CAJR Indexing Guidelines

The CAJR indexing guidance is under review. Please see the CAJR Team Leaders if you have any questions on indexing.

The indexing information provided here is specific to CAJR. It may vary from the general RoS Indexing Guidelines in certain places due to the requirements of CAJR and their IT systems.

Deed Code	Deed Type	Issue	Indexing Guidance or Parties Entered
	All	indexing @SIPP	No definitive answer, as deeds usually differ; however, the general rule is to record @SIPP (Pension Trustees) Limited and @SIPP Limited, including the individuals name, only if it clearly forms part of the pension name - i.e. as trustees of @SIPP re Joe Bloggs. Then index as @SIPP re (Individuals name). See the section on Personal Pension Plans/SIPPs in the 2012 Act Manual Persons Indexing Guidelines.
13	Affidavit	who is indexed?	First name (person swearing) or deceased person
39	Agreement	who is indexed?	All parties / trust name / deceased person (receivers, consent of, administrators of - not required)
12	Assignation	who is indexed?	Assignor and assignee only
88e	(Assignation and) Variation	who is indexed?	Assignor, assignee and Landlord (or consentor)
5	Assumption	who is indexed?	Deceased or name of trust
6	Assumption & Conveyance	who is indexed?	Deceased or name of trust
6m	Assumption, Conveyance & Resignation	who is indexed?	Deceased or name of trust and person resigning
60	Bond	who is indexed?	Borrower
61	Personal Bond	who is indexed?	Borrower
76f	Road Bond	who is indexed?	Guarantor
12d	Certificate of Indebtedness	who is indexed?	Debtor
20f	Certificate of Indebtedness & Indemnity	who is indexed?	Debtor
4g	Certificate of Confirmation & Docquet	who is indexed?	Deceased
98m	Change of Name	what is indexed?	Old name and new name In the case of a child changing their name the mother also gets indexed.
14	Consent	who is indexed?	Person consenting
21h	Contribution Agreement	who is indexed?	First name (debtor)
72a	Contribution Order	who is indexed?	First name (debtor)
42f	Declinature	who is indexed?	Deceased
64	Declaration	who is indexed?	Person declaring
51	Declaration of Trust	who is indexed?	Person(s) setting up trust or name of trust
59	Deed of Appointment	who is indexed?	Deceased or name of trust
17c	Deed of Dissolution	who is indexed?	Partnership name
5a	Deed of Family Arrangement	who is indexed?	Deceased
47c	Deed of Designation & Authority	who is indexed?	Partnership name (name SP)
31a	Deed of Gift	who is indexed?	Person making gift
7f	Deed of Resignation	who is indexed?	Deceased or person resigning
31	Deed of Trust	who is indexed?	Person(s) setting up trust or name of trust
52	Deed of Variation (re person's estate)	who is indexed?	Deceased
8e	Deposit Agreement	who is indexed?	Landlord and tenant(s)
84	Discharge	who is indexed?	Deceased person or name of trust or person discharging
29	Discharge of Guarantee	who is indexed?	Person discharging
98a	Discretionary Trust	who is indexed?	Person(s) setting up trust or name of trust
24	Disposition	who is indexed?	Person disponing
23c	EIK to Confirmation	who is indexed?	Deceased
65	Extension & Variation of Lease	who is indexed?	Landlord and tenant(s)
20b	Evacuation of Special Destination	who is indexed?	Both parties
90i	Exclusive Occupancy Agreement	who is indexed?	Landlord and tenant(s)
51c	Extension of Licence	who is indexed?	Landlord and tenant(s)
10c	Fitting Out Licence	who is indexed?	Licensor & licencee (trust name, if applicable)
70i	Family Protection Trust & Statement of Wishes	who is indexed?	Person(s) setting up trust or name of trust
49	Guarantee	who is indexed?	Guarantor(s) only
67h	Personal Guarantee	who is indexed?	Guarantor(s)
66e	General Mortgage Conditions	who is indexed?	Bank or building society
18c	General Settlement	who is indexed?	Deceased
40i	Indemnity & Certificate of Indebtedness	who is indexed?	Debtor
24m	Indemnity & Guarantee	who is indexed?	Guarantor or debtor
86b	Informal Writing	who is indexed?	Deceased
10s	Joint Loan Agreement	who is indexed?	Borrower(s) and lender(s)
10	Lease	who is indexed?	Landlord / tenant (guarantor or consentor is not indexed)
92c	Licence to Occupy	who is indexed?	Licensor and licencee (trust name, if applicable)
92c	Licence to Occupy	Boyd & Co	Landlord and tenant
34	Licence for Works Agreement	who is indexed?	Landlord(s) and tenant(s)
22d	Liferent Trust	who is indexed?	Landlord / tenant / trust name
39d	Letter of Abandonment	who is indexed?	Debtor (person who the trust was taken out on)
17e	Limited Duration Tenancy	who is indexed?	Landlord(s) and tenant(s)
89c	Letter of Declinature	who is indexed?	Deceased or name of trust
35	Loan Agreement	who is indexed?	Person borrowing / lender (index borrower first, when indexing credit unions) Index the borrower first in the case of credit unions.
56m	Matrimonial Homes Declaration	who is indexed?	Person declaring
9	Minute of Agreement	who is indexed?	All parties / trust name / deceased person (receivers, consent of, administrators of - not required) If it’s the executors of someone, type their name - e.g. "John Brown's Executry".
74	Minute of Extension of Lease	who is indexed?	Landlord and tenant
30	Minute of Variation of Lease	who is indexed?	Landlord and tenant
22a	Memorandum	who is indexed?	Landlord and tenant
16	Missives	who is indexed?	Landlord and tenant
15a	Mortgage Conditions	who is indexed?	Name of bank or building society
44c	Occupancy Agreement	who is indexed?	Landlord and tenant
48e	Offer to Let	who is indexed?	Landlord and tenant
33	Offer to Loan	who is indexed?	Borrower(s) and lender(s)
76a	Parental Rights Agreement	who is indexed?	Mother and father Must always get two extracts.
