SasPres - Sasine Preservation

SasPres - Preservation and Preservation & Execution Deeds for CAJR, sent from Sasines, prior to transmission to the NRS.

Process Steps

1.0 The SasPres deeds arrive from the Sasine Print Room.

1.1 They will have a yellow coversheet which will list the deeds in the bundle by County and Yearly No.

1.2 The bundle is signed for by an SO1.

1.3 The bundle is then passed to a Team Leader who will check to see that all deeds included are for SasPres.

1.4 The bundle is then placed in the safe for safekeeping.

2.0 Once you receive the deeds for processing, sort them into date order.

• The date is to 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.

3.0 Once the deeds are in date order, open up the relevant SasPres Log found in the public folder - O:\Registration\Public\CAJR\Registers\Sasine Presentments.

3.1 Select the log for the current year.

3.2 Next, select the correct month.

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

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.

4.2 The Agent, Name of Writ, Granter/Grantee (only one party required for each – see additional notes), and County information is taken from the flysheet.

4.3 For the number of extracts, if nothing is quoted, assume it is for 1 extract (very few require more than 1).

5.0 Once all of the deeds in the bundle have been entered, they have to be indexed and an indexing flysheet generated.

5.1 Select the relevant month and enter the details into the spreadsheet (O:\Registration\Public\CAJR\Registers\Sasine Presentments).

5.2 Print a copy to go into the SasPres month box, along with the deeds.

6.0 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.

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