14.1.2 Procedure Of Mapping Of TPOs On The Digital Mapping System

1. Select - New Area Preparation from the menu.
2. Select - Create Index Entry.
3. Enter details into the data base form. When all details have been entered hit F3 to continue.
4. Select – Case Take-on in the tool panel.
5. Identify the area of the mapbase you require using the Address or Map Details options
6. Use the Drawing Tool options to create the required polygons which should be bordered either brown or yellow. When the mapping is complete select all the items you wish to appear on the Index Map and hit the SET EXT button on the Drawing Tool.
7. Use the SET SEED option to place a seed point within the extent of the TPO.
8. Select – Close & Auth on the tool panel to close down and save your case.

When the process is complete you may remove the TPO from your case list by selecting Remove Index From List within the Case Take-on panel.

14.1.3 Common Deeds Index (CDI) on the DMS

See the following sections also -
Section 8.1.5 - Common Deeds Index
Section 8.11.2.1.1 - Abstracting - establishing the extent of the subjects in Prior Deeds
Section 17 - Common Deeds on the LRS
Section 20 - Decision Trees - Abstracting Guidance for Burdens Deeds and Abstracting Guidance for Prescriptive Title Deeds.

14.1.3.1 - Creating a CDI(S) on the DMS

When settling non-R/Area casework consideration should be given to the mapping of common deeds that affect several properties [there is no point in mapping a deed that only affects one property]. The objective being that if the deed is mapped on the system Plans will not require to see the deed again for abstracting. It should also be borne in mind that not every deed affecting several properties will necessary be best mapped on the system. Each deed should therefore be treated on its own merits.

When making a decision as to whether it is effective to mark up the extent as a CDIS you must take the following into consideration:

How much time will it take me to create the extent of the deed on the Ordnance Survey map?
How many properties/future applications will benefit by marking the CDIS?
What is the likely selling turn around times in the area?
Is this method going to be cost effective for the time spent and the expected return?

Depending on the answer to these questions it may be more effective to photocopy the deed and store it in a Plans Back up file for future applications. (Remember if it is a coloured deed plan to ensure the copy is also coloured)

Once you have created the hard copy of the Back up file, using the Title Number of your application as its file number, update the element note on the LRS CDI along the following terms
"colour copy of deed plan in Plans Back up file FFE 45376"
or
"copy deed in Plans Back up file FFE 45376"

You will also create an index on the DMS for the Back up file using a brown hatch with the above information and details of the deed in the BUF case notes.

Please note When creating an index on the DMS for the Back up file, unlike a CDIS, do not spend a lot of time on this, a rough polygon will be adequate as the hard copy will be available for physically examination .

14.1.3.2 - Mapping the CDI(S) on the DMS

The extent of the deed is mapped on the DMS using the Index facilities as follows

1. From the Top Level Menu choose the NAP.

2. Choose Create Index Entry.

3. Enter an Index Type -CDI (Press F2 to list available Index types and F3 to accept highlighted choice).

4. Press the Tab key to move to the Index ID field

5. Enter the Unique Identifier for the deed using the following name format

6. CCCnnnnDD/mm/yyyyRRR

CCC = 3 character for county in the upper case (e.g. FFE).
nnnn = daily running number of deed padded with zeros (e.g. 0056).
dd = day of recording padded with zeros (e.g. 06).
mm = month of recording padded with zeros (eg.09).
yyyy = year of recording (e.g. 1906).
RRR = register in upper case (e.g. GRS).

7. Press F3 to create the index

8. Go to drawing tool and click on Case Take-on and select the CDI(S) you have just created.

9. This will activate the Manual PI form

10. Using any of the options associate the CDI(S) with the appropriate map.

11. Accept the position of the seed point and the CDI(S) will open on the Drawing Tool

12. Map the CDI(S). The extent of the deed must be depicted by a green border. Show any references that would be pertinent to other users and update the case notes with instructions for references were appropriate.

13. Click Close and Authorise and authorise index in the normal fashion

14. Click Case Take on and click on CDI you have just completed and then click on Remove index from list.

Remember the index must be authorised before removing it from the select list - as you will be unable to retrieve it back on to your select list if it is not authorised. If this does happen you will have to log a call through IT helpdesk.

15. Add note to element note on CDI to state - "CDIS marked" (See Section 17.2 updating CDI)

14.1.4 CANCELLATION PROCEDURES - Digital Mapping System

The following instruction outlines the procedures to be adopted on the Digital Mapping System when cancelling applications for registration. See below for instructions for DWs.

First Registrations

When an application for registration has been authorised for cancellation, all information prepared to the point of cancellation should remain on the system. This preserves a record for future reference, and if there has been mapping carried out, this could be of use when the application is re-submitted for registration.

In order to indicate that an application is cancelled the Tenure details should be amended to read "CAN". Also, any textual instructions held under "Planning Instructions" on the LRS should remain unchanged for future reference. Please note however that any notes pertinent to the reasons for cancellation should be narrated on the LRS, with only a brief reason for the cancellation added to the DMS casenotes; e.g. Cancelled due to non response to requisition, or Cancelled at legal settle.

The case must be authorised which may involve some case movement if it has left Plans.

