Appendix last reviewed August 2016
14.12.1
Each calendar month GeoPlace links source data from the Valuation Office Agency (VOA), the Royal Mail Postcode Address File (PAF) and other source data suppliers to the data in GeoHub. The source data is linked by:
- Using matching algorithms to identify exact matches and possible matches, and rejecting any doubtful matches during a manual review.
- Reviewing all cross references supplied by the SNN Authority and checking whether all addresses match with those held in the source data.
- A manual review of all remaining unlinked Records.
Note – DEC-NLPG v3.3 April 2014 introduced a new cross reference source code of PA linked to Postcode Address File Record.
14.12.2
Four files containing the remaining unlinked records are then made available to the Authority Address Custodian. These are:
- New PAF/VOA records for that calendar month.
- Legacy PAF records
- Legacy VOA records.
Priority Objects from other source data suppliers.
Further information about the format of these files can be found in the Data Linking FAQs - https://www.geoplace.co.uk/helpdesk/faqs
14.12.3
The date that the files are generated and the deadline for their return are published each year via email and the FAQs. These dates are also included in the calendar monthly email sent to all Authority Address Custodians which advises them that the files are on the GeoPlace FTP site.
14.12.4
When the Authority Address Custodian checks the unlinked records, the following are some sources of information to use:
- Occupier contact.
- Site visits by a member of the SNN Authority’s staff, for example, council revenue inspectors often visit properties.
- VOA plans.
- Planning and Building Control applications.
- A supply of address change data from the council tax and non-domestic rates functions so the links between the two sources are maintained.
- Notifications from the Housing function of properties becoming vacant.
14.12.5
Each record should be allocated either a UPRN to link it to GeoHub, or an outcome key. For details of the outcome keys, see table 15.1 below. With the exception of outcome key “V”, all outcome keys will result in that record being removed from the statistics used to calculate link rates. Files can be returned to [email protected] at any point before the deadline for that calendar month. A file can be returned more than once if additional work is carried out following the original submission. When GeoPlace receives a file from an Authority Address Custodian, that file is processed through a series of validation checks and the generated report is sent back to the Authority Address Custodian. For details of the validation checks, see table 15.2 below.
14.12.6
Any new or legacy unlinked Priority Objects Records are supplied in the same file. New records are held in the file as pending for one month before moving to review or unlinked status in the file.
14.12.7
For Priority Object source data, in addition to providing the correct UPRN the appropriate tertiary Classification must also be used. Records with a different tertiary Classification to that suggested in the source data are included in the linked section of the file. Where the suggested tertiary Classification is incorrect the outcome key of “I” can be used.
14.12.8
Linking the LLPG data to other data sources is not designed to question the decisions the Authority Address Custodian has made on the correct format or content of addresses within their LLPG.
14.12.9
If a source address record contains an error but the Authority Address Custodian is able to provide a link between that record and a BLPU in the LLPG via the correct UPRN, GeoPlace accepts this as a linked record. However, for commercial reasons, GeoPlace is currently unable to inform either the VOA or Royal Mail of errors in their data.
14.12.10
Similarly, GeoPlace are currently unable to provide delete information to either the VOA or Royal Mail. Any records marked with a “Q” outcome key detailed below are flagged accordingly in GeoHub and removed from the SNN Authority unlinked records but are not deleted from GeoHub or the original dataset.
14.12.11
Any records that are not returned to GeoPlace within that calendar month with a UPRN or outcome key are included in the files in the following calendar months until the record is resolved. This includes records which the Authority Address Custodian marks with an outcome key of “V”.
14.12.12
If an Object has already been sub-divided within an LLPG into units/rooms/suites with appropriate child BLPUs and VOA data has been linked to these BLPUs; and appropriate PAF data exist, these PAF records must be linked to the same BLPUs.
14.12.13
If an Object currently has no sub-divisions in an LLPG but the Authority Address Custodian considers that the sub-divisions recorded in the VOA or PAF data are appropriate, create these in the LLPG and record the allocated UPRNs against the individual VOA or PAF records.
14.12.14
If it is only possible to link specific PAF data to parent shell BLPUs, for example five flats behind a single front door are represented within an LLPG by a parent shell and five child BLPUs but appear in PAF as a single record representing the common front door, add the UPRN from the appropriate parent shell BLPU.
14.12.15
For details of outcome keys to use to inform GeoPlace that it is not possible to link a UPRN to a record in another dataset, see table 15.1 and Validation checks, see table 15.2.
Table 15.1 - Valid outcome keys
“K”
Insufficient information provided
“I”
Not a Priority Object
“O”
Out of area
“Q”
Record no longer live in VOA/PAF systems
“S”
Split Objects
“U”
Object sub-divisions cannot be linked
“V”
Site visit required
“X”
Object does not exist
“Z”
Large user and non-geographic postcode records
“K” – Insufficient information provided (PAF only)
Use this outcome key if no surveyed coordinates are provided for a PAF record and if the Authority Address Custodian is unable to locate the Object described. This record is removed from the statistics used to calculate linked rates until such time as coordinates for that property are allocated by Ordnance Survey.
“I” – Not a Priority Object (Priority Objects only)
If the source data Classification is incorrect but the link between the source data Object and the UPRN is correct then outcome key “I” is used. This outcome key cannot be used for VOA and PAF linking.
