Guidance

Migration process

Published 1 November 2024

Applies to England and Wales

© Crown copyright 2024

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This publication is available at https://www.gov.uk/government/publications/local-land-charges-migration/migration-process

1. Before your migration

1.1 Get started

  1. Pre-migration guide
  2. Benefits of migrating your data

1.2 Preparing your business case

  1. Download business case outline (PDF, 8 pages, 245KB)

1.3 Preparing your data

  1. Preparing your data for the new digital register
  2. How to extract your electronic and digital data
  3. How the initial data discovery process works

1.4 Tools and templates

  1. Service assessment template (XLSX 43KB)
  2. Data source mapping template (XLSX 46KB)
  3. Migration readiness assessment tool (XLSX 25KB)

2. How to extract electronic and digital data

Find out what to do before, during and after extracting electronic and digital data.

2.1 Before you start your extract

  1. Engage with other internal local authority (LA) departments.
  2. Setup secure file transfer protocol (SFTP) between LA and HM Land Registry.
  3. Identify your spatial and textual data sources.

2.2 During your extract

  1. Identify and document key field attributes (such as date, text, or numerical format).
  2. Extract the dataset into an appropriate format. This includes all HM Land Registry mandatory data items.

2.3 After your extract

  1. Secure transfer of dataset via SFTP to HM Land Registry.
  2. Prepare summary of data for HM Land Registry analysis.

3. How the initial data discovery process works

Find out what HM Land Registry do in an initial data discovery with a local authority.

At this early stage of the migration process, the data discovery are intended to be light-touch and require minimal input or resources from the local authority.

3.1 Service assessment

This involves completing a document to identify key contacts, local land charges volumes, data formats and sources within the local authority.

This enables us to gain a deeper understanding of the type and volume of data held as well as determine the level of support required during migration.

3.2 Non-digital data

In cases where we have identified paper-based data within a local authority, we may need an on-site data discovery. This is to give us an early understanding of the size and scale of the data held by a local authority.

By conducting this discovery, we can identify any scanning and digitisation requirements that may be necessary, and plan for them accordingly.

3.3 Data extract

The first digital data extract allows us an early look at the local authority’s data. This enables us to identify key areas of concern and determine where additional resources may be required.

We collaborate with the local authority and relevant system supplier to obtain an extract, which we then analyse using our Data Analysis Dashboard.

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