If graphical extents have been created for the application, the case must be unauthorised and all graphical objects must be selected by using the "ALL" button on the Drawing Tool. The "CLR EXT" button must then be selected to ensure that no graphical details will be shown on the Index Layer. The only indication which will remain on the Index Layer to indicate that an application existed will be the seed point.

The case must then be authorised.

NOTE:

A title cannot be viewed unless it has been authorised or it is your current case.

The process described above will ensure that when an application is eventually received to register the subjects, the Create a Duplicate Title function can be used to transfer the previously prepared data into the new title.

Dealings of Whole

When a dealing is to be cancelled, which required references/changes to the Title Plan i.e. Deed of Servitude, the Cancellation officer will return the dealing to Plans in order that the Plans part of the application can be removed

Please note that it is NOT the Title being cancelled only the application.

Therefore the Plans officer should unauthorise the Title and remove any references/changes that have been added/made for the dealing. In other words the title is being reverted back to agree with the previous authorised version.
Amend/update case notes as appropriate
Reauthorise title.

14.1.5 CASE NOTES ON THE DMS

The Case Notes on the DMS are primarily designed to give the sort of information required by Reports Section and by Plans Staff mapping subsequent applications. It follows that all references must be described as fully as possible, and while there will be certain cases which differ from the examples listed below, as far as possible case notes should follow these standard practice instructions.

The information required on the DMS relates to the references visible on the Index Layer. Consistency throughout is important to allow easier interrogation of the Index Layer.
General Points

• There is no need to enter "Subjects" at the start of the postal address.

• For the avoidance of doubt, all broken lines for servitudes should be SET EXT so that they are visible on the Index Layer and so that they can easily be brought forward if future applications are affected. The only information not shown on the Index Layer is stamps, clothes poles, and boundary references. Roots of title are at the discretion of the settler, see below

• There is no requirement to narrate clothes poles in the DMS case notes since they are not SET EXT (If required to plot clothes poles, please check adjoining registrations and if necessary Duplicate Title to bring forward onto Title Plan to ensure consistency between titles).

• DMS Casenotes should follow a logical order as follows to ensure consistency in style. Where space allows a new line should be used for each piece of information:

• • Address with any Exclusive Areas
  • Shared Areas
  • Servitudes
  • Roots of Title / Burdens references / RA References brought forward
  • Supp Plans / Enlargements
  • Exclusions of Indemnity
  • Mapping Points
    • If using Duplicate Title, please ensure that the Case notes are amended to reflect the subjects being registered.

Tenure 

The tenure entered for property titles is "DU" and for lease titles the tenure is "L". There are still mixed estate titles in existence containing a Superiority and Proprietorship interest. The tenure of these in the DMS will be noted as "DU/DD". If the title is getting closed for any reason, e.g. amalgamated into another title, the tenure should be entered as "CLOSED", with the reason given for the closure in the text. If the application is to be cancelled, then the tenure is entered as "CAN", again with a brief reason given for the cancellation in the text. e.g. Cancelled due to non response to requisition, or Cancelled at legal settle.

Address
If the subjects have a postal address, this should be entered in the DMS casenotes along with the postcode, if the postcode is available.
If the subjects are narrated in the property description as being formerly known as a plot number, this should be entered after the address.

House Plots
If the subjects have been mapped using the standard red edge method, there is no need to narrate "edged red" in the DMS Case notes. If tinting method has been used, the tint used to represent the exclusive subjects (normally pink) should be added at the end of the postal address.

Examples

1) Property Description in Deed (if using a red edge to map subjects)

All and Whole 1 HIGH STREET, AYR, KA1 2JA, being the dwellinghouse shown delineated in red on the plan annexed hereto.

DMS Casenotes

1 HIGH STREET, AYR, KA1 2JA

2) Property Description in Deed (if using a pink tint to map subjects)

All and Whole Plot 25 Mains Development shown hatched red on the plan annexed hereto, which plot is to be known as 15 BEN NEVIS VIEW, FORT WILLIAM, PH16 7XX

DMS Casenotes

15 BEN NEVIS VIEW, FORT WILLIAM, PH16 7XX tinted pink (formerly Plot 25).

Tenement Flats / 4 in a Block

• In tenement cases the flat location and floor level should be entered first so that the relevant details are seen when subsequent users search using the TENEMENT button, irrespective of the description in the deed.

• Where the property description in the DIR narrates left-hand or right-hand this should be entered in the DMS case notes, even if there is also a compass direction. This is not replicated in the A. Property Section.

• The flat location, be it compass point or left-hand/ right-hand flat should be abbreviated. This is due to there only being 34 characters available when viewing using the TENEMENT button.
• There is no need to narrate "within the land edged red".
• Where there is a plot number narrated in the property description, this should be entered after the address.
• Where the property description contains a plans reference for the flat, the reference should be added after the address.

Examples

1) Property Description in Deed

All and Whole Flat 1/1 25 Main Street Glasgow G1 2XX being the northmost house on the first floor above the ground floor of the Tenement 25 Main Street, which was formerly known as Plot 14, with the garden ground delineated in red on the plan annexed hereto.

DMS Case notes

N'Most, 1st Floor Flat, 1/1 25 MAIN STREET, GLASGOW, G1 2XX (formerly Plot 14), with the garden ground tinted pink.