“O” – Out of area
Use this outcome key if a record is assigned the incorrect LAID by GeoPlace. Do not link UPRNs to these records when returning the file. Any records assigned an outcome key of “O” will be investigated by GeoPlace and forwarded to the appropriate SNN Authority.
“Q” – Record no longer live in the VOA or PAF systems
Use this outcome key if a record is no longer “live” in the VOA or PAF data. These records will be suppressed in the next calendar month’s export and removed from the statistics used to calculate linked rates. GeoPlace now receive calendar monthly update files from both the VOA and Royal Mail and any records flagged with an outcome key of “Q” will be checked periodically. If they still exist in the original source data after a six calendar month period they will be re-included in the next release of data to be linked. These will be identified in the unlinked filed, grouped together above the record with an outcome key of “V”.
“S” – Split Objects
Use this outcome key if it is possible to link more than one UPRN to one PAF/VOA record, that is, the sub divisions shown in the LLPG are correct and the merged VOA/PAF record is incorrect. Do not link UPRNs to these records.
“U” – Object sub-divisions cannot be linked
Use this outcome key in the following scenarios. GeoPlace will collect and collate all of the records marked with a “U”, together with those marked with “Q” or “X”, GeoPlace will analyse the results and determine the common themes and then discuss these themes and possibly individual cases with the Authority Address Custodian. Any record marked with “U” will be removed from the statistics used to calculate linked rates.
If an Addressable Object is not sub-divided in the LLPG, that is, the creation of sub-divisions is considered inappropriate by the Authority Address Custodian working in accordance with the current DEC-Addresses and if the VOA or PAF data indicates a number of sub-divisions within the Addressable Object identified. For example by different organisation names.
- If an Addressable Object is sub-divided in the LLPG based on physical structure or VOA derived intelligence and a number of PAF records related to the Addressable Object exist and there is no clear relationship between the PAF and LLPG sub-divisions. For example, five flats behind a single front door are represented in the LLPG by a parent shell and five child BLPUs, “Flat 1”, “Flat 2”….”Flat 5” but are shown in PAF as two records, based on the existence of two letterboxes, representing “Flats 1-3” and “Flats 4 and 5”.
“V” – Site visit required
Use this outcome key if a record needs more work before a decision can be made. If PAF/VOA records are flagged with an outcome key of “V” GeoPlace will record the fact that they are being investigated by the Authority Address Custodian. The records will continue to be included in the unlinked file in subsequent calendar months, grouped together at the top of the file.
“X” – Object does not exist
Use this outcome key only against a record for a real world Addressable Object that does not physically exist. Do not use this outcome key in the following cases:
- If the organisation is no longer occupying the Addressable Object.
- If the Authority Address Custodian is unable to link the record to a BLPU this calendar month.
- If the Addressable Object is under construction.
“Z” – Large user and non-geographic postcode records
Use this outcome key in the following scenarios and do not enter them into the LLPG. It is unlikely that these postcode specific records will be sent out, having been identified and excluded by GeoPlace. Do not use this outcome key for subdivisions of buildings, for example flats/rooms/suites/offices/units.
- Large User Postcodes: A large user postcode is defined by Royal Mail as an address that generates at least 1000 items of mail a day at the nearest sorting office – see page 8 - http://www.royalmail.com/sites/default/files/docs/pdf/programmers_guide_edition_7_v5.pdf (accessed February 2016). Organisations who meet this criteria can be allocated a number of unique postcodes to ensure that mail to an individual address is correctly segregated, for example a local authority may request that Royal Mail set up records for all of the Wards within their area referenced to the Town Hall.
- Non Geographic Postcodes: in some areas demand for postcodes has outstripped the availability of postcode combinations. Therefore non-geographic postcodes are allocated to the few large organisations which receive such high volumes of mail that they need to be extracted at the outward sorting stage, bagged and sent separately. For example, Girobank's headquarters in Bootle uses the non-geographic postcode GIR 0AA. Other prominent users include DWP and HM Revenue and Customs.
Table 15.2 - Validation checks
“C”
Records that have been linked to a UPRN that cannot be found in GeoHub.
The files are checked against GeoHub that is generated overnight – these records are automatically re-checked at the end of every calendar month.
“D”
Records that have been linked to a BLPU where the Classification has been flagged as a possible clash.
For example, a Council Tax record linked to a UPRN that has a commercial Classification.
“E”
Records returned with an outcome key of “V” and a UPRN.
Records may have an outcome key or a UPRN, but not both.
“F”
Records returned with an outcome key of “U” and a UPRN.
As above.
“G”
Records returned with an outcome key of “Z” and a UPRN.
As above.
“H”
Records returned with an outcome key of “Q” and a UPRN.
As above.
“J”
Records returned with an outcome key of “X” and a UPRN.
As above.
“K”
Records returned with an outcome key of “S” and a UPRN.
As above.
“L”
Records returned with an outcome key of “O” and a UPRN.
Records may have an outcome key or a UPRN, but not both
“M”
UPRNs used more than once in the file.
“N”
Records returned with an outcome key of “K” and a UPRN.
Records may have an outcome key or a UPRN, but not both.
“P”
Use of outcome key “K” where the record has “Surveyed, Final” coordinates.
Outcome key K may only be used where the coordinates in the file have not been surveyed.
“Q”
Use of outcome key “K” for a VOA record
Outcome key K may only be used for PAF records.