P18.18 Forms

Back conversion error report form

DRS Survey Form

Plans Referral Form

P2/Scan Supplementary Form

P5/Survey Notification Form — available on LRS

P24/Survey Request

Instructions for completion of form P24

P32/Check availability of Survey Information

P98/Street name and house number enquiry

P103/Plans Finishing Form

P105/Premap Amendment

P110/Map Update Form

Table of Contents

18.1 Responsibility and Aims/Objectives

Mapbase Maintenance (MBM) has responsibility for several areas of work:

To act as liaison with the Ordnance Survey regarding survey requisitions, digital enquiries and supply of all Ordnance Survey products, ensuring that the quality of services and products provided is satisfactory.
To monitor and negotiate costs for the services and products provided by the Ordnance Survey.
To provide support services to the production areas for the preparation of Supplementary Plans, Title Plans and extracts from the Ordnance Map.

18.1.1 Main aims and objectives

- To investigate and, where practicable, resolve discrepancies with registered titles and indexes arising from the increasing number of updates received as a result of receiving new data from the Ordnance Survey.
- To, where possible, improve turnaround times for the various casework types being processed, including monitoring Ordnance Survey’s response to survey requisitions, street survey checks and requests for topographic information.
- To monitor the incidence of survey requisition in particular areas and regulate the quality of resultant OS data to ensure a high level of service is maintained.
- To work in partnership with internal customers to help improve services and the quality of products supplied to external customers.

18.2 Plans Finishing (cutting and backing)

Any multi-page Title Plans (more than two pages) that require cutting and backing should be sent to Room 5N-01 MBH using the appropriate P103 form. See section 18.18.1.

See plans information paper 2/12 – multi-flap title plans for information on binding 2 page title plans

Plans Finishing will be completed within 48 hours of receipt

Do not send the case/application, only the Title Plan and form are required.

18.3 Scanned Supplementary Plans

Supplementary Plans submitted to MBM for scanning will be completed within 48 hours of receipt. Scanning procedures for emailing Supplementary Plans to MBM can be found here: O:\Information Management\Mapbase Maintenance\Public.

Under no circumstances should an original deed or plan be sent to MBM through the internal post.

18.4 Form P24 Check Surveys

The P24 survey request form is used to requisition a survey to check and confirm the accuracy of the Ordnance Survey detail within a specified area. See here for settler instructions on completion of the form. The Ordnance Survey will supply all the appropriate topographic change that meets their current published specification.

The MBM manager vets all Check Surveys submitted to MBM. Each survey will be treated on its own merits. Before referral to MBM, the caseworker must ensure that the Check Survey is the last possible course of action rather than simply for their convenience, i.e. the deed plan is floating shape or to correct a previous questionable casework decision – surveys are expensive. (see Section 12.4 on Boundary Problems)

The MBM manager will ensure that any rejected surveys are returned with an explanation as to why the survey is deemed inappropriate.

Details of any relevant information (P16 reports, answers to Part b Question 2 on Form 1, correspondence etc) which may help the MBM Manager in his/her decision to accept or reject the Check Survey must be provided. All surveys must be countersigned by and RO1 Officer or above.

The caseworker should complete a P5 (see section 18.18.4) survey notification form and submit it electronically with the P24 to MBM. It should not be sent out prior to the survey being vetted by the MBM manager.

18.4.1 Completion of P24 survey form

A copy of the relevant OS print and one copy of the deed plan should be scanned and submitted with the P24 survey form.

All relevant boxes should be completed.

Prior to completing the REQUISITIONS part of the P24 please give consideration to the following: -

- List what you want to know, and how you want it presented
- Don’t assume that the surveyor will provide information, if you require specific information, ask.
- Will the results raise more questions
- Resolving one error may affect other registered titles
- Working piece meal is not ideal, try to cover wider areas if possible.
- If in the future the case is questioned, what supporting evidence will help?

The Ordnance Survey is able to provide the following information: -

Age, nature and height of boundary features –
In addition to enquiries about specific boundary features, the surveyor will automatically supply this information where an existing feature is shown in a new position or a new feature is shown near to one which is removed. Some points to note:

- An approximation is usually sufficient for height and thickness.
- The age, which will also usually be approximate, will be assessed from the materials used, surrounding structures, condition (not reliable), state of ground and vegetation, and, in the case of hedges, the size of stems or trunks.
- The nature of a boundary feature will be given by a concise written description. For example, if a boundary follows a geographical feature, such as slopes or cliff, the surveyor will annotate it ‘property boundary’ in pencil on the sketch or overlay trace.