2) Property Description in Deed

All and Whole the right-hand or westmost house on the first floor above the ground floor of the Tenement 1 Main Street, Falkirk, FK2 5UU

DMS Case notes

R/H, W'Most, 1st Floor Flat, 1 MAIN STREET, FALKIRK, FK2 5UU.

3) Property Description in Deed

All and Whole that dwellinghouse entering by the common close 4 High Street, Glasgow, G1 3XX being the left hand or westmost house on the first floor above the ground floor of the Tenement 2, 4, and 6 HIGH STREET

DMS Case notes

L/H, W'Most, 1st Floor Flat, 4 HIGH STREET, GLASGOW, G1 3XX.

4) Property Description in Deed

All and Whole that ground floor flat known as 3 Main Street, Falkirk, FK1 3RG forming part of the Tenement 6, 8, and 10 MAIN STREET

DMS Case notes

Ground Floor Flat, 3 MAIN STREET, FALKIRK, FK1 3RG.

5) Property Description in Deed

All and Whole Flat 3, 4 High Street, Edinburgh, EH1 3XX being the westmost flat on the first floor coloured blue on the plan annexed hereto of the Block 1, 2, 3 and 4 HIGH STREET

DMS Case notes

W'Most, 1st Floor, FLAT 3, 4 HIGH STREET, EDINBURGH, EH1 3XX tinted blue.

6) Property Description in Deed

All and Whole 23 Westby Place, Inverness IV1 2XX being the eastmost house on the first floor of the Block 21, 23, 25, and 27 Westby Place outlined in brown on the plan annexed thereto, forming part of the development outlined in red on the said plan

DMS Casenotes

E'Most, 1st Floor Flat, 23 WESTBY PLACE, INVERNESS, IV1 2XX, of the Block tinted blue.

Plots of Ground

• If the plot of ground is greater than 2ha, this should be reflected in the DMS case notes, rounded to 1 decimal point.

• If the subjects are narrated in the property description in relation to a road, or if referencing the location of the subjects by using "from" and "to" this should be reflected in the DMS case notes.

Examples

1) Property Description in Deed

All and Whole that plot of ground on the south side of MAIN STREET, LANARK delineated in red on the plan annexed hereto

DMS Case notes

Ground on the south side of MAIN STREET, LANARK.

2) Property Description in Deed

All and Whole that area of ground extending to 2.57 hectares lying to the south of the road from Dundonald, Kilmarnock to Symington, Kilmarnock delineated in red on the plan annexed hereto.

DMS Case notes

2.6ha lying to the south of the road from DUNDONALD, KILMARNOCK to SYMINGTON, KILMARNOCK.

Exclusive areas
If references are shown for exclusive areas these should be narrated after the postal address e.g. "with the garden ground tinted pink and the cellar tinted brown", or "with the garden ground and cellar tinted pink and brown respectively".

Shared interest
Where a pro-indiviso or right in common is included the note must narrate the extent of the interest, what the area is if a description is given in the deed, e.g. footpath, and who else has a share in the interest where possible, e.g. "½ pro indiviso share with 23 Smith Street to the common path tinted yellow".

It is acceptable to abbreviate pro indiviso to "PI", and right in common to "RIC". If space allows, each separate interest should be entered on a new line for clarity.

Examples

All and Whole 1 Main Street Glasgow G1 2XX delineated in red on the plan annexed hereto. Together with a 1/4 pro indiviso share with 2, 3, and 4 Main Street to the car parking area coloured yellow on the plan annexed hereto, and a right in common with the remainder of the development to the amenity area coloured red on the plan annexed hereto

DMS Case notes

1 MAIN STREET, GLASGOW, G1 2XX tinted pink.

1/4 Pro Indiviso share with 2, 3, and 4 MAIN STEEET to the car parking area tinted yellow.

Right in Common to the amenity area tinted brown.

Servitudes and Wayleaves

The narration of a servitude or wayleave in the DMS casenotes should reflect whether it is a right in favour or a burden over the subjects being registered. Where there are multiple references shown by broken lines, it is useful to narrate what each servitude is. Please also remember the colour hierarchy for tints as per Plans Manual Section 8.2.14 and PWG Plans Memo 2. Abbreviations such as ROA or SROA are not acceptable.

Examples

1) Property Description in DIR

All and Whole 1 Main Street Glasgow G1 2XX delineated in red on the plan annexed hereto. Together with a servitude right of wayleave over the water pipe shown by the blue line on the said plan. But Also with and under the reservation of a right of access in favour of 2 Main Street over the path coloured yellow

DMS case notes

1 MAIN STREET, GLASGOW, G1 2XX

Servitude right of wayleave shown by blue broken line

Burden right of access over the path tinted blue

            or Servitude right of access i.f.o. 2 Main Street over path tinted blue

2) Property Description in DIR

All and Whole 1 Main Street Glasgow G1 2XX delineated in red on the plan annexed hereto. Together with a servitude right of access over 3 MAIN STREET by the path coloured yellow on the said plan. But Also with and under a right of wayleave in favour of 2 MAIN STREET to the sewer shown by a blue line on the said plan, and a right of wayleave in favour of Scottish Power over the disponed property to the electricity lines shown by a green line on the said plan

DMS Case notes

1 MAIN STREET, GLASGOW, G1 2XX
Right of Access over the footpath tinted brown
Burden right of wayleave to sewer shown by brown broken line
Burden right of wayleave to electricity line shown by green broken line

Multiple roots of title
There is not generally a need to show roots of title on the Index Layer (use the "CLR EXT" button). In this respect they can fall into the same category as stamps or boundary arrows. Where the roots of title are not shown on the Index Layer there is, obviously, no need to supply any note about them.

