recording issues across the states, are we more different than similar? focusing on oh, wv, pa, tx,...
DESCRIPTION
Recorder’s Rules and Procedures Large Crowds Resulting in Record Room Rules – Capacity Limit – Time Quota – Sign-up sheets – Line – Company Team Size Limitations Know the rules and procedures before arrival – Arrive late and you may not get accessTRANSCRIPT
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Recording Issues Across the States, Are We More Different than
Similar?Focusing on OH, WV, PA, TX,
OK, ND, and CO
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History of Recording
Livery of Seisin
Turf and Twig Ceremony
Importance of Recording
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Recorder’s Rules and Procedures
• Large Crowds Resulting in Record Room Rules – Capacity Limit– Time Quota– Sign-up sheets– Line– Company Team Size Limitations
• Know the rules and procedures before arrival– Arrive late and you may not get access
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Examples• Capacity Limits and Time Quotas :
– Tyler County, West Virginia– Doddridge County, West Virginia– Nobel County, Ohio
• Sign-up sheets:– Doddridge County, West Virginia
• Lines:– Tyler County, West Virginia– Noble County, Ohio
• Company limitations:– Greene County, Pennsylvania
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Horror Stories• Fights among abstractors and threats
to the staff– Increased security presence
• Tyler County Camping
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Tips For Success• Know the rules and procedures of the
Clerk– Prepare and plan before arriving
• Be polite and courteous to everyone in the Clerk’s Office
• Avoid bribery and corrupt practices– Giving of anything that could result in the
clerk’s extending extra benefits or anything that may reasonably be regarded as such
– Applies to any tangible or intangible benefit– In WV it can be a 1-10 year Felony and for a
corporation$50,000 in fines
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Using the Records
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Pregame Record Room Questions
• Is everything in one room?• Where is each type of document indexed?• Is there anything that is not indexed?• Books, computers or both?• Where are the landbooks?• Where is the Daily Fee Index?
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Indexing
• Indices May Vary By County:– Russell Index (1838-1920) and Family Name
Index (1920-Present)– Paper indices use Russell Index and
computers use Family Name Index. – Completely paperless with three different
computer systems for three time periods with different search features.
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Indexing Cont.
• Daily Fee • Name variations:
– “St. Clair” could be StClair, St. Claire, etc.• Church and School Indexing:
– United Methodist Church• Is it indexed under C, U, M or under the
individual church trustee’s name?– Grant District Board of Education (Harrison
County)• Is it indexed under G, B, S or H?
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Horror Stories
• You can only access the landbooks during a two hour time frame on Fridays or by appointment.
• You can only access the Chancery Books every Monday from 12-2
• Lis Pendens are in the “Articles of Incorporation Book 3”
• Attorney who falsely recorded deeds made in favor of family members after a courthouse fire
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Tips for Success
• Always get to know your surroundings and the nuisances of a county
• Check for notices or other information posted in the Record Room
• Ask colleagues what to expect• Request a brief tour from a Deputy Clerk• Develop good relationships with staff and
other abstractors!
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Recording Documents
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Clerk’s Rules
• Many County Clerk’s have unique specifications (not uniform throughout state)– Document margins– Paper type used– How many documents a company can
record per day – How many leases can be included in each
assignment
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Clerk’s Rules
• Some Clerk’s will let you pay a penalty to record
• Recording fees are not consistent– Fees can vary based on page, document,
and document type (i.e. assignment, deed, will, etc.)
• Bottom line: Clerk’s have the final say as to whether they will record a document or not
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Horror Stories
• Multiple attempts to record the same document
• Recording of affidavits and out of state wills
• Requesting a copy of a title opinion • Requiring a signature on a document that
by statute did not require a signature• Seeking advice from a local attorney
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• Know the rules and requirements before you attempt to record:– Fees and accepted payments– Requirements for margins and paper type– Limitations on daily recording
• Seek advice from a colleague that has recorded in that county
• Be patient and courteous with the Clerk throughout the process– Do not burn bridges
Tips for Success
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The Recording Acts
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Let’s Start in the Beginning
Colonel Edwin Drake (on right) in front of a wooden oil derrick
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Basic Info
• Race – Notice State• Recorder’s Office• Grantor/Grantee Index• Metes and Bounds Descriptions• Other offices: Prothonotary, others• Special Recording Requirements
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Document Guidelines
• Paper size – 8½ x 11 or 8½ x 14• White or manila paper• Minimum font size – 10 point• Must be TYPED in BLACK ink• Minimum 1 inch margin for deeds• Documents with tape, glue, staples,
correctional fluid, or highlighted areas will not be accepted
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Birthplace of “Big Oil”
John D. Rockefeller
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Basic Info
• Race – Notice State• Recorder’s Office• Grantor/Grantee index in most counties• Section, Range, Township and Metes
and Bounds• Other Offices:
Engineer, Auditor, Clerk of Court• Special Document Guidelines
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Document Guidelines• Minimum font size – 10 point• Minimum paper size – 8½ x 11, Maximum
paper size – 8½ x 14• Black or Blue ink ONLY• No use of highlighting• Margins of 1 inch on each side of
the page and on the bottom• 3 inch margin on the top of the
first page, reserved for recorder, auditor & engineer
• 1½ inch margin on the top of each of the remaining pages
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King Coal
Long Wall Mining
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Basic Info
• Notice State• County Clerk’s Office• Grantor-Grantee
Index• No Specific
Document Guidelines Found
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TEXAS
Anthony Francis Lucas & Lucas Gusher at Spindletop
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Basic Info
• Notice State• Clerk & Recorder’s Office• Grantor-Grantee Index• Special Document Guidelines
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Document Guidelines
• Minimum font size – 8 point• Maximum paper size – 8 ½ x 14• Be of quality that printing, typing, or
handwriting on it will not smear or bleed through
• Identifying by clear heading at thetop of the first page
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More Guidelines
• Names typed or printed under signatures
• Riders comply with size, weight, type size
• Only 1 Rider may be attached per page
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Sooner is better than later
Glenn Pool
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Basic Info
• Notice State • County Clerk’s Office• Tract Index• Must describe the property
by its specific legal description (addition, block & lot, section, township, range, and metes & bounds if necessary)
• Special Document Guidelines
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Document Guidelines
• 1 inch margin at the top • ½ inch for all other margins
(3 inch top margin is ideal)• Maximum paper size – 8 ½ x 14• Must have blank area for affixation of
documentary stamps, certification of the payment of mortgage tax, and recording information
• Dark ink ONLY
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Looking for a Career Change?
$15/hr to serve tacos - $25/hr to wait tables - $80K/yr to drive a truck
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Basic Info
• Race-Notice State• Recorder’s Office• Tract Index• Legal description must be
considered adequate by recorder• Special Document Guidelines
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Document Guidelines
• A blank space of at least 4 x 3½ inch must be left on the first or last page
• Maximum paper size – 8 ½ x 14
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Tweeting Used to Save Lives
Coal Miner’s Canary
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Basic Info
• Race-Notice State• Clerk & Recorder’s Office• Grantor-Grantee Index• Special Document Guidelines
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Document Guidelines
• At least 1 inch margin on the top and bottom of the page
• At least ½ inch margin on each side of the page
• Deeds - mailing address for Grantee• Return address for original document• Documents do not need to be
acknowledged
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Electronic Recording
• Processed through certain vendors – fill out template and attach document
• Reduces processing time, saves costs in postage & shipping, results in fewer rejections and quicker corrections
• Fees are automatically calculated and payable online
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Tim McKeenMemberSteptoe & Johnson PLLC(304) [email protected]
Diana PrulhiereAssociateSteptoe & Johnson PLLC(303) [email protected]