PIP 3/2002 Stacking of Seed Points - Information Update

Plans Information Paper 3/2002: Stacking of seed points - Information update

Introduction

The purpose of this Plans Information Paper is to clarify procedures regarding the stacking of seed points. Through feedback received from Registers Direct (RD) and Data Integrity it has come to light that there are examples of properties which have unnecessary multiple seed points. This has implications for the search facility used within RD and can result in additional, unnecessary cost to our Customers. It also results in information within the Digital Map System (DMS) looking untidy and cluttered.

Using the following guidelines staff administering the Manual PI procedure, Plans Settlers and staff creating indexes and P16 reports must give due consideration to the position given to a seed point and the implications for Registers Direct.

What are the implications for Registers Direct?

The following illustrations show the search process and costs within Registers Direct when seed points for a tenement property are not stacked on the DMS. In both illustrations the customer is searching for property 2/11 Russell Gardens, Edinburgh.

Searching within the DMS, we can tell that three applications have been received for tenement property 2 Russell Gardens. Each application has an individual marker confirming that properties have not been stacked and have either been incorrectly manually idented or moved to an individual reference for the solum of the flat at Plans settle stage. One of the markers is also partly concealed which could result in difficulty in identifying the marker number.

This is how the same information is shown when searching the area within RD.

The undernoted details show the process that the Customer will have to go through to identify their property.

Customer searches an area of map resulting in above information, three seeds are displayed within 2 Russell Gardens confirming that three registrations exist. Customer has been charged £2 for this information.
Customer cannot tell which seed represents his property.
Customer has to access individual seeds to obtain title number details only.

Customer has to access individual title details using the "£ view title sheet" option on the above screen to find out which title number represents 2/11 Russell Gardens, Edinburgh. Customer will be charged £2 for the first title sheet accessed and £4 for each subsequent title sheet.

For the above search the Customer could potentially pay a maximum of £12 as his subjects may be represented under the last marker he selects. This cost could be reduced if the seed points were stacked as per the following illustration.

This illustration shows the search process and costs within Registers Direct when seed points for the same tenement property are stacked on the DMS.

Searching within the DMS, we can tell that one or more applications have been received for tenement property 2 Russell Gardens, Edinburgh, one marker is displayed confirming that the three applications have now been stacked under the same seed point.

This is how the same information is shown when searching the area within RD.

The undernoted details show the process that the Customer will have to go through to identify their property.

Customer searches an area of map resulting in above information, one seed is displayed within 2 Russell Gardens confirming that one or more registrations exist. Customer has been charged £2 for this information.
Customer selects seed within 2 Russell Gardens to obtain drop down list of address details.

Customer is able to identify subjects 2/11 Russell Gardens, Edinburgh from drop down list showing address details. Customer will be charged £2 to access the Title sheet for relevant subjects.

Maximum cost to Customer £4.

Summary

As the illustrations confirm, the stacking of seed points within the DMS is vital for reducing search costs incurred within RD. New guidelines have been prepared for inclusion within the Plans Manual and can be viewed under section 14.2.13. The new guidelines must be adhered to at all times.

19/8/02