If there is more than one root of title and references have been supplied which have also been sent through to the Index Layer then there should be a simple note to that effect e.g. "Roots of title tinted pink and blue", or "burdens over the areas tinted pink and blue"

Note - Any application with multiple major areas or with more than one extent deed will have multiple roots of title. Each root of title may require separate references depending on the nature of the rights and/or burdens contained within each deed.

RA References
Any references brought through from a Research Area should be noted e.g. "Area edged green reproduced/ or b/fwd as per RA instruction".

Enlargements/Enlarged Plans and Supplementary Plans/SPL's
Any references which appear on an Enlargement or on a Supplementary Plan should also be described. If the plan has been assigned from an earlier Title Number details should be given.

e.g. "Subjects at basement level tinted blue (see Enlargement)."

"For east boundary, see Enlarged Plan"

"Deed of Conditions shown on Supplementary Plan 1 (INV4653-1 assigned)"

"Minute of Agreement shown on SPL TITLE NO-1"

"2 Supplementary Plans assigned as per RA instruction"

Exclusions of indemnity
If a reference has been given in respect of an exclusion of indemnity a simple note should narrate the fact

 e.g. "Indemnity excluded over the land tinted yellow".

Any natural water boundaries with indemnity excluded should also be narrated.

e.g. "Indemnity is excluded over the boundary labelled A-B in blue (medium filum of burn)"

N.B. There is no requirement for the boundary labels to be SET EXT to show on the Index Layer.

Mapping points
There is no requirement to enter mapping decisions in the DMS casenotes. it is however vital that a full explanation for any mapping decision is given in the LRS casenotes so that future examination of the property or adjoining property can know the reasons why a mapping decision was taken, and not be left to second guess.

A note should be added in the DMS casenotes directing staff to the full decision in the LRS Title N&I as follows:

"Refer to notes in LRS re mapping decision"

14.1.6 Closing a Title - DMS Procedures

The following instructions outline the procedures to be adopted on the Digital Mapping System when closing a Title.

Titles are closed for various reasons i.e. Proprietor has disponed all interest in the land in various lots, lease has been renounced and absorbed back into the Dominium Utile, Superiority and Dominium Utile have been consolidated.

In order to indicate that an application is closed the Tenure detail should be amended to read "CLOSE". Any textual instructions/notes held under "Planning Instructions" should remain unchanged for future reference and a note added to refer to the application under which the Title is being closed.

All graphical objects must be selected by using the "ALL" button on the Drawing Tool. The "CLR EXT" button must then be selected to ensure that no graphical details will be shown on the Index layer. The only indication that will remain on the Index Layer to indicate that a Title existed will be the seed point.

The case must then be authorised to implement these changes on the DMS.

14.1.6.1 Amalgamations (Add to) - DMS Procedures

See also Section 8.14 - Amalgamations, mergers and related matters.

Where a Title has to be closed due to a decision to amalgamate procedures under Section 14.1.6 - Closing a Title - DMS Procedures must be followed. The following note should be added to the DMS case notes:

"LAN 1112 has been amalgamated into LAN 1113".

14.1.6.2 Absorption, Confusion Consolidation and Renunciations - DMS Procedures

When an application is received to merge two interests the Title for the interest being merged will require to be closed. Procedures under Section 14.1.6 - Closing a Title - DMS Procedures must be followed. The following note should be added to the DMS case notes:

"LAN 1112 has been Absorbed/Confused/Consolidated/Renounced into LAN 1113".

14.1.7 Tenement Template

14.1.7.1 Introduction

Functionality is included in the DMS, which allows templates to be created for tenement steadings. When mapping a registration from a tenement the plans settler has the option at authorisation stage to create a template for future applications within that steading. This template is then stored within the premap layer on the DMS.

On receipt of subsequent registrations within the tenement steading as part of the auto pi stage, the system will search the premap layer to see if any templates exist for the steading. For the tenement template functionality to work, applications must contain an Ordnance Survey Address Point reference (OSAP) in the appropriate address field (i.e. the address must be imported from the browser). If a tenement template is located, the system will copy the information from the template into the Title Layer for the new application, authorise the Title and produce a Title Plan at a predetermined printer. The application will then be released to Legal Settle after completion of the intake process. In these instances it will be the responsibility of the legal settler to complete the A. Property Section following the style from the previous registrations in the steading.

14.1.7.2 When do I create a tenement template?

When a title within a tenement steading is being processed, it is the responsibility of the plans settler to decide whether or not to create a tenement template.

1. Steading extent only
If the application the plans settler is currently working on consists of only a steading extent, a tenement template should be created.

2. Steading extent with additional plans references
(a)The current application may have additional references on the Title Plan (e.g. Burdens Reference, Servitude of Light, common areas). If the references apply to the whole steading then a tenement template should be created.

(b) If the Title Plan includes any plans references for exclusive areas of ground or common references not applicable to the whole steading then a Tenement Template should not be created.

