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Records Management | Common Land Searches | Freedom of Information
What is the Records Management Service (RMS)? | Who can use the RMS? | How can the RMS help be of use to my team? |
How secure is the RMS storage facility? | How do I request an item? | How long can I keep the item? | Where can I find more information?
The Records Management Service is part of the Archive & Local Studies Service provided by the Council. The majority of the work of the RMS is split into:
1. Operational Records Management – providing storage for semi-current records, efficient retrieval system, organising the final disposal of records in its care and
2. Corporate Records Management – designing the corporate framework by means of policy, standards and provision of advice and guidance to staff on all aspects of record-keeping throughout the Council.
If you would like more information on Operational Records Management please view our services page.
For Corporate Records Management please contact Samantha Ryan - Corporate Records Manager on 01244 977073.
In addition the RMS is also responsible for completion of commons registration search requests; this is usually during the purchase of a piece of land/property and is normally requested by a solicitor and/or conveyancer.
If you would like more information on this service please view our common land page.
The Records Management Service is used primarily by the offices of the Council.
Private Individuals and Solicitors can make use of the Commons Registration Service.
The Records Management Service offers medium-long term secure storage for those records which are no longer in constant use, but which may be needed occasionally, or have to be retained for financial or legal reasons.
In addition, the RMS will help in the development of departmental file plans, retention schedules and provide advice and assistance to departments.
If you would like to make use of these services please feel free to contact us.
The RMS occupies a secure storage facility located underneath the Crown Court. Access is granted only to authorised personnel.
The records stored within the RMS are stored in such according to individual numerical references and not as to contents therefore access to your records is further limited to staff who have access to the computer database detailing the contents of each numerical reference.
The records stored by the RMS are stored with due regard to the confidential nature of the records contents, as such, access will only be permitted to members of your Service/Team. Others will only be allowed access with your explicit permission.
You may either:
1. Complete the online request form
2. Complete a records request slip and forward to the RMS
3. Telephone 2357/2592
4. Email RMS on the internal mail
5. Fax your request to 3892
You will need to provide the following details:
- your name and department
- Contact telephone number
- reference number (if appropriate)
- the Box and Location number - which can be found in the right-hand column of your copy of the transfer list (if appropriate)
- title of item
The RMS uses the Box and Location details as a means of storage and retrieval – if these details are not available to you we may still be able to locate the items requested but it will take longer.
That all depends on how long you need the item. Items should be returned as soon as you no longer need them. The RMS will issue a reminder after three months of an item being withdrawn from the records management service in order to remind you that the item is out of the RMS repository.
If you have a question that has not been answered here, please do not hesitate to contact the Records Management Service, who will be more than happy to help you.
If you would like more information on the topics covered here why not view the additional sources of information via the links page, this page contains links to various other sources of information which you may find useful.
What is the difference between a local search and a commons search? | What do I need to send you in order for you to process my search request? | How much does a commons registration search cost? | What if my search is urgent? | Are you linked to the National Land Information Service? | How long will it take to process my search? | How do I know if a property is within the boundary of Cheshire? | Can you tell me who owns land or property?
A Local Search is used to check any matters affecting the property or land registered as a Local Land Charge, or information held by the Council that a prospective purchaser would like to know.
It is the responsibility of the District Councils within Cheshire to process a Local Search, not the Council
A Commons Registration Search is used to shows whether a piece of land or property is registered as common in the Official Registers kept by the County Council (as required by the Commons Registration Act 1965).
If it is so registered, the search result will also show whether the land is subject to rights of common, claimed ownership registration and registration under the Land Registration Acts.
It is the responsibility of the Council to process Commons Registration Searches.
- As the CR21 form has now been abolished (please go to http://www.cheshire.gov.uk/RecordsManagement/commonsearch.htm for details), You can submit a search via a letter, or a CON29O form (available from office stationers) with the full address of area to be searched clearly marked.
- If you are also carrying out a Local search on the same property then the CON29O is part of the whole search, and simply ticking Question 22 on the form will, create a Commons search request to be sent to us from the respective district or borough council, to which you send the local search. Consequently there is no need for extra documentation and no need to send anything to us.
- Two copies of the plan to which your search relates.
- The plan is clearly marked showing the property outline together with sufficient detail to identify its location (e.g. adjoining road names and/or numbers, local landmarks, etc.)
- A six figure Ordnance Survey reference, usually this is part of the plan
- Your full address as this is the address to which your complete search will be sent.
- The correct fee.
- Cheque made payable to Cheshire County Council.
- Official search fee is £16.00.
- Further charge in respect of each additional parcel of land included in the requisition £1.00 (subject to a £20 maximum)
- For a certified copy of an entry in a register we will advise you of an appropriate fee.
If your request is urgent, please contact us and we will do our best to accommodate you. We will respond to a faxed copy or emailed plan of your search, however, the official copy will not be sent out until the hard copy and fee has been received into our office.
There is no additional fee for this service.
Yes. We are currently registered with the NLIS hub to accept Commons Registration Searches via the online National Land Information Service website.
We will however, continue to process requests submitted in hard copy.
More information on the NLIS project is available from the NLIS website.
We will respond to all searches within 10 working days of receipt of a valid search.
Our current average turnaround time is 2 working days.
You can ask the staff of the Records Management Service: Please view the contact us page for contact details.
No. For this you would need to conduct a Title Search via the Land Registry - the search will include any matters relating to property boundaries and information in respect of ownership, private covenants or restrictions on land.
The local office for areas in Cheshire is Birkenhead.
Telephone: 0151 472 6666
Web address: http://www.landreg.gov.uk/
What is Freedom of Information? | When does it come into force? | What is a Publication Scheme? | Can I access all information? | How do I make a request for information? | What is the fee for accessing information under the FOI Act? | How long will you take to respond to my request?
The Freedom of Information Act received Royal assent in November 2000. It gives a general right of access to all information held by public authorities, subject to a number of exemptions and limitations, particularly in relation to personal data which is subject to the provisions of the Data Protection Act.
The Act came into force in two stages.
The first stage for Local Authorities was the Publication Scheme.
The second stage is the right of individual access to information which came into force in January 2005. Consequently any individual who now makes a request to a public authority for information will have the right to be told whether the authority holds that information, and, subject to any exemptions under the Act, to be supplied with that information.
The Publication scheme is essentially a guide to information which the authority undertakes to publish routinely. The purpose of the scheme is to ensure that a significant amount of information which the authority holds is readily available to anyone who is interested without the need to make specific requests.
The scheme describes how and when this information is published and whether it is available free of charge or on payment. It is part of the process of making local government more open and accountable.
Any official information held by a public body can be requested under the Act. However, the Freedom of Information Act does detail certain exemptions to that right. These exemptions are detailed in the Act which can be found on Her Majesty’s Stationary Office website.
Full text of the Freedom of Information Act 2000.
Requests for information must be made in writing (email is fine), and be clear enough to enable us to identify and locate the information requested. You do not need to quote the Freedom of Information Act, but you must provide us with sufficient information for us to deal with your request.
For information contained in the publication scheme - The publication scheme details not only the classes of information held by the authority but also what, if any, fees are required.
For other information which is not contained in the publication scheme - The fees for accessing this information will depend upon fee regulations set by the responsible government department in this area – the Department for Constitutional Affairs.
The Regulations governing the appropriate limit, and the fees that can be charged for requests for information, are available at http://www.opsi.gov.uk/si/si2004/20043244.htm
Under the Freedom of Information Act all requests must be complied with promptly, though there is a deadline of 20 working days.
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