Property Information

Information held by Estates Services (much of it within the department’s Planon database) includes:

  • University approved building names and unique building numbers
  • Location data and registered addresses
  • Ownership (including summaries of lease information, Land Registry entries and boundaries)
  • Repairs and other liabilities
  • Building area information
  • Drawings
  • Photographs
  • Planning records (including listed building information)
  • Record information of design and construction
  • Insurance replacement values
  • Business rates and valuation details
  • Construction and functional details

Historic data is also held by the University Archivist and the Information Management team works closely with the archivist to provide historic information and access original property deeds etc.

Regions and sites

The University estate is notionally divided into 11 regions for data recording purposes. These regions are further divided into sites for recording and management purposes by geographical location and functional activity. All properties across the University estates have been assigned to a site and a region and this categorisation provides the basis of groupings for managing and reporting estate information. Site and regional boundaries do not represent ownership boundaries. 

Building numbers

The building number is the primary reference given to a University property and provides unique and consistent identification of each building for use in project references, to prefix space references, for asset tagging, and for cataloguing documents.

The Information Management team has exclusive responsibility for assigning building numbers for both new builds and acquisitions. Disposed and demolished properties retain their numbers and retired numbers are not reused.

Building names

Changes to existing building names or assignment of a new building name are managed by the team and usually require the approval of the Buildings and Estates Sub Committee (BESC).

Contact the team to request a new/changed building name.

Street addresses

The Information Management team is responsible for checking and updating registered street addresses and submitting requests for changed or new addresses to the relevant local authority (these are also held by the emergency services).  

It is important to note that postal addresses, as filed with Royal Mail, reflect the current occupier(s) and may differ from the registered address.  Changes to a registered street address are managed by the local authority, which will effect a change in the postal address as part of the process.  However, updating an address with Royal Mail will not affect the registered address.

Contact the team for advice on street address changes.

Site wide infrastructure records

These Master Services drawings record the external infrastructure services and data ducts serving the University estate, including high voltage, low voltage, street lighting, water, gas, heating mains, foul water, surface water, and the data duct network.

As well as adding information from live projects, the team works closely with IT Services and with utilities providers to ensure that all street works in and around the City are monitored and any alterations to service runs are captured.  The team also responds to enquiries from utilities providers and the general public regarding the location of apparatus and plant. 

Contact the team if you have a highways enquiry or receive a request from outside the University.

Highways plans and enquiries

The team holds copies of highways plans for key areas of the City (such as Frideswide Square, Broad Street, Radcliffe Square and St Giles) and other key documents such as copies of adoption agreements.

This enables the team to carry out checks of highways plans and confirm highways responsibilities with the County Council on request, providing detailed extracts or requesting official plans as required. 

Contact the team if you have a highways enquiry or receive a request from outside the University.

Ownership and boundary checks

Ownership information for University properties includes Land Registry entries for registered land and deeds for unregistered properties and leases. The team carries out Land Registry checks on a regular basis to ensure that documents are kept up to date, particularly on larger sites where development is ongoing. It can also undertake other searches, for example, checking adjacent ownerships or investigating whether there are public footpaths and other rights of way running across a property. 

Property records

The team is responsible for the cataloguing and storage/archiving of all property information, (including architectural, structural and new build project records) observing both statutory limits and specific procedures agreed with the Legal Services Office and with the University Archives. A project is underway to standardize records, for easier filtering and searching.  

Planning records

The team retains comprehensive data on all planning submissions made by the University since 1976 and updates planning records on a weekly basis, including compliance with conditions, variations and amendments.

Estates Services’ planning records exceed the information provided on the Oxford City Council website; there is also considerable variation in the amount of historical planning information available from other local authorities.

The team also holds a list (produced by Oxford City Council) of all applications thought to have been submitted by the University since 1948, as well as some limited information on older applications.

Contract records

The team retains all building contract records (for slightly longer than the statutory minimum, as agreed with Legal Services) and maintains the contracts database.