3. Certified Plans for Steading extent
Refer to Plans RO1 who will advise with mapping instructions.
 

14.1.7.3 Examples

14.1.7.3.1 Example 1 - Current application and PRs have no exclusive ground.

Tenement Template? - YES.
Note: Tenement Templates should be created regardless of how many flats are still to be registered from the block. It is more cost effective to create a template rather than investigate how many flats are still to be registered.

14.1.7.3.2 Example 2 - Current application does not have exclusive areas however PR does

Tenement Template? - YES
It may be that subsequent registrations also contain exclusive garden ground. If they do, legal will send the application back to plans for a plans reference.

14.1.7.3.3 Example 3 - Current application has no exclusive areas, burdens tints affect whole steading

Tenement Template? - YES
As subsequent registrations will also need to provide references for the burdens a tenement template can be created

14.1.7.3.4 Example 4 - Current application described as Tenement under exception, PR has no exclusive areas of ground

Tenement Template? - YES
Flats will have been examined and are described verbally therefore a tenement template should be created.

14.1.7.3.5 Example 5 - Current application has certified plan for garden ground

Tenement Template? - NO
Even though original Deed Plan had no plans reference for exclusive garden ground, a certified plan was obtained from the Agent and the Title Plan will contain a reference for garden ground. A Tenement Template should only be created if the Title Plan the settler is processing does not contain any plans reference for exclusive areas of ground.

Note: In applications where the verbal description is sufficient to identify exclusive areas of ground a tenement template should be created.

14.1.7.4 Mapping Procedures

1. 1. Complete mapping of the Title Plan to the authorisation stage.
   2. Click on Close and Auth.
   3. The following window will appear.
      
      
      
      
   4. Click on the square next to Tenement Template it will turn red. This will flag system that you wish it to create a Tenement Template
   5. Authorise the application as normal.
   6. The system will authorise the Title and copy the map detail into the pre map layer thus creating a template to be used with subsequent applications from the steading.

14.1.7.5 How can I tell if a template exists?

Activate an index map search

Ensure that the option to search pre- maps is selected

Please note in the legend an existing pre map will be indicated by the colour pink on the index marker.

If a tenement template exists the marker will have a pink quarter and in the "Name" column it will be marked as Tenement Template.

14.1.7.6 Updating or Deleting a Tenement Template

There will be instances when a Tenement Template may be created in error or changes require to be made to an existing Template. As the template is not a recognised case and is stored in the pre-map layer, any changes have to be made through the Map Comparitor, therefore all changes have to be completed by Mapbase Maintenance.

A form has been created, P105 - Amendment of Premaps Form for this purpose. This form should be completed and sent, with a print attached showing the update, (unless the Template is to be deleted), to Mapbase Maintenance Section, who will make the necessary update and return the form when the update has been completed. Copies of the form are available from repro in the normal fashion. Please note Team Leader or Plans RO1 should countersign this form.

14.1.8 EXPLANATION OF INDEX TYPES

There are various types of indexes on the DMS the following section gives a brief synopsis to the index type, how it is identified on the DMS, and provides links to other areas in the Manual where more information can be found.

14.1.8.1 - ACQ - MIDLOTHIAN ACQUISITION TITLE and DSP - MIDLOTHIAN DISPOSAL TITLE

Project undertaken to determine Acquisitions and Disposals of Midlothian Council, prior to Midlothian "going live" in the Land Register.

ACQ - Areas of ownership at time of Project (Note: - some areas may now be further disponed or feued).

DSP - Area disponed or feued to another party

ACQs are referenced on the DMS as follows: -

(1) Areas where precise extent could be determined - edged red
(2) Areas where location could be identified but not precise extent - red triangle

DSPs are referenced on the DMS as follows: -

(1) Areas where precise extent could be determined - yellow tint
(2) Areas where location could be identified but not precise extent - yellow triangle.

Although the above mentioned index types cannot be regarded as a registered title, consideration should be given to the extents shown on the DMS when mapping adjoining titles as the indexes were mapped from the appropriate title deeds.

14.1.8.2 - BUF - BACK UP FILE

To record any useful information regarding a property/properties which do not fall into any other index type. For example:

• • Noting of P98 where it affects more than one property.
  • Mapping instructions where no R/A or Parent Title exists.
  • Noting of pending R/A's - please note once R/A has been created the BUF should be deleted.
  • To refer to paper back up files which hold pertinent information that are either too time consuming to put on DMS or refer to colour references that would be lost on microfiche or archiving. Paper back up files are held in the relevant Business Units - stored in Title Number order.
  • Notes regarding recall of Land Certificates.

Index ID
Where the BUF affects a registered Title or refers to a paper back up file then the Title Number must be used as the index ID.

Where this is not the case the following format should be used:
CCC/ADDRESS
CCC = 3 character for county in the upper case (e.g. FFE).

NOTE 1: -the index ID is restricted to 20 characters including spaces so in some instances the address may require to be condensed

NOTE 2: - When creating an index on the system the index ID must contain the county prefix in order that a map stored for the county can be associated to the index.

Where text information such as a street name is used in the index ID care should be taken that it does not contain a county prefix as the system may identify that county's maps for use by the index rather than the intended county. For example: -

MID/EASTHOUSES ROAD may associate the county of Sutherland.
ELN/GLASSEL PARK ROAD may associate the county of Glasgow.
ABN/BRENT FIELD CIRCLE may associate the county of Renfrew.

