Section 4.4 - Republication of the Definitive Map & Statement

HCC as Surveying Authority is required to keep the Definitive Map and Statement under continuous review [Wildlife & Countryside Act 1981 s53].

Section 57(3) states that where it appears expedient a Surveying Authority may prepare a new Map and Statement which will reflect all the modifications made to the previous map.

There is no policy surrounding the republication of the Definitive Map, but it is the intention of the County Council to republish the Definitive Map & Statement every 5 years.

In practice, now that the Rights of Way information is held digitally, a working copy will be kept up to date and can be checked and republished as the Definitive Map every 5 years.

Symbols to be used

The symbols to be used are set down in the Wildlife and Countryside (Definitive Maps and Statements) Regulations 1993. (This will in future be amended by CROWA regulations).

Where a choice is given, the symbols featuring a continuous line, rather than a broken line. are to be preferred.

The following symbols were used to republish in 2000, and these should be reviewed before each republication to ensure that the technology is compatibly with the symbology chosen.

Update the Definitive Map and Statement

Check all the Temporary closures and remove if expired.

Check that all the legal changes have been identified and correctly entered onto HeRoWD. If unconfirmed orders made by Districts/Boroughs are outstanding, it may be appropriate to chase them. These can include:

• Confirmed Evidential Modification Orders
• Legal Event Modification Orders (for Diversions, Creations, dedications and Extinguishments)
• Boundary changes (Once the relevant CROW2000 sections have taken effect)

For each legal change, the following should be amended:

• the GIS layer showing the lines (including all the table details)
• HeRoWD Inventory, using the path wizard to ensure that the legal events are properly recorded against each path
• the ArcInfo file containing the path numbers
• the excel spreadsheet recording the above amendments

Distribution list

The distribution list should include but not necessarily be restricted to:

• District councils – 1 copy of each relevant sheet + Relevant Statements
• Parish councils – 1 copy of each relevant sheet + Parish Statement
• P3 partners – 1 copy of each relevant sheet + Parish Statement – in addition to any PC copies
• Ordnance survey – 1 complete set
• Libraries – according to their requirements. Contact Community Information beforehand to determine this. Normally the 6 main libraries have complete sets with local sheets going to local libraries). Any library having a complete set should also have the Statement – other libraries should be made aware of the Statement.
• Neighbouring authorities – copies of the sheets adjoining their area + relevant Statement
• Land charges – one complete set for the county + whole Statement
• Highways partnerships – 1 copy of each relevant sheet for their areas + relevant Statement
• Main reception – one complete set for the County plus the whole Statement
• CMS areas – 1 copy of each relevant sheet plus relevant statements

Index sheets should also be sent to all of the above.

An spreadsheet from the 2000 publication should be used as a starting point.

Where each District may have more than one department or section interested in the map – e.g. planning, land charges, legal – a letter should be sent to those not in receipt of the Definitive Map advising them that it has been updated and telling them where they can find it.

Printing

Layout – the previous layout should be the first point of reference, (but consider adding a note in the left hand panel advising users to consult the Definitive Statement as well)

Once the layout is finalised and includes the relevant date

Once the distribution list is finalised (use an excel spreadsheet to record who gets what and how many), decide how many copies in total need printing.

Sealing

Once all the legal changes have been made and checked:

• 4 copies of the Definitive Map should be printed (whether ArcView or ArcInfo are used depends on improvements to technology), trimmed and bound. Consult the Information Management Unit for advice on this. The maps should also be saved to CD.
• the Definitive Statement should be frozen in time within HeRoWD and a new working statement created.
• 1 copy of the Statement should be printed off Parish by Parish and bound (use an external supplier for binding).
• 2 copies of the Statement should be printed out Parish by Parish and stored in lever arch files.
• The Definitive Map and Statement should be booked in for sealing about a week in advance so they know to expect it!
• Send one copy of the Map and Statement for sealing.
• Once sealed, it should be sent down to Registry together with a copy of all the maps on CD.
• One copy of the "maps on CD" should be retained by the RoW unit, together with one copy of the statement and one copy of the complete map.
• One copy of the complete map should be sent out for laminating (for internal office use).
• One copy of the completed map and Statement (in a lever arch) will be used as a master to send out to the printers.
• Get three quotes from printers – to cover both printing and collating, for both map and statement.
• Get them printed & collated!
• Send them out!

Digital availability

Ensure that new CDs are sent to CMS bases and other external offices who have use of the Definitive Map (including districts where appropriate.

Ensure that the new Definitive Map data is updated on the corporate GIS server and on the shared drive within rights of way.

Publicity

The user groups (see consultation list) should also be notified of republication and press release prepared.