Recording Standards & FAQ

National Standards for Document Formatting

1. CleanWhite 20 pound paper without any watermarks. (Neither sheer copy nor onionskin is Suitable).

2. Clean typewriter or printer with ribbon in GOOD condition which will produce sharp, clear BLACK print in a minimum of 10 point Times New Roman font.

3. Signatures executed in dark BLACK ink. Dark Blue ink may be accepted.

4. Seals impressed firmly and clearly. Justice & Notary expirations printed clearly in BLACK ink.
Name of Justice Must be printed legibly or typed under signature.

5. ORIGINAL DOCUMENTS with ORIGINAL SIGNATURES ONLY, NO Machine or carbon copies, NO Fax copies or Copies of fax documents allowed. A certified copy MAY be accepted at the Register's discretion, when the original document is on record in another governmental office.

6. FIRST PAGE TOP MARGIN OF THREE INCHES to allow space for docket markings. ALL OTHER MARGINS Must be a MINIMUM of ONE INCH to allow for complete capture of all information within the parameters of either letter or legal size paper.

7. No foreign objects attached or glued to pages. No continuous forms or bound sheets. Do not use colored markers to highlight text. Stamps and seals should not cover or overlap pertinent information. It is usually better to add a new page, referring to "See Exhibit A' or See attachment".

8. Paper size not to exceed legal size of 8 ½ x 14, letter size paper of 8 ½ x 11 preferred, but not required.

9. Reduced print is Not Acceptable. These are reduced even further when microfilmed. Font size no smaller than 10 point size in Times New Roman.

Indexing Procedures

1. PARTIAL DISCHARGES OF MORTGAGES INDEXED: From 1823 to Jan. 12, 1973, Partial Discharges were marginal only.
Also check for partial discharges under the following:
• Grantor-Lender
• Grantee-Borrower
After Jan. 12,1973, the Borrower is listed as a Grantor and the partial discharges were recorded.

2. FULL DISCHARGES INDEXED: Same as #1 above, Note: Discharges and Partial Releases were Not recorded until 1973,they were noted as marginal reference only on original mortgage.

3. ASSIGNMENTS OF MORTGAGES INDEXED:
From 1823 to 1973, Same as 1 & 2 above.
From 1973 to present:
• Grantor-Assignor
• Grantee-Assignee
• Grantor-Borrower

4. PARTIAL RELEASE OF ATTACHMENTS INDEXED:
From 1823 to 1973, Same as 1,2 & 3 above.
From 1973 to present
Grantor-Defendant

5. FULL DISCHARGE OF ATTACHMENT INDEXED: 1823 To 1973, Same as 1-4, above.
From 1973 to present
Grantor-Defendant

6. PARTIAL RELEASES OF MORTGAGES ATTACHED TO A DEED:
Depending on time frame, these may or may not be indexed. After approximately 1996, any Partial Releases attached or incorporated within the body of a deed were typically Not indexed.

7. FULL DISCHARGES ATTACHED TO A DEED:
Same as #6 above.

8. PARTIAL RELEASES ATTACHED TO A DEED:
Same as #6 & 7 above.

9. FULL DISCHARGES OF ATTACHMENT ATTACHED TO DEED:
Grantor-Town and Taxpayer

10. TAX NOTICES INDEXED:
Grantor-Town and Taxpayer
Grantee- -

11. TAX SALES/TAX LIENS INDEXED:
Grantor-Town and Taxpayer
Grantee-Town/City

12. TAX RELEASES INDEXED:
Grantor-Taxpayer

13. FEDERAL TAX LIENS INDEXED:
Grantor-Delinquent Taxpayer
Grantee-United States
Note: No separate book maintained for tax liens, in regular Grantor and Grantee index.

14. FEDERAL TAX LIEN RELEASES INDEXED:
Grantor-Taxpayer

15. PARTIAL RELEASES OF FEDERAL TAX LIENS INDEXED:
Grantor-Delinquent Taxpayer

16. TRUST AND TRUSTEES AS GRANTORS INDEXED:
Grantor-Trust name and Trustees

17. TRUST AND TRUSTEES AS GRANTEES INDEXED:
When establishing a trust, the trust is the Grantor to the Trustee as Grantee.

18. PLANS INDEXED:
All Plans from 1823 to present are computerized. The index is listed by name of plan, owner of land, development and for plans recorded after 1988, listings may include abutter, street names and other pertinent information found on the plan.

19. COMPANY & ASSOCIATION, TOWNS, ETC:
A project of standardizing of the indexes to eliminate abbreviations that were used throughout the years was completed on March 24, 2005. If you have a question as to how a Company name or Association name would be indexed, please ask.

20. DATE IN INDEX REFLECTS:
Date of Recording

21. PROBATE RECORDS:
Death Certificates and Notices of Death records, will be found under the deceased as a Grantor.
If a Deed contains reference to an estate that is pertinent to the transaction, the estate will be listed in the Grantor index.

22. CONDOMINIUM REGISTRATIONS:
Grantor-Name of Development and Owner

23. ANY GAPS IN OUR RECORDS?:
None

24. ABBREVIATIONS:
Standard abbreviations were eliminated on March 24, 2005. Abbreviations are only used if that is how the word is shown on the document or if there is insufficient room for a complete listing of the name.

25. AGREEMENTS:
Grantor & Grantee

26. AFFIDAVITS INDEXED:
Grantor-All parties named in document

27. COURT DECREES:
Grantor & Grantee for parties involved, depending on who gets what, also and entry for the Court involved as a Grantor.

28. COMPUTER PROGRAM ENHANCED:
Numerous updates are being made to the computer system and programs on a regular basis. If you have any questions regarding what our indexing or our imaging system can do, please ask.

29. VOLUNTARY MERGERS INDEXED:
Grantor-All parties

30. FORECLOSURES INDEXED:
These are listed as the foreclosure part of the document:
• Grantor-Owner(s) being Foreclosed
• Grantee-Bank/Person foreclosing
These are listed as the Deed part of the Foreclosure:
• Grantor-Bank/Person Foreclosing
• Grantee-Person buying at foreclosure

31. HYPHENATED NAMES INDEXED:
Grantor & Grantee as Required with name before and after Hyphen appearing in Surname.

32. SUCCESSOR TRUSTEE INDEXED:
Grantor only if done as a separate document.
Not indexed if part of another document.

33. CERTIFICATE OF TRUST IN BODY OF DEED:
Depending on time frame, these may or may not be indexed prior to 1997. After 1997, they are not indexed unless they are a separate document.

34. MANAGING MEMBER OF LLC INDEXED:
Members are typically not indexed.
Partners or General Partners would be indexed.

35. ST. PIERRE OR STPIERRE INDEXED:
The standard practice in indexing names such as these is to index them as they appear, with or without spaces, periods are not used in indexing. You should also check under the full spelling of Saint, Mount and any other names that have abbreviations that could be spelled out.