Process Steps
1.1 Member of CAJR staff identifies an error in a ROI minute.
1.1.1 This may have been brought to our attention by an agent or private searcher, or identified when CAJR are adding a new minute for a document that relates or refers to a prior entry in the ROI.
1.1.2 This process applies to all errors, including those which might be thought to be a seemingly minor typographical error.
1.2 The information is passed to RPT to consider whether rectification is appropriate. A copy of the deed and the minute should be sent along with any other information that is relevant.
1.2.1 CAJR should use email to contact RPT at RegistrationPracticeTeam@ros.gov.uk and the CAJR team leader should be copied into the email.
1.3 RPT will consider the error in the ROI minute and make a final decision on whether to proceed with the correction or not.
1.3.1 RPT may seek advice from Policy if necessary.
1.4 RPT inform CAJR of decision by email and advise the necessary action.
1.5 If rectification is appropriate, CAJR staff will amend the minute containing the error as instructed, including any extra information which RPT have advised should be included.
1.6 On the date of the rectification, a new minute will be added to the ROI detailing that rectification has taken place and an amendment has been made to the minute.
1.6.1 This new minute should not include the name of the CAJR member of staff who has added it.
1.7 It is necessary for CAJR to inform finance that a fee is not chargeable for the rectification minute. The FEE PAID box must be ticked. A copy of the minute should be printed, and write on it that no fee will be required. This should be placed in the DCSP folder to go to finance the following day with the cheques and invoices.
1.8 Take a sheet of the paper which has been prepared with 'RECTIFICATION' printed on it and use this as the deed for the purpose of the end of day check and scanning/bond copies numbering up.
1.9 Please advise the CAJR member of staff who is on the "end of day check" that a rectification has been completed that day.
1.10 If you are unsure about any aspect of the process, please refer to the CAJR team leader in the first instance.