37	Partnership Agreement	who is indexed?	All parties
24e	Pension Sharing Agreement	who is indexed?	Both parties
56a	Post Diploma Training Contract	who is indexed?	Trainee solicitor and employer (solicitor or company) Index the trainee first.
47n	Post Nuptial Agreement	who is indexed?	Both parties
58c	Post Nuptial Contract	who is indexed?	Both parties
57f	Pre Nuptial Agreement	who is indexed?	Both parties
57b	Promissary Note	who is indexed?	Debtor
42c	Ranking Agreement	who is indexed?	Bank and landlord and tenant (in order of ranking)
15	Renunciation	who is indexed?	Landlord and tenant or deceased person or person renouncing or in favour of
7	Resignation	who is indexed?	Person resigning
75	Rent Review Memorandum	who is indexed?	Landlord and tenant(s)
38a	Revocation	who is indexed?	Deceased person
2	Settlement	who is indexed?	Deceased
69	Short Assured Tenancy Agreement	who is indexed?	Landlord and tenant
23	Standard Security	who is indexed?	Person setting up standard security / bank or building society (or individual)
13n	Standard Training Contract	who is indexed?	Trainee solicitor and employer (solicitor or company) Index the trainee first.
13n	Standard Training Contract	indexing agent reference	Enter the trainee's name, as the agent reference
19	Separation Agreement	who is indexed?	Both parties
05p	Trustees Minute	who is indexed?	Name of trust or person setting up trust if no trust name is narrated
17	Trust Deed	who is indexed?	Debtor (or person setting up trust)
58	Trust Deed for Creditors	who is indexed?	Debtor (first name appearing)
3	Trust Disposition and Settlement	who is indexed?	Deceased person
47e	Tenancy Agreement	who is indexed?	Landlord and tenant
04c	Testamentary Settlement	who is indexed?	Deceased person
1	Will	who is indexed?	Deceased person
	All	Trust with single trustee	Trust name only is acceptable
	All	where do you take the Trust Name from?	Use trust name when quoted in deed; if not, index individuals
	All	Nominees (inc. depository)	Fund name only acceptable
	All	where should you take deed type from?	Deed type should be taken from deed itself
	All	Formerly or Previously names	Included, as separate entry, with the second entry indexing 'formerly' in the prefix
	All	Trading as name	As with formerly or previously names, included, as separate entry, with 'Trading as' entered into the prefix of the second entry.
	All	'OR' women	Same entry
	All	'Aka' women	Separate entry for each name
	All	'Nee' women	Separate entry for each name
	All	descriptive text - 'trustees for', 'in liquidation', 'registered number' etc.	Not indexed
	All	Charity Number	Not indexed
	All	name includes word 'The'	'The' should not be indexed in the prefix field (the exception is 'The Church of Scotland') See the sections on Inclusion of "the" and The Church of Scotland in the 2012 Act Manual Persons Indexing Guidelines.
	All	typo in parties	Check body of deed to confirm spelling; if still unclear, refer for advice on how to proceed
	All	Spelling issues - can you check the testing clause for clarification?	No information is to be taken from the testing clause, as it isn't a legal part of the deed
	All	how do you record the party town?	The party town is to be indexed e.g. "Bearsden, Glasgow" will be input into town CAJR prefers apha caps followed by lower-case. Quality will accept any format.
	All	full stops, commas, ampersands etc. appear in party names	Reflect the deed
	All	party town is in another country	Reflect the deed
	All	'parties described 'as individuals'	All parties described as individuals should be indexed
	All	Agent's reference - do we use obliques etc?	If the reference is 16 characters or more, omit to maximize information
	All	signing capacity of Signatories unclear	If there is a witness then there is no requirement for capacity of signatories; the exception would be a signatory on behalf of a company/trust. In this instance, their capacity must be narrated
	All	acronyms to be typed in full (e.g. Ltd indexed as Limited)	Reflect the deed
	All	Party order	Party order indexed to reflect deed; exceptions would be Loan Agreements and Training Contracts, where debtor or trainee is indexed first
	All	should we contact agent if testing clause refers to the preceding 8 pages with schedule and plan, when there are only 3 pages and no schedule or plan	No need to contact agent, as we are only interested with the Requirements of Writing
	Family Protection Trust	individual or trust name?	Trust name, if given
	All	'Messrs'	Goes into prefix
	All	SARL, S.A.R.L etc	Reflect the deed
	All	Snr, Jnr	Enter into suffix
	Various	Mr, Mrs	Enter into prefix, if it forms part of a Trust name, or if there is only an initial, so as to define gender
	Missives	who is indexed?	All parties
	Various	deed type has a Lease box	Rent, Duration and a Description should be entered. If details are incomplete, enter what is given. If rent is monthly, enter into the free text.
	Nobility	who is indexed?	Names that contain a full name and a family title should be double indexed. This procedure applies to e.g. Dukes, Duchesses, Marquises, Marchionesses, Earls, Countesses, Viscounts and Viscountesses. If the deed is signed, with reference only to an area, e.g. 'Montrose' then index 'Duke of Montrose'. if it has been signed with individual's full name then index full name and the title. Remember to tick the Nobility box. See the section on Nobility in the 2012 Act Manual Persons Indexing Guidelines.

Useful links

Indexing Guidelines (2012 Act Manual)

Persons Indexing Guidelines (2012 Act Manual)

Localities and Post Towns in Scotland (2012 Act Manual)