Nature and use of land –
A brief statement of the use, and the nature of vegetation or other surface is usually sufficient. Changes in surface detail may be important.

Extent of occupation –
This may be as observed by the surveyor, using the following as an indication:

- the extent of a particular area of land; or
- the floor overlaps within a building; or
- which property appears to be occupying a piece of land.

Means of access, all points of access will be indicated together with:

- a description of any gates or doors;
- whether they are lockable; and
- where there is any indication, who is the keyholder.

Evidence of former boundary features
Examples of these are: old fence posts, hedge stumps, foundations of buildings, and so on.

Horizontal ground measurements
These will be the non-equated actual site measurements in metres to one decimal place between specified points of detail, or alternative relevant measurements if the surveyor is unable to identify the points specified. Measurements will be horizontal and will be taken from the centre line of features or external corners of buildings and their start and finish will be clearly indicated.

Other additional information
This will be collected at the site by observation or by local enquiry. For example, name and address of information providers, a short summary of any significant conversations or statements by any party concerning occupation and use of land, alleged ownership or dispute, or changes to boundaries, displayed notices that may be relevant, and so on.

Photographs may be supplied if requested; they will be supplied in JPEG with the completed P24. On occasion the surveyor may provide photographs at his/her discretion where it is felt this will be beneficial.
The Ordnance Survey can provide ad-hoc prints to scale (usually at the surveyor’s discretion) when requested to show the position of non-specification detail i.e. driveways, paths etc.

If the survey requires access to a property to check internal divisions and/or floor levels or you are aware of any access problems, a contact telephone number and name must be provided, before sending to MBM. If you are aware of any unresolved dispute this must also be noted on the survey requisition.

The P24 forms are sent electronically to the OS by MBM. On receipt the OS will allocate the job to a home based surveyor who will check all the information and documentation to ensure that the requisition can be complied with.
The OS agree to make every effort to complete the survey within 15 working days of receipt. However if it is an expedite survey they will attempt to complete the survey within 5 working days.

On completion, the P24 form is emailed to MBM. OS Customer Services in Southampton will supply the new map detail with the weekly change only update to MBM. Once this is received MBM will extract the detail to the DMS and return the P24 and relevant documentation to the submitting officer.

18.5 Form P32 requisitions

The form P32 (See section 18.18.5 below) is used to check the availability of survey information at a specific site through the local OS Office. The OS Office will provide information regarding survey information availability and programmed survey intentions for the specific site.

It is essential that RoS inform the Ordnance Survey as soon as we are aware of new development. This will ensure that the Ordnance Survey adhere to their published time scales for picking up new build. Do not wait until you have the majority or all of the applications - send at the earliest possible stage. At present there is no fee for this service although the OS reserve the right to review this.

Any P32 requisitions sent to the local OS office must be completed and returned within 5 working days of receipt. MBM will keep the production areas informed of the result of any enquiry. If the OS response indicates that they will be surveying the area in question in ‘X’ weeks, MBM will place the P32 in standover and will automatically re-enquire on that date

As a result of any new data being available for the area of a P32 enquiry, MBM will order a re-supply of the appropriate maptiles on the weekly map order from OS Customer Sales in Southampton. The weekly map order will be sent to OS Customer Sales by end of play on Friday night. The map order is processed and dispatched by the OS every Monday, except Bank Holidays etc.

It is now possible to view the latest version of a Land-Line tile on the OS website. By entering the required National Grid reference, the user can view the complete maptile on-screen. Please note: no pan or zoom facilities are available. The maptiles are updated nightly to incorporate any new units of changes picked up by the OS surveyors that day; the user is advised of the date of the last change. If, after accessing this service, you realise that there is new data available, you can contact MBM in writing (accompanied by a hard-copy of the relevant area), and a refresh of the maptile will be ordered from the OS on the weekly map order. There would be no need to send a P32 form in this instance.

