The Search Sheet system is based on each unit of property having a unique Search Sheet. On this Search Sheet all transactions affecting that property are recorded.

The property on most Search Sheets has come from another Search Sheet. When a part of a property moves to another Search Sheet it is said to have been carried out. The deed that transfers part of a larger area is called the breakaway deed.

The larger area is called the Major area.

The breakaway subjects cannot stay on the same Search Sheet as the major area. This would create a conflict of interests on the Search Sheet. One of the goals of the Search Sheet system is to provide a clear record of ownership.

When a breakaway deed is recorded, the Minute appears on the major area Search Sheet and on a Search Sheet of its own. The Search Sheet number of the larger area is referred to on the new Search Sheet and vice versa. This cross referencing makes it easy to trace properties back to the lands or estate of which they once formed part. You can trace the history of a property by looking at the major sheet for the property, then at the major sheet for that property, etc.

Breakaway Minutes tend to follow a particular style. The property being carried out is usually described in some detail. This is followed by the words “part of” then a brief description of the major subjects. This usually includes a reference to another deed, e.g. part of 6.89 acres, bounded by PERTH ROAD, referred to in Disp…. to Magistrates &c. of Perth, recorded 10 Jul. 1961.

THE SEARCH SHEET – POINTS TO NOTE:

A Search Sheet is a chronological record of the transactions affecting an individual unit of property.
Each Search Sheet has its own number.
At the beginning of each Search Sheet is a description of the subjects on that Search Sheet.
The Imaged Search Sheets are scanned images of paper pages.
The Search Sheets were imaged in late 1996/early 1997 (depending on the county), and no further Minutes were added to them.
The Minutes of all deeds presented since the Search Sheets were imaged have been entered on the Computerised Search Sheet (CSS).
The CSS is a continuation of the Imaged Search Sheet.
The CSS is the ‘active’ part of the Search Sheet.
There will only be a CSS part of a Search Sheet if a transaction affecting the property has been recorded since the CSS was introduced.

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