If this is the case the text details will have to be entered in order that the creation of the superfluous county code is not created. For Example: -

MID/E.HOUSES ROAD
ELN/G. PARK ROAD
ABN/B. FIELD CIRCLE

Identification on DMS
Brown hatch - in some instances it may be more appropriate to use other references when they require to be replicated on subsequent titles or to define areas with separate instructions.

14.1.8.3 - CDI - COMMON DEEDS INDEX

The object of the index is to identify at an early stage in the registration of an application whether a common deed, in respect of the application has, in fact been submitted or obtained in respect of an earlier application and, if so what information is available as to the contents of the deed and where it can be found. In this way unnecessary requests for the same deed and unnecessary duplication of editing the deeds can be avoided and the settling process can be speeded up.

Index ID
CCCnnnnDD/mm/yyyyRRR

CCC = 3 character for county in the upper case (e.g. FFE).
nnnn = daily running number of deed padded with zeros (e.g. 0056).
dd = day of recording padded with zeros (e.g. 06).
mm = month of recording padded with zeros (eg.09).
yyyy = year of recording (e.g. 1906).
RRR = register in upper case (e.g. GRS).

Identification on DMS
Green edge.

Links
Section 8.1.5 Common Deeds Index
Section 8.11.2.1.1. - Abstracting-establishing the extent of the subjects in Prior Deeds
Section 14.1.3 - Common Deeds on the DMS
Section 17 - Common Deeds on the LRS
Section 20 Decision Trees - Abstracting Guidance for Burdens Deeds and Abstracting Guidance for Prescriptive Title Deeds

14.1.8.4 - DOC - DEED OF CONDITIONS

When a flat is feued by Glasgow District Council, the council will commonly prepare a Deed of Conditions for the block and each individual Feu Disposition will refer, for extent, to the area of ground detailed in the Deed of Conditions. As this is not a monetary transaction the deed will be recorded in the Sasine Register. Prior to the introduction of Sasines deeds being stored on fiche, to avoid having to requisition this deed at first registration stage and delay the process a note of the extent was retained on the DMS.

Although no new indexes are created as the deeds can be accessed on fiche those already held on the system are retained, as they are still relevant.

Index ID
GLA/DOC/internal referencing system or LAN/DOC/internal referencing system

Identification on DMS
Blue edge with tints for areas of garden ground if required

See Section 8.3.14 Glasgow District Council - Deeds of Conditions

14.1.8.5 - DOG - DEVELOPMENT ON THE GROUND

Development on the Ground procedure is adopted when property boundaries have not been built in accordance with their deed plans. An index is created where no R/A affects the area. Mapping Instructions/guidance for each property will be given under the casenotes.

Index ID
CCC/ESTATE NAME
CCC = 3 character for county in the upper case (e.g. FFE).

NOTE 1: -the index ID is restricted to 20 characters including spaces so in some instances the address may require to be condensed

NOTE 2: - When creating an index on the system the index ID must contain the county prefix in order that a map stored for the county can be associated to the index.

Where text information such as a street name is used in the index ID care should be taken that it does not contain a county prefix as the system may identify that county's maps for use by the index rather than the intended county. For example: -

MID/EASTHOUSES ROAD may associate the county of Sutherland.
ELN/GLASSEL PARK ROAD may associate the county of Glasgow.
ABN/BRENT FIELD CIRCLE may associate the county of Renfrew.

If this is the case the text details will have to be entered in order that the creation of the superfluous county code is not created. For Example: -

MID/E.HOUSES ROAD
ELN/G. PARK ROAD
ABN/B. FIELD CIRCLE

Identification on DMS
Blue hatch.

See Section 8.13 Developed on the Ground Procedure.

14.1.8.6 - EAC - EAST AYRSHIRE COUNCIL SURVEY

Pilot currently being undertaken between East Ayrshire Council (EAC) and Registers of Scotland. Upon receipt of an application to buy Council owned property/Land EAC complete a site inspection to determine the property boundaries. In the instance where the detail on the ground does not agree with the OS map the Pilot allows EAC to inform the Ordnance Survey directly of any problem areas. This allows the Ordnance Survey to investigate and rectify any problems prior to receipt of a First Registration.

Casenotes should provide information on whether survey is pending or completed. If an application is received and the casenotes state that the Survey is pending please place application into standover until survey has been completed.

Index ID
Where application exists - Title Number

Where there is no application - East Ayrshire Council reference number for property

Identification on DMS
Yellow hatch.

See Section 18.17 - East Ayrshire Pilot

14.1.8.7 - EPA - ESTATE PLAN APPROVAL

The estate plan approval system (EPA) is designed for use in connection with Reports and Office Copies. Where an estate plan has been officially approved, it is not necessary for separate plans to accompany each Application for a Report or Office Copy (as would otherwise be the case), as these Applications may describe the land concerned by reference to a plot number on the estate plan approved on a certain date.
The EPA system is a benefit to Developers in that it saves them the cost of preparation of numerous copies of the estate lay-out plan and of their Title Plans. The Keeper benefits by saving the time and cost involved in the constant re-examination of plans that would have to be lodged with Reports and Office Copies. Extract of the estate plan can safely be employed for inclusion in transfer deed plans.

Index ID
Parent Title number

Identification on DMS
Yellow hatch.