18.6 Time scales for obtaining new data

The OS continuously revise the map in urban, rural and moorland areas to capture major change such as housing developments, commercial developments and road/rail infrastructure. Their published time scale for picking up the new data is within 5 months of notification of completion.

As new build may be captured by either ground or aerial survey methods, it is possible that there may be some slippage in the published time scales, i.e.

Aerial photography - the flying season is weather dependant.
External contractors do some surveying.
Local staffing resource issues.
Unforeseen circumstances e.g. foot and mouth outbreak

18.7 Ordnance Survey Cyclic (Rural) Revision Programme

Cyclic revision is the term used to describe the process of sweeping through rural areas over a five-year period and moorland areas over a ten-year period, to capture general revision information which is not significant enough to be surveyed under the continuous revision programme. The Ordnance Survey Cyclic Revision programme is undertaken primarily using aerial photography.

Note: one-off houses, etc. in remote areas will not meet the criteria for continuous revision and therefore, in theory, the new detail will not be made available to the next planned cyclic sweep. In order to satisfy customer expectations, the OS have stated that, where practical, they will attempt to pick up the new build/house within 3 months of notification by a customer. Therefore, it is appropriate to send a P32 enquiry for such new houses.

18.8 Form P98 requisitions

The form P98 (See section 18.18.6 below) is used to report possible errors, ambiguities and queries with the Land-Line data. Normally these consist of road name and house name or number queries.

Prior to completing a P98 the following checks must be carried out: -

Check the Index Map Layers for any relevant information – could be that the street name etc. has already been confirmed as being correct by the Ordnance Survey.
Check all editions of record maps, including different map versions.
Check pending or existing registrations in the same road/street, they may reveal more information.
Confirm spelling/numbering with the submitting solicitor/external source (e.g. District Council etc.)
Confirm relevant information from Post Office Address File and attached copy.

Once the caseworker has confirmed that the spelling/numbering in their application is correct, the P98 form should be forwarded to MBM. They must enclose a copy of the relevant OS map highlighting the appropriate property/streetname and relevant print out of the Post Office Address File.

The application can then proceed as normal - the caseworker should score through the offending number/name in blue on the Title Plan and add the correct name/number using blue text. On the return of the P98 enquiry from the OS, MBM will update the Title Plan and remove the blue text if the application is registered, or revert to the caseworker if the application is still current.

If the P98 enquiry affects more than one property i.e. to confirm a street name, MBM will note the outcome on the DMS. If there is a RA available the result of the P98 will be noted there, if there is no index available MBM will create a BUF against the affected properties. This should stop any duplication of enquiries.

Note: it is recommended that if you still have any reason to doubt the accuracy/likelihood of the description given in the documents, then the application should be placed in standover pending confirmation from the OS.

The P98 forms are forwarded at the end of each month to the appropriate local OS office. They will instigate a site visit to check and amend the digital data if necessary. The local OS Section will then databank any amended data as a result of resolving the P98 queries and will arrange to provide a re-supply of the affected maptiles from OS Customer Services in Southampton.

This service by the OS using the P98 form is a special service that has been agreed to meet our particular needs. The OS will complete the P98 forms within one month of receipt. In using the P98 form, the OS is provided with useful information to improve the quality of its digital data; however, attending to such enquiries incurs surveyor effort in the necessary field inspection, etc.

As a result of P98 enquiries there are normally 4 outcomes 2 of which incur a charge

P98	Cause	Charge?
1	Land-Line is in error	No
2	Our Land-Line edition is out of date (currency)	No
3	information supplied to OS is incorrect	Yes
4	Both the OS and our information is incorrect	Yes

18.9 Mapshift/Absolute accuracy

Due to the development of more accurate surveying techniques using Global Positioning Satellites (GPS). The Ordnance Survey are identifying localised areas of map detail that fall outwith the Ordnance Survey published standards of absolute accuracy in relation to the National Grid. The OS will readjust the position of the map detail to its ‘true’ national grid position. The mapshift is often random, however, rather than, say, the position of all the features moving 2m to the north.

The Ordnance Survey informs MBM of the affected areas and maptiles and the proposed time scale for the re-survey of the area. (Aerial photography is likely to be used). When MBM receive the revised maptiles for an area/town, it is likely that updating the affected Titles/Indexes will be treated as a project. MBM will liaise with the relevant production area to discuss the best options to ensure that any disruption is kept to a minimum.

