Office of Works and Successors: Property Advisers to the Civil Estate: Deeds Application on PISCES, 1997- 2001: dataset

Reference:
WORK 88
Title:
Office of Works and Successors: Property Advisers to the Civil Estate: Deeds Application on PISCES, 1997- 2001: dataset
Description:

The Deeds Registry Application dataset consists of three tables containing data derived from the Deeds Registry Application extracted from the master Civil Estate database PISCES by the Office of Government Commerce. The deeds recorded in the system relate to the Common User Estate (general office accommodation available to any department). The Deeds Registry Application is used to record new deeds, change existing deed details, and record the movements of deeds (for example, loans or transfers).

The data includes deed details, such as the date and type of deed and information about the parties to the deed; details of properties to which the deeds relate; and details of holdings associated with a property, including tenure data, holding owners, and dates of acquisition.

The datasets in this series are available to download. Links to individual datasets can be found at piece level.

Date:
1997-2002
Arrangement:

Hardware: The Deeds Registry Application was run on networked PCs within the PACE Deeds Office. Other departments within PACE were given read-only access to the system.

Operating System: Windows NT.

Application Software: The Deeds Registry Application was developed using SQL Server and Visual Basic and formed part of the main PACE database known as PISCES. The system was originally developed as a Microsoft Access 2.0 database.

User Interface: On screen forms.

Logical structure and schema: The dataset comprises 3 tables: 'Deed', 'Property' and 'Holding' sharing the same key field (pace_property_no). A one to one relationship exists between the tables Deed and Property and a one to many relationship exists between the tables Property and Holding.

How data was originally captured and validated: Data was input directly from the deeds or from other manual records of the deeds held by the department. Checks were carried out on a regular basis to validate the data by line managers responsible for the Deeds Office.

The dataset is dynamic in the sense that once input the details of the deeds recorded in the system could be amended. The system was also used to record the movements of deeds (for example, loans and transfers).

Held by:
The National Archives, Kew
Former references:
in The National Archives:   CRDA/49
Legal status:
Public Record
Language:
English
Creator:
Office of Government Commerce, 2000-
Property Advisers to the Civil Estate, 1996-2000
Physical description:
2 datasets and documentation
Restriction on use:
A subset of records in the dataset relating to one property is closed until 2022. Subject to Crown Copyright; copies may be made for private study and research purposes only. Subject to registration under the Data Protection Act.
Access conditions:
Subject to 30 year closure unless otherwise stated
Immediate source of acquisition:
In 2010 the United Kingdom National Digital Archive of Datasets
Custodial history:
Originally transferred from the Office of Government Commerce (OGC). The United Kingdom National Digital Archive of Datasets then held the dataset until 2010 when it was transferred to The National Archives (TNA).
Accruals:
No further accruals are expected.
Unpublished finding aids:
Extent of documentation: 13 documents, Dates of creation of documentation: 1999-2003
Administrative / biographical background:

The Deeds Registry Application dataset transferred by the Office of Government Commerce (OGC) was used by the Deeds Office of the Property Advisers to the Civil Estate (PACE) to record details of title deeds relating to the Common User Estate. This was largely property that provided general office accommodation which could be used by any government department. The data relating to these deeds was held as a component of PACE's main PISCES database. The Deeds Registry Application, which was developed for the sole use of the PACE Deeds Office, noted the movement of deeds, i.e. as loans, transfers etc. A comprehensive search facility built in to the application enabled searches by property number, deed number, property name, road name, town, county, and deed date.

The application was developed in 1997 by PACE's in-house IT team, and replaced the PHOENIX database then in use. The Deeds Office had traditionally used a manual system of recording information about deeds and gradually transferred details of those records relating to current properties to the PISCES database. The manual recording system was retained for historic and some other properties whose details were not recorded on the PISCES system. These included properties held in the Departmental Estate (properties peculiar to a particular department, i.e. courts, barracks, cold stores etc.).

The Deeds Office closed in 2001 and PACE subsequently became a part of the Office of Government Commerce (OGC). PACE's successor body within OGC is called the Property and Construction Directorate. This dataset represents information created and captured by the PACE prior to the incorporation of this body's work into OGC.

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