S2.1 The four stages of a Sasine recording
2.1 Presentment Book
The Presentment Book was, historically, a record of all deeds presented for recording, but not yet having completed the recording process. It comprised brief details of every deed, such as the deed type, the names of the parties to the deed, and the address of the subjects.
At the presentment book stage, each deed was allocated to the appropriate county, and given a daily running number and a presentment date.
Nowadays, deeds are taken on by Sasine Intake and the same information is input into the Warrant Check system, creating a skeleton minute based on the deed type which means presented deeds can be searched on the CSR system prior to the deed being recorded.
A letter of Acknowledgement is sent out to the presenting Agent within 1 to 3 working days, including a statement that the deed is still subject to withdrawal.
The presentment date will be the date of recording if the deed successfully completes the recording process.
2.2 Minute Book
After the deeds have been checked to ensure that they meet the legal requirements for recording, a summary of the deed is created. This summary is called a Minute.
At the end of each year a bound Minute Book, containing all of the Minutes for that particular year, is published for each county. For ease of reference, each Minute is allocated a yearly running number, indicating the position of that Minute in the annual intake for that county. There are Persons and Places Indexes at the front of each one. The information for these indexes comes from the names and property descriptions in the Minutes. The Minute Book is signed at the bottom of each page, and is kept in the National Archives. An identical, but unsigned, copy called the Abridgements is kept in the Customer Service Centre.
Details of all Minutes recorded after 1993, along with indices, are available electronically.
2.3 Record Volume
The Registers of Scotland keeps a full copy of all recorded deeds. This is called the Record Volume. Before the deed is returned to the Agent, it is scanned electronically and stored as an archived image. The archived records mean that the full details of the deed are easily accessible by way of the Deed Search Tool. It also means that we can provide paper copies of deeds on request.
Before 1989, deeds were photocopied and bound into book form. However, these books were very bulky and took up too much storage space, and after 1989 the deeds were microfiched. The Record Volume is held at the National Archives.
The record volume reference (either book and folio, fiche and frame numbers, or Yearly Running Number) is shown on the top line of the Minute.
You can order copies of any deeds from the National Archives, or from Registers of Scotland. You will need to know the Book and Folio numbers, or the year of recording and the Fiche and Frame numbers or, for deeds recorded from 1 May 2006 onwards, the Yearly Running Number.
There is a charge to supply paper copies of deeds.
2.4 Search Sheet
The Search Sheet is the most useful tool for searching in the Sasine Register, yet of the four stages of recording it is the only one that is not required by law. The Search Sheet is a chronological record of all the recorded transactions affecting a unit of property. Each property has its own numbered Search Sheet.
When a deed has completed the recording process, the Minute is added to the appropriate Search Sheet.
Registers of Scotland (RoS) seeks to ensure that the information published in the Sasines Manual is up to date and accurate but it may be amended from time to time.
The Manual is an internal document intended for RoS staff only. The information in the Manual does not constitute legal or professional advice and RoS cannot accept any liability for actions arising from its use.
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