18.10 ADDRESS-POINT (Browser/gazetteer on LRS/DMS)

Address-Point is the Ordnance Survey’s national address database, it is based on the Royal Mail’s postal delivery database Postcode Address File (PAF). PAF is used by the Royal Mail to sort and deliver mail. Each address is given an Ordnance Survey Address-Point reference (OSAPR). The OSAPR is a unique 18-character reference that, when matched to National Grid coordinates – normally the building seed point on LandLine – can be used to identify/find a property/address on the map.

MBM are responsible for importing Address-Point data on to the DMS, which is updated every three months.

Any examples of discrepancies in the gazetteer (not the map) should be referred to the Business Excellence Team using the P104 form.

18.11 Maintenance Contract

The Agency is a member of the Scottish Executive consortium with the Ordnance Survey. Through the Service Level Agreement, RoS automatically receive any maptile where there have been more than 20 units of change. (One unit equates to a new house and all its associated features). These maptiles arrive from the Ordnance Survey once a month and the numbers involved can vary widely, depending on the time of year and the type of revision that the OS have been doing, i.e. rural revision.

All the new data supplied by the OS is in CD-ROM format. Each CD-ROM has its own unique identifier - a Regis number. When the maptiles are imported into the DMS, the Regis number is included in the description of the new data together with an explanation of why the new data has been received.

This information is available to users through the "version of map" functionality on the DMS.

18.12 Map Comparitor Tool

The map comparitor tool was designed to allow the editing and updating of Titles and indexes affected by the changes in OS detail. The map comparitor identifies detail that is new, changed or that no longer exists. Features that are depicted in red no longer exist, features that are depicted in green are new or amended features:

Within the map comparitor is a pseudo-drawing tool with most of the normal drawing and construction functionality. When updating a Title, the map comparitor creates a new version of the Title using a Map Update (MU) application. The MU application only exists within the DMS - the application is not recognised by the LRS. The MU application number is based on the year created, number generated within current year and the relevant Title number.

18.12.1 Procedures for updating Titles/Indexes affected by new data

The following are the current practices adopted by MBM for updating Titles/Indexes affected by new data.

MBM will update all registered Titles/Indexes where the external boundaries are affected by new data, this includes RA’s, CDI’s, TPO’s, SPL’s etc.

If there is new data that falls wholly within a registered Title, MBM will update the Title unless the change is minor i.e. a garage or a new feature within a large farm registration etc.

If there is new data that falls wholly within a RA, TPO or CDI, MBM will not update these indexes. The reason for this is that 99% of the time these Indexes will only be viewed on the Index layer of the DMS where the new map data is visible. It would only be when the Index was being viewed as a single entry that the new map data would not be visible.

When the changes to Title extents are minor/cosmetic, the decisions are made by checking the microfiche/deeds for extent, etc. These Titles are updated with an explanation placed in the DMS case notes stating what amendments have been made. A next app note is added to the LRS with an instruction to replace the Title Plan on receipt of the next registration/transaction.

(i) If after investigation, the discrepancies between the Legal Title and the new data are too great to be resolved, the Title extent is maintained and the new data is brought through with DMS case notes added stating that the Title extent has been maintained. A next app note is added with the instruction to refer to plans on receipt of the next registration/transaction, for further investigation.

(ii) If MBM encounter examples after investigation where they are large anomalies between the Title deeds and the extent issued, they will refer them to the appropriate TL or Plans RO1 in the Business Unit for further action, i.e. recalling the Land Certificate.

