estern Un FFR 28 COMPILATION OF PROPERTY IDENTIFICATION MAPS Suggestions on Techniques for the Preparation of Property Maps, Assignment of Property Identification Numbers, and Cross Indexing to an Ownership Card File Research, Statistical, and Survey Project Circular No. 1 WORKS PROGRESS ADMINISTRATION W. P. A. Technical Series January 31, 1938 Division of Social Research Washington, D. C. 12648 ■£^Wv NORTHWESTERN UNIVERSITY LIBRARY 12648 TABLE OF CONTENTS Page FOEEUOED iii EFJ3Fi.CE iv OBJECTIVES AND USES 1 PROCEDURE 4 Preparing the "^ase Map 4 Selecting the Scale Formulating the Numbering System 11 Listing Froperty Descriptions 14 T rafting the Map 16 Preparing the Index 18 EESPIEQ THE MAP AND INDEX UP TO DATE 19 SPONSOR 20 PEESCTEEL 21 MATERIALS AND EQUIPMENT 22 APPENDIX 24 The United States Public Land States .... 24 Selected Bibliography 27 Sample Property Map 28 Sample Index Card 29 12648 iii FOREWORD Sponsors have indicated particular interest in white collar projects which provide professional and clerical aid to local governmental units. Requests for information concerning methods of operating certain of these projects have led to the preparation of a. scries of circulars covering suggested techniques. It is hoped that this circular will he a guide which will assist in securing competent technical supervision and suc¬ cessful operation of white-collar projects contemplating the prepa¬ ration of property identification maps. The procedure suggested herein is not mandatory. Local conditions and legal requirements may necessitate some changes. It has "boon demonstrated, however, that the procedure outlined in this circular is adequate to accomplish the objective of the proj¬ ect,. The procedures contained herein have to do entirely with the technique of project operation, and nothing in this circular is to he construed to affect or modify in any way administrative pro¬ cedures of the Works Progress Administration, 1?648 iv PREFACE This circular is a brief outline of the procedure needed for the operation of a project covering the preparation of property identification or tax maps. It sets forth only in general terms the successive phases through which the project will pass in its operation. Hence, its chief purpose is to stimulate interest and to give immediate general assistance to sponsors and Works Progress Administration officials in the formulation of projects of this type. In releasing this circular it is assumed that the project will be supervised by a person who is technically quali¬ fied to work out the details of the procedure and to determine the specific functions which each project worker will perform. The material in this circular has been prepared in the Eivision of Social Research. The procedure outlined is recommended by the Eivision of Women's and Professional Projects as a guide in the operation of this type of research, statistical, and. survey project. XbO'ib - 1 - OBJECTIVES AND USES This procedure is designed, as a guide for the preparation of simple outline maps which will show the location and area covered by every parcel of property in a community. It covers also the construction of an indexing system for the quick location of properties and an easy cross-reference to an index of ownership. A map of this nature meets the requirements for a tax map^ and is generally recognized as a primary requisite to the effective assessment of real estate. It serves as a check to assure that all properties are accounted for and are correct as to size; it assists in the elimination of double and duplicate assessment; it, in general, lessens the possibility of error in the compilation of the tax roll, particularly in the matter of property descriptions. Efficient operation of a modern assessment office requires the use cf a number of other- maps shewing data on different subjects and designed for specific purposes. Although the procedure presented in this circular does not contemplate the collection and presentation of these other data, it is intended that the man will be in such form that it can be used as a base on which other information may be shown. It may serve as the basis for the compilation of a valuation map on which are noted. 1 / The term "tax map" has been defined as "a ma.p drawn to scale and de¬ lineated for lot lines or property lines or both, with dimensions or areas and identifying numbers, letters, or names for all delineated lots or parcels." National Association of Assessing Officers, Com¬ mittees on Assessment Terminology, Assessment Terminology, Chicago, 1937. -o. 21. - 2 - the values ascribed to land units, such as front foot, square feet, or ceres. On it may be outlined the boundaries of tax districts or the location of public utilities, types of roads, zoned areas, and the re¬ strictions on land use in each such area, schools, churches, and other coi.irrj.nity factors affecting base valuation rates. It may also serve as the base map on which are graphically presented various tyres of information pertinent to assessment, such as location and character of buildings, topography, types of soil, and acreage devoted to various uses. In addition to these uses a map showing property boundaries serves as a very usable base for the presentation of certain data for analytical and administrative purposes, such as assessed valuation, comparative value of land and improvements, assessment ratio, type of ownership, tax delinquency, etc. In addition to its uses in assessment work such a man is of value to a great number of other public agencies and officials. It ma.3 be sod by the planning board and the agricultural agencies devoted to the development of land use planning programs as a basis for the graphi portrayal of many different types cf pertinent information. It may ale be of use to agencies, such as the Housing Authority, Highway Departmen Department of Education or Superintendent of Schools, Health Department and Hater Department. With the establishment of a system of numbering each parcel c property as proposed, in this circular it becomes much easier to i dent if properties. In some States when there h& s been recorded, a map showing property boundary linos together with a list showing the deed dcscriptd under which the properties are held, each property being1 assigned a number on both the list and map, the identification number constitutes s. legal description for the purpose of assessment. The adoption of such u system, because of the use of shorter descriptions, lessens the possibility of error and saves considerable time in the preparation of property list? for the tax roll or other purposes. Furthermore, it pronely facilitates the use of mechanical aids in the preparation of such lists. The system of identification also provides the basis for the preparation of an index of mortgages, deeds, and other recorded instruments by location. Many county and municipal agencies maintain records pertaining to some feature of real estate or collect data which are identified by reference to property location. It is important that all of these agencies should adopt the same system of property identif i cat ion. and that they should all use the same basis for the presentation of infor¬ mation so that data obtained from various sources may be comparable. JL i.<+ : - 4 - PROCEDURE In the consideration of a project of this nature e.r. investiga lion should he made to determine if there are any statutory provisions or rules and regulations prescribed by the State Tax