Short-term lets: data collection specification

File format and transmission

File format and sample data

Data should be sent in XML format.

The XSD schema and sample data is available at the end of the document.

The XML schema should adopt a flat record format (one full record per application).This will result in multiple records for individual properties where multiple applications are present in the public register (for instance where an application for renewal has been received while the existing licence is still valid). In such instances, analysis by Unique Property Reference Number (UPRN) and property address will generate information on all applications associated with each individual property for analytical purposes.

In the event of unsuccessful applications and revoked licences, it is important to capture the reason(s) why applications were not granted.

File Transmission

After the end of each quarter local authorities should submit an XML file of their data to the Scottish Government. Data transmission will be via the Scottish Government’s ProcXed data system. Further information will be provided in time for local authorities to upload their data.

Rules for sending data

Cases should be submitted in batches four times a year.

Local authorities should send the current contents of their public register, as specified in this document. This should include all currently granted licences, as well as all applications pending determination, along with  applications in the last 12 months that have been rejected, refused, revoked, lapsed, suspended or withdrawn.

This ‘in the last 12’ months approach is to ensure that we receive all the required information on the records being removed for legitimate reasons over recent quarters.  However after this time frame, records that have been refused, revoked, withdrawn, lapsed etc over 12 months previously can be safely removed from the data provided.

Authorities are not required to send through data for invalid applications until all the necessary information has been provided by the applicant and the application is considered valid. However authorities can if they wish send through records for invalid applications, especially if most of the data fields relating to the data specification have been completed.

Specification of the Short Term Lets Licence Variables and Validations

The following sections describe each of the variables to be exported, the possible responses to the questions to which they relate, the values associated with the responses and any validation checks required.