See Section 9.3. - OFFICIAL APPROVAL OF ESTATE LAY-OUT PLANS

14.1.8.8 - PRC - PRE-REG CORRESPONDENCE

Evidence of this type of Index indicates that there has been correspondence between the Agency prior to a registration being received and a Representing Agent, which the Plans Settler should be aware of before mapping the application when received.

Index ID

A PRC may be identified in 3 formats depending on the section creating the index

CCC/ADDRESS

CCC = 3 character for county in the upper case (e.g. FFE).

NOTE 1: -the index ID is restricted to 20 characters including spaces so in some instances the address may require to be condensed

NOTE 2: - When creating an index on the system the index ID must contain the county prefix in order that a map stored for the county can be associated to the index.

Where text information such as a street name is used in the index ID care should be taken that it does not contain a county prefix as the system may identify that county's maps for use by the index rather than the intended county. For example: -

MID/EASTHOUSES ROAD may associate the county of Sutherland.
ELN/GLASSEL PARK ROAD may associate the county of Glasgow.
ABN/BRENT FIELD CIRCLE may associate the county of Renfrew.

If this is the case the text details will have to be entered in order that the creation of the superfluous county code is not created. For Example: -

MID/E.HOUSES ROAD
ELN/G. PARK ROAD
ABN/B. FIELD CIRCLE

CCC/T file number
CCC = 3 character for county in the upper case (e.g. FFE).
T file number is referencing system in SLG and pre registration enquires

CCC/Business unit reference system
CCC = 3 character for county in the upper case (e.g. FFE).
Some business units have there own internal referencing system for enquires check with Team Leaders.

Identification on DMS
Brown hatch - in some instances it may be more appropriate to use other references where separate areas require to be identified or a print requires to be prepared for agent.

14.1.8.9 - RA - RESEARCH AREA

To eliminate repetitive examination of title work, the Research Team investigate builders or developers' titles, including the first sale of individual plots, and established existing burdens &c. These burdens are examined and edited in advance and included in registrations of the various parts with out further examination.

Index ID
nnnnn/CCC
nnnnn = file number padded with zeros (e.g. 00056).
CCC = 3 character for county in the upper case (e.g. FFE).

Identification on DMS
Blue edge, but can contain additional references which require action at First Registration stage instructions will be contained in the DMS casenotes

14.1.8.10 - SPL - SUPPLEMENTARY PLANS

A Supplementary Plan is used in conjunction with the Title Plan for the purpose of showing detail or providing a method of reference to areas of land mentioned in the register which, for reasons of scale, size or complexity, cannot conveniently or satisfactorily be shown on the Title Plan.

Index ID
A Supplementary Plan is named using the Title Number of the first application to require SPL plus the running number of the Supplementary Plans required i.e. FFE6001-1.

Identification on DMS
As the SPL forms part of the Title all references are taken from the application.

See Section 13.7 - Supplementary Plans

14.1.8.11 - SVY - AREA SUBJECT TO SURVEY

This type of index is prepared when instigating a P32 or a P24, which may affect more than the subjects in the Title. The area subject to the survey is hatched mauve on the DMS and notes/details of the survey are included in the DMS casenotes. This alerts any one dealing with application in the same area that a survey has been requisition, which means they, can associate their application to the lead case pending the result of the Survey. Also eliminates the possibility of a duplicate survey request.

It should be noted that once survey is complete the index must be deleted from the system.

Index ID
Title number under which the survey/P32 requisition has been sent

Identification on DMS
Mauve hatch.

See Section 18.5 - Form P32 Requisitions

Section 18.4 - Form P24 Check Surveys

14.1.8.12 - TPO - TREE PRESERVATION ORDER

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 the Authorities district, by prohibiting the cutting down, topping, lopping or the wilful destruction of trees, etc. except with the Authority's consent. The extent of which are shown in Index Layer titled TPO.

Index ID
CCCnnnnDD/mm/yyyyRRR

CCC = 3 character for county in the upper case (e.g. FFE).
nnnn = daily running number of deed padded with zeros (e.g. 0056).
dd = day of recording padded with zeros (e.g. 06).
mm = month of recording padded with zeros (eg.09).
yyyy = year of recording (e.g. 1906).
RRR = register in upper case (e.g. GRS).

Identification on DMS
TPO's affecting areas of ground or groups of trees edged or tinted on the Deed Plan are identified by a yellow edge on the DMS

TPO's affecting specific trees the full extent of all properties affected by the TPO (e.g. house plots, industrial units etc.) should be enclosed by a brown bordered polygon and reference made to a paper copy depicting the individual trees. In cases where only a small number of trees are affected they may be arrowed and lettered T in red on the Index Map

See Section 14.1.1 - Mapping of TPO's

14.1.8.13 - IMP - Imported Extent

New deed plans come in many sizes and scales and the published Deed Plan Criteria guidelines have recently been updated 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 the Digital Mapping System (DMS) via the Shape Map-info Import and Export Tool (SMILEX) using an IMP index, saving an enormous amount of time in plotting.  (The signed deed plan or description however is still a legal requirement, and as such we must be satisfied that any digital data received is an accurate representation of the subjects in the deed).

The IMP is a standard type of Index (see link below) that can be opened directly or copied from the Index Map. See also Section 13.6.7 in the Plans Manual.

