ePlanning Standards

File Sizes

Standard 1: Any online planning application submission system should define the total maximum application size (i.e. the sum of all files that make up a planning application) that it is able to process online. The recommended maximum application size is up to 25 megabytes.
Standard 2: Supporting documents of planning applications exceeding 25 megabytes should be submitted offline using CD/DVD. The number of copies submitted will be agreed in discussion between the applicant and planning authority, the minimum being in quadruplicate.
Standard 3: The Authority should define the maximum size of a single electronic file. This applies to documents submitted online or on CD. The recommended file size is up to 5 megabytes.

Standard 4: Electronic documents should be presented in a common format to ensure they are accessible to consultees. The preferred file format for online presentation on a Planning Authority website is pdf.

Standard 5: PDF is the recommended file format for all drawings, however, JPEG, TIFF, GIF or BMP are also permissible.
Standard 6: On Planning Authority agreement, DWF, DWG, PLT and DXF drawing layer files are also permissible, however, in all cases, shall be accompanied by a PDF (preferred), TIFF, JPEG, GIF or BMP copy.
Standard 7: All drawings should be saved in single layers.
Standard 8: All drawings should specify the printing page size for which the scale applies and the relevant scale. The preferred size for drawings is A3, however, in all cases, the scale should be appropriate to purpose of the drawing.
Standard 9: All drawings and scanned documents should be correctly oriented for on-screen display.
Standard 10: All drawings should include a scale bar and key measurements.

Standard 11: Scanned documents must be a minimum of 200 dots per inch (dpi) resolution for black and white and 100 dpi for colour.
Standard 12: PDF is the recommended file format for all scanned images, however, JPEG, TIFF, GIF or BMP are also permissible.

Standard 13: PDF is the recommended file format for all photographs; however, JPEG, TIFF, GIF or BMP are also permissible.
Standard 14: The preferred size for all photographs submitted should be no larger than 15cm x 10cm, however, in all cases, size should be appropriate to purpose of the photograph.

Standard 15: All drawing files should be named in accordance with the Architecture, Engineering and Construction (AEC) UK’s naming conventions – ‘The AEC UK CAD Standard for Model File Naming v1.1’.
Standard 16: All additional supporting documentation should be named using Plain English e.g. Artists impression before.pdf. Guidance can be found at http://www.plainenglish.co.uk/free-guides.html
Standard 17: File extensions should conform to standard three letter naming conventions and should describe the actual digital format of the digital asset, e.g. PDF
Standard 18: Whenever a new version of a file is created in the back office, it should be also be made available online, with a sequential version number and the date the version was created.

Standard 19: The Authority should ensure that, when scanning hardcopy applications, all data from the application form is captured and saved accurately into the casework system/Document Management System (DMS).

Standard 20: The Authority should ensure that applications and associated documents received electronically (via the Scottish Planning Online website, or from their own website) are captured and saved accurately into their casework system/DMS.
Standard 21: The Authority should ensure accurate referencing, storage and indexing of electronic application documents stored in the DMS.
Standard 22: Individual physical files/items (e.g. samples of materials) should be stored offline in the Authority’s physical filing system, and should be referenced in the DMS.
Standard 23: Post processing that fundamentally alters the original document should not be used on any electronic document.

Standard 24: Individual planning applications and application documents held within Planning Authority websites should be accessible directly through a fully qualified URL (e.g. http://www.authority.gov.uk/planning/register/20070342). 'Planning' should be included in any A-Z search facility.
Standard 25: Planning Authorities will ensure any data placed online is accurate, easily understood and meets the requirements of the Data Protection Act. See Guidance developed by the Scottish Government (to be defined).