Transmission of CAJR deeds

Process Steps

1.1 Carillion deliver a cage to Room 0S-01 MBH on Tuesday afternoon.

1.1.1 If cage does not arrive then please phone the Carillion helpdesk.

1.2 CAJR RO2 team prepare transmission and spreadsheet. The spreadsheet is located in the CAJR Fileshare - O:\Registration\Public\CAJR.

C&S

2.1 Number up (in pencil) boxes, having checked that the first minute number on the first box follows on from last minute number of the last transmission. Check that the boxes have continuous minute numbers.

2.2 Record in the spreadsheet noting the first and last minute numbers and the first and last dates of the boxes.

2.3 Calculate the number of deeds in said boxes and the number of C& S boxes (the spreadsheet should do this for you).

2.4 Ensure the boxes have been secured by a strap (CAJR despatch should do this).

2.5 Check whether there are any C&S deeds to be returned to NRS. They should be logged in the 'Retransmissions from NRS' spreadsheet which is located in the CAJR Fileshare. Place these in a box with a secure strap and record these on the spreadsheet separately.

ROI

3.1 Check whether Bond copies of ROI are to be sent before creating the frontybackies (see the numbers on the inside of fire cupboard doors before creating) to ensure correct number of folios are used.

3.2 Record the numbers of volume in large ledger and file in spreadsheet with volume number dates and number of bonds deeds.

3.3 Record in spreadsheet; use a separate copy for each volume.

For inhibitions and judgments as relevant

4.1 Type in the vol. number, the "from" and "to" dates and the number of folios (-1) before signing both sides.

4.2 To print, change the tray selection to 3, choose ‘finishing’ from the same screen and change document options to long edge ‘off’.

4.3 Put the ’chancery paper’ for frontybackies on top of paper currently in printer. When finished printing remove the excess paper, if any.

ROJ

5.1 Check whether there is a box to go to the up to NRS; keep six months; record in spreadsheet.

Sasine preservation

6.1 Check with SO1 team if Sas Pres to go to NRS; record in spreadsheet.

Presentment books

7.1 Transmit at end of each month. Record in spreadsheet located in CAJR Fileshare.

Final check

8.1 Load onto cage ensuring everything is in a box with a secure strap.

8.2 Count up total number of boxes being sent, record on the spreadsheet and save.

CAJR RO2 team

9.1 Email NRS contacts and attach a copy of the spreadsheet. See CAJR Team Leader for contact details for staff at NRS. Details of phone numbers and email addresses are available.

9.2 Print a copy of the ‘sent’ transmission email/spreadsheet which will note the number of boxes and give to Carillion driver/place with the cage.

Carillion

10.1 Collect cage on Wed from 0S-01 MBH on or before 9am and load boxes into pool car.

10.2 Delivery - RoS car is booked from 9am to 11am every Wednesday for this transmission.

10.3 Carillion will return any boxes etc. to the section, together with a signed (receipted) copy of the transmission spreadsheet. The spreadsheet should be scanned and saved to the 'Receipted Transmissions Sheets' folder which is located in the CAJR Fileshare.