Click on the links below to find details of the process to be followed, how to recognise a suitable deed plan, frequently asked questions, different formats and an email template.

Please note an RO1 must be consulted before considering any requisition of digital data.

(Note 1 - Any reference to DMS includes the OPS tool).

Process

Email Template

Formats

Frequently Asked Questions

How to recognise a suitable deed plan

Index ID - CCC/nnnnnnn

CCC = 3 character for county in upper case e.g. FFE
Nnnnnnn = when created in MBM the system automatically numbers the index with the next available number packed with zeros e.g. 0000003 - the 3rd IMP index created for the county.

Identification on the DMS
There is no unique ID for an IMP index. It can be referenced by any edging or tint.

14.1.8.14 - RCIL - Register of Community Interest in Land

A pending or registered entry in the Register of Community Interests in Land 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 in the Land Register 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 in the Agency's Digital Mapping System as a CIL index. These indexes are created by Mapbase Maintenance Section only and must not be amended or deleted. Any queries regarding the extent should be referred to Mapbase Maintenance in the first instance.

Any LR application affected by an entry in the RCIL should be referred to the RCIL STL for investigation.
Include a print of the index map, displaying extent of Subjects in relation to RCIL extent. If RCIL extent partly affects Subjects, include a tinted reference highlighting affected area.

Index ID
CCC/CBNNNNN , (where CB = community body)
CCC - 3 character county in the upper case (e.g. CTH)
NNNNN - RCIL Registration number relating to this index (e.g. 00001)
The index may be split into more than 1 area if extremely large e.g. CTH/00001/1
CTH/00001/2
Index Type
CIL - Pending or Registered Entry in the Register of Community Interests in Land

Identification on DMS - brown hatch

14.1.9 Ident

Purpose

To identify the subjects pending registration on the DMS, so that when an area of map is searched against the user will be able to locate all registrations affecting.

There is inevitably a delay between the time when any application is created and the time when the registration is completed. During this interval the Index Layer must show the presence of the application. This is necessary to ensure that there is no unintentional overlap in interest, which might lead to two or more registered titles competing over the same piece of ground.

Any property or area of ground may be subject to any one of a number of reports (P16, Form 10 etc: see elsewhere). It is important that the report reflects any occupation of the subjects. This can only be done if all applications are identified on the Index Layer.

In order to ensure that the above issues are dealt with, a provisional identification of the subjects is made shortly after the application is created. In the simplest cases (for example, a single, well-defined property), the Index Layer will show only a seed point to indicate the presence of the application. Where large areas of ground are being dealt with the extent of the property must be mapped onto the Index Layer using a red hatch. This need only be done quickly to show the presence of the application where the marker may not be visible and need not take into consideration all mapping points (exceptions etc). The extent is only there to show the presence of the application.

Auto Pi

All First Registration applications received by intake go through the auto pi process. Although the auto pi process will only work with addresses that have been entered using the browser functionality all cases are sent through the automated process for simplicity in casework movement.

The LRS sends the address details to the DMS. Once the DMS receives the address it will locate the appropriate spot on the OS using the OSAP details contained in the address information. Without OSAP information the auto pi will fail when this happens the DMS will inform the LRS and the PI result on the Title Workdesk will remain blank.

Where the DMS locates the property on the OS map a seed point (marker) will be placed on the OS building seed point for the property. The DMS will then search the index and premap layers to see if anything affects that part of the property where that address seed point exists. Where the DMS finds indexes affecting it sends this information back to the LRS in the form of a note, which is added to the N & I on the Title Workdesk and "0" will be recorded in the PI result field indicating that the auto pi was successful.

Where the system finds a premap the DMS will either copy or transfer (depending on whether property is tenemental or not) all mapping elements in the premap into the title layer, authorise the Title and then print the Title Plan. The DMS will then send all relevant notes to the LRS and complete the auto pi result field on the Title Workdesk with either "A", "B", or "C". Case should then be categorised as A1 and send directly to legal settle.

Manual Provisional Ident (Manual PI)

Cases going to manual pi will fall into three categories: -

• failed auto pi but once idented seed point will suffice.
• failed auto pi and when idented seed point will not be sufficient to ident subjects.
• passed auto pi but seed point not sufficient to ident subjects.

Failed auto pi but once idented seed point will suffice.

These types of application will tend to be plots of ground or properties where the address details were not recognised by the browser and are both of a size that the whole subjects will be visible if searched against and reasonably defined so that it is more or less apparent what the extent of subjects are.

Failed auto pi and when idented seed point will not be sufficient to ident subjects.

Where the subjects do not meet the criteria above i.e. are a large property, such as farmland, or are not defined sufficiently, that by simply adding a seed point it would not be possible to identify a pending application when the area is searched using the Index Map.

Therefore the area to be included in the application must be depicted using a red hatch and authorised in order that anyone searching the Index Map is aware that a pending application exists.

It should be noted that this hatch is solely for identification purposes and where there is any question as to the area to be included then the greater area must be used. As it will be the responsibility of any one searching the Index Map to obtain the casebag to check further.

Passed auto pi but seed point not sufficient to ident subjects.

Although these properties have passed the auto pi process the address details may indicate that the subjects to be registered are larger than the normal house plot e.g. "Greenacre Farm".

In this instances it is imperative that an indication of the extent be added to the DMS by using a red hatch as described in the previous section.