMFRIES	DG2 7SL
			3	ROTCHELL GARDENS		DUMFRIES	DG2 7SL
			5	ROTCHELL GARDENS		DUMFRIES	DG2 7SL
			7	ROTCHELL GARDENS		DUMFRIES	DG2 7SL
			9	ROTCHELL GARDENS		DUMFRIES	DG2 7SL
			11	ROTCHELL GARDENS		DUMFRIES	DG2 7SL
			13	ROTCHELL GARDENS		DUMFRIES	DG2 7SL

Subjects – 5 St. Johns Place, Argyle Street, Rothesay, PA200AX
Prefix	Sub Bldg	Name	Prop No	Thoroughfare	Locality	Town	Postcode	Link Text
Subjects			5	ST. JOHNS PLACE		ROTHESAY	PA200AX
(Dependent thoroughfare entered)

Subjects – ground lying to the north of High Street, Dumfries
Prefix	Sub Bldg	Name	Prop No	Thoroughfare	Locality	Town	Postcode	Link Text
Subjects lying to the north of				HIGH STREET		DUMFRIES

Subjects – salmon fishing rights on the River Tay, Aberfeldy
Prefix	Sub Bldg	Name	Prop No	Thoroughfare	Locality	Town	Postcode	Link Text
Subjects being salmon fishing rights on the River		TAY				ABERFELDY

Subjects – area of ground to the north side of the road between Ellon and Strichen
Prefix	Sub Bldg	Name	Prop No	Thoroughfare	Locality	Town	Postcode	Link Text
Subjects lying to the north of the road between						ELLON		and
					STRICHEN	FRASERBURGH
(Fraserburg being Strichen’s post town)

Subjects – lock-up garage at Kildrum Road, Clydebank
Prefix	Sub Bldg	Name	Prop No	Thoroughfare	Locality	Town	Postcode	Link Text
Subjects being the lock-up garage at				KILDRUM ROAD		CLYDEBANK

Subjects – being the site of an electricity sub-station at Beech Road, Glasgow
Prefix	Sub Bldg	Name	Prop No	Thoroughfare	Locality	Town	Postcode	Link Text
Subjects being the site of an electricity substation at				BEECH ROAD		GLASGOW

Subjects – Unit B, Newton Industrial Estate, Lanark
Prefix	Sub Bldg	Name	Prop No	Thoroughfare	Locality	Town	Postcode	Link Text
Subjects	UNIT B				NEWTON INDUSTRIAL ESTATE	LANARK

Subjects – Hill Quarry, Coalburn, Lanark
Prefix	Sub Bldg	Name	Prop No	Thoroughfare	Locality	Town	Postcode	Link Text
Subjects being		HILL QUARRY			COALBURN	LANARK

Subjects – South Wood, Alloa
Prefix	Sub Bldg	Name	Prop No	Thoroughfare	Locality	Town	Postcode	Link Text
Subjects being		SOUTH WOOD				ALLOA

51.5 Examples of persons

Joseph Bloggs
Prelink	Prefix	Forename	Surname	Link Text
		JOSEPH	BLOGGS

Anne-Marie Clark
Prelink	Prefix	Forename	Surname	Link Text
		ANNE-MARIE	CLARK

James Smith-Jones
Prelink	Prefix	Forename	Surname	Link Text
		JAMES	SMITH-JONES

Michael O’Rourke
Prelink	Prefix	Forename	Surname	Link Text
		MICHAEL	O’ROURKE

Elizabeth Francis St. John
Prelink	Prefix	Forename	Surname	Link Text
		ELIZABETH FRANCIS	ST. JOHN

Antonia da Costa
Prelink	Prefix	Forename	Surname	Link Text
		ANTONIA	DA COSTA

Sandra McDonald
Prelink	Prefix	Forename	Surname	Link Text
		SANDRA	MCDONALD

John Maclay
Prelink	Prefix	Forename	Surname	Link Text
		JOHN	MACLAY

Jane Young or Smith
Prelink	Prefix	Forename	Surname	Link Text
		JANE	YOUNG OR SMITH

Executors of John Brown
Prelink	Prefix	Forename	Surname	Link Text
EXECUTORS OF		JOHN	BROWN

Park Housing Co Ltd
Prelink	Prefix	Forename	Surname	Link Text
			PARK HOUSING CO LTD

Park Housing Company Limited
Prelink	Prefix	Forename	Surname	Link Text
			PARK HOUSING COMPANY LIMITED

Walker & Son
Prelink	Prefix	Forename	Surname	Link Text
			WALKER & SON

A. D. Wyllie and Company
Prelink	Prefix	Forename	Surname	Link Text
		A D	WYLLIE AND COMPANY
(Note the absence of full stops)

Firm of Redwatch
Prelink	Prefix	Forename	Surname	Link Text
Trustees for the	Firm of		REDWATCH

Firm of T M Findlay and E D Loaney
Prelink	Prefix	Forename	Surname	Link Text
Trustees for the	Firm of	T M	FINDLAY	and
		E D	LOANEY

James Fairgrieve and George Brown as Partners and Trustees for the Firm of Fairgrieve and Brown
Prelink	Prefix	Forename	Surname	Link Text
		JAMES	FAIRGRIEVE	and
		GEORGE	BROWN	as
Partners and Trustees for the	Firm of		FAIRGRIEVE AND BROWN

Scotland the Brave Limited
Prelink	Prefix	Forename	Surname	Link Text
			SCOTLAND THE BRAVE LIMITED

The East Lothian Council
Prelink	Prefix	Forename	Surname	Link Text
			EAST LOTHIAN COUNCIL
(Note omission of the word ‘The’)

Secretary of State for Scotland
Prelink	Prefix	Forename	Surname	Link Text
		SECRETARY OF STATE FOR	SCOTLAND

Governor and Company of Bank of Scotland
Prelink	Prefix	Forename	Surname	Link Text
		GOVERNOR AND COMPANY OF	BANK OF SCOTLAND

Lord Olivier
Prelink	Prefix	Forename	Surname	Link Text
	LORD		OLIVIER

Sir Islay Mark Campbell of Succoth
Prelink	Prefix	Forename	Surname	Link Text
	SIR	ISLAY MARK	CAMPBELL	of Succoth

Alan William George Windsor, Duke of Buccleuch
Prelink	Prefix	Forename	Surname	Link Text
		ALAN WILLIAM GEORGE	WINDSOR
	DUKE OF		BUCCLEUCH

The University of Glasgow
Prelink	Prefix	Forename	Surname	Link Text
	UNIVERSITY OF		GLASGOW

The Ancient Order of Foresters
Prelink	Prefix	Forename	Surname	Link Text
		ANCIENT ORDER OF	FORESTERS

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