1. When registered Titles are affected by new data as a result of a P24 Check Survey. MBM will update all the affected Titles except those Titles that abut/adjoin the subjects that the survey was instigated for. MBM will inform the caseworker of the Title Numbers of the registrations that have not been updated. MBM will update these adjoining registrations under instruction from the caseworker as required. An explanation will be given in the DMS case notes and an appropriate next app note added on the LRS.
2. When registered Titles are affected by new data as a result of a P98 enquiry, MBM will update all the affected Titles ensuring that the new street name or number agrees with the ‘A’ Property Section. If the new data disagrees with the ‘A’ Property Section, DMS case notes will be added and an appropriate next app note placed on the LRS.
3. When new detail affects the extent of a Parent Title, MBM seek instructions from the nominated officer within the appropriate county/business unit. MBM will then update the Parent Title under instruction. As Transfers of Parts (TP’s) often reproduce the Parent Title extent, either on the Title Plan itself or on an SPL, any amendments that are made to the Parent Title extent will be replicated on the TP’s from that Parent Title. The appropriate DMS case notes and LRS next app notes will be added. If the new data falls wholly within the Parent Title extent, MBM will create an MU for the Parent Title to bring through this new data. Only those TP’s directly affected by the new data will be updated in this instance.
4. When registrations that have been plans settled but not legally settled are affected by new data, MBM will contact the plans officer who settled the registration, informing them that new data affects the registration. It is then the caseworker’s responsibility to take back on the application and rework the Titles taking into account the new data. MBM keep a record of these Titles and periodically check their progress.
5. If MBM come across new build information when updating a maptile where there are pending registrations but no outstanding P32 or SVY index, MBM will inform the nominated P32 officer for the county/business unit that there is new data available.

18.12.2 Plotting from Deed Plans for New Build/Developments

Plotting from the deed plans using MTLE should be discouraged. Experience has shown that the "as built" never agrees with the deed plans. Any new build casework should be referred to the nominated P32 officer for each Business Unit. They will then instigate a P32 to ensure that the new data becomes available within the agreed time scale. Plotting should only be considered where it is a one off area of ground or perhaps self build plots that are notoriously slow to develop.

If MBM encounter examples where caseworkers have plotted estates from the deed plans (using MTLE), rather than waiting on the new data to become available, it is likely that these examples will be brought to the attention of the appropriate Team leader/Plans RO1 within the production area. In extreme cases MBM may ask the production areas to update the affected Titles themselves.

18.12.3 Edge match/poor-drawing problems on the DMS

MBM’s policy is to keep a seamless up-to-date database, however, in reality, this is nearly impossible due to the Agency’s threshold for receiving new data through the maintenance contract agreement. When new data straddles two maptiles, the adjoining maptile will not automatically be ordered unless a registered or pending registration is affected. If the new data is deemed to be important, i.e. buildings, property boundaries, roads, etc., then the adjoining maptile will be ordered.

If a caseworker encounters an example of an edge match problem, they should contact the MBM manager who will then investigate and resolve the discrepancy.

It is likely that, on occasion, examples of poor drawing by the OS will be evident. Any such examples should be referred to the MBM manager. The MBM manager will correspond with the OS with a view to resolving the problem. It is possible that, although the drawing is poor, it might fall within OS published tolerances, particularly at 1/2500 mapping.

18.12.4 Map Updates (MU)

The Form P110 (See section 18.18.9) is used to request an amendment to the Title Plan of a registered Title. This should only be used in the following circumstances:

(a) Minor/cosmetic changes (snap to vector points)
(b) Back conversion errors where no DWs have been issued since back conversion

Each application for a MU will be treated on its own merits but MUs will not be created that could affect the Keepers Indemnity.

Mapbase will create next application notes with each MU request.

Note - Where agent has consented in writing to changes to the Title a CX application should be created. See Section 8.12.26.

18.13 Back Conversion Error Report Forms

During 1996/7 the Counties of Dumbarton, Glasgow, Lanark, Renfrew, Stirling, West Lothian and Clackmannan were digitally converted from the paper based system onto the DMS. The parcels books and Title Plans were then taken off site and are stored by Data Vault.

When a caseworker identifies a problem with a back converted Title, they must fill out a Conversion error report form (see section 18.18.7 below) ensuring that a full explanation of the problem is given. Any relevant back up materials i.e. fiche, back-up-files etc., must be checked before referral.

On arrival within MBM the urgency of the error report will be assessed, based on the caseworkers instructions. Please only mark as urgent if it genuinely is urgent. Under normal circumstances, at the end of each month MBM will arrange to have the appropriate Parcels books/Title Plans retrieved from storage. MBM will check to see if the Title has been converted correctly. There are two normal outcomes; -

(i) If the Title has been converted incorrectly MBM will make the necessary amendments and inform the caseworker accordingly.
(ii) If the Title has been converted correctly MBM will take no further action and inform the caseworker accordingly.

If there are any genuine urgent requests, i.e. CXs, Customer Services enquiries, etc., there is an agreement with Data Vault that the relevant Title Plans can be retrieved within two working days.

18.14 Role of Departmental Surveyor (DRS)

The Departmental Surveyor plays an important role in completing specialised survey requests for caseworkers relating to the age, nature and occupation of property boundaries. The results of which greatly assist in decision making of title issues. These surveys are always visual checks as it is not possible to effect any changes to our mapbase as ROS rent the map data through a maintenance contract. (see section 18.11)

Once the caseworker has established the requirement for a DRS survey it will be documented on an internal survey requisition form (see section 18.18.9) re specific points to be checked whilst on site such as to:

Determine possession or any evidence to possession of an area of ground or building.
State age and nature of features.
Check discrepancies between Ordnance Survey map and deed plans.
Record size, height and permanence of features.
Take photographs as requested by caseworker.
Provide additional sketches or diagrams as required.
Confirm road names and street numbering.
Provide local information from owners, tenants neighbours or other relevant parties.
Record detail falling outwith Ordnance Survey remit (internal garden divisions etc)
Provide information relating to Development on the ground procedure. (Does maptile accurately depict the Development as built.)

All surveys must be countersigned by and RO1 Officer or above.

The caseworker should complete a P5 (see section 18.18.4) survey notification form and attach it to the DRS survey form before sending to MBM. It should not be sent out prior to the survey being vetted by the MBM manager.

18.15 Copyright of Ordnance Survey maps

The licensed use of Ordnance Survey products by the Registers of Scotland is outlined in the Ordnance Survey Service Level Agreement with the Scottish Executive Consortium. Under no circumstances should we provide an extract of the Ordnance Map for use by a third party.

18.16 National Library of Scotland (Map Library)

The National Library of Scotland in Edinburgh holds copies of all the available editions of published National Grid Ordnance Survey maps for Scotland. If a caseworker needs an edition to help to resolve an extent discrepancy, they should forward their request to the MBM manager. MBM will attempt to batch any requests, unless urgent, in order to save on postage and packing. The caseworker will be kept informed of progress.

18.16.1 Sourcing additional maps/street guides

MBM are able to obtain copies of Ordnance Survey products such as Landranger maps, street guides, etc., in either flat or folded format. They are normally sourced from Mason Land Surveys or Nicholson maps; any requests should be forwarded to the MBM manager. MBM currently holds Landranger coverage for the whole of Scotland (1:50,000) which are available on request.

18.17 East Ayrshire Pilot

Within MBH3 Business Unit a problem with the compatibility of East Ayrshire Council Deed Plans and the current OS map was identified. Prior to contacting and informing the Ordnance Survey, the decision was taken to stockpile all problematic casework to establish if specific areas within East Ayrshire were affected or if the problem was sporadic.

Two hundred and nine cases were set aside which went through a vet process within Mapbase Maintenance. Out of the 209, 128 were returned to the Production area with full mapping instructions as the incompatibilities were deemed to fall within the OS criteria.

A meeting was arranged with the Ordnance Survey, various councils and ROS to discuss the remaining 81 problem cases, which were deemed to fall outwith the OS criteria and any further problem cases that East Ayrshire Council identified.

The meeting resulted in the following procedures being put in place: -

When East Ayrshire Council are completing a survey for a council house sale and they identify a problem with the OS map they will inform the Ordnance Survey directly.The OS will complete a site visit within 15 working days and both OS and ROS will receive the updated maptiles. This should alleviate any problems with the map prior to a registration being received.
The remaining 81 problem cases stockpiled by ROS to be sent to OS for site visits to be completed. Both ROS and East Ayrshire Council to receive updated maptiles.

All properties which have surveyed through the East Ayrshire pilot have been hatched yellow on the index layer with either of the undernoted comments in the casenotes.

An OS survey has been completed for property ………………………. under the East Ayrshire pilot. New data received ……………….
An OS survey is pending for property ………………………. under the East Ayrshire Pilot. Awaiting data from the OS.

From an ROS perspective the pilot has been successful to date. The stockpile of problem cases has been eradicated. It is hoped that if the pilot is deemed successful and worthwhile from an OS and council viewpoint that the pilot will be extended to other councils.

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