Dealing with Sasine Presentments

Process Steps

1.1 The SasPres deeds arrive from the sasine print room, along with a yellow coversheet, which will list the deeds in the bundle by county and yearly no. The bundle is signed for, by an SO1, and is then placed into the safe, until such time as the deeds can be processed.

1.2 Once you receive the deeds, sort them into date order. The date should be taken from the ‘Yearly Running No.’ stamp, which should be on the flysheet; if not, check the deed itself for the ‘General Registers of Sasines’ stamp, which will include the date of presentation and recording, the yearly running number, and the county.

1.3 Once the deeds are in order, open up the relevant SasPres Log which is located in the CAJR Fileshare - O:\Registration\Public\CAJR.

1.4 The number in red, on the spreadsheet, is the SasPres running number. Write this onto the flysheet. Now, start entering the relevant information, taken from the flysheet, into the spreadsheet.

1.4.1 In the field headed ‘Date and Order of Presentment’, take the month and day from the ‘Yearly Running No.’ stamp. The Order of Presentment Number will be written in pencil, at the top of the deed, beneath the pencilled county identifier.

1.4.2 The agent, name of writ, granter / grantee, and county information is taken from the flysheet. For the number of extracts, if nothing is quoted, assume it is for 1 extract (very few require more than 1).

1.4.3 Be aware, a deed of an earlier date, could arrive in CAJR, in the next bundle of deeds, and after they have been indexed. If so, go to step 1.6.

1.5 Once all of the deeds in the bundle have been entered in this fashion, they have to be indexed and an indexing flysheet generated. See CAJR Fileshare.

1.5.1 Select the relevant month, enter the details into the spreadsheet, then print a copy to go into the SasPres month box, along with the deeds.

1.5.2 The granter and grantee are entered in separate rows but with the same SasPres running no. (check an earlier completed month index, to see the layout).

1.6 If a deed should arrive, a month or two after that month’s batch has been processed, the deed will still have to be entered into the log in date order.

1.6.1 The entry is easily slotted in electronically, but the red SasPres running numbers will have to be amended.

1.6.2 Again, this is easily done in the electronic Log. However, remember to (1) amend the deeds themselves, and (2) amend the Indexing sheet, and print off a fresh copy.