Current through Register Vol. 56, No. 6, March 18, 2024
(a) Use of electronic synopsis. Effective May 1, 2017, or as implemented by individual county recorders prior to that date, electronic documents and electronic document packages may include an electronic synopsis that is consistent with this section.
1. The following data fields shall constitute an electronic synopsis and shall meet PRIA attribute and technical standards. The data fields shall state:
i. The nature of the document;
ii. The date of the document;
iii. The names of the parties to the document and any other names by which the document is to be indexed;
iv. If the document is a deed conveying title to real property:
(1) The lot and block number or other real property tax designation of the real property conveyed or a statement that the information is not available;
(2) The consideration for the conveyance; and
(3) The mailing address of the grantee; and
v. If the document is an assignment, release, or satisfaction of a mortgage or an agreement respecting a mortgage, it states the book and page number or the document identifying number of the mortgage to which it relates if the mortgage has been given such a number.
(b) Standards and use of image submissions without electronic synopsis. Effective May 1, 2017, or as implemented by individual county recorders prior to that date, document images without electronic synopses that are submitted to the county recorder may include an image of a cover sheet that is consistent with (c) below.
(c) Standards and use of printed cover sheets. The Division shall issue a common schematic format that shall serve as the basis for cover sheets. The format shall include the following elements that shall be used by individual county recorders in preparing individual cover sheets for their office.
1. The following data fields shall be included in a printed cover sheet:
i. The nature of the document;
ii. The date of the document;
iii. The names of the parties to the document and any other names by which the document is to be indexed;
iv. If the document is a deed conveying title to real property:
(1) The lot and block number or other real property tax designation of the real property conveyed or a statement that the information is not available;
(2) The consideration for the conveyance; and
(3) The mailing address of the grantee; and
v. If the document is an assignment, release, or satisfaction of a mortgage or an agreement respecting a mortgage, it states the book and page number or the document identifying number of the mortgage to which it relates if the mortgage has been given such a number.
2. Each county recorder shall adopt a form of cover sheet based on the Division-adopted schematic that is formatted to meet the needs of recordation procedures established by each county recorder and that is compliant with this subsection.
Each county recorder shall obtain validation from the Division of its compliance with this section. Once validated, each county recorder shall post each on their website and shall provide the web address of each item to the Division to post on the Division's website.
3. The cover sheet shall be treated as part of the submitted document and the appropriate fee, based on the page-based display, shall be calculated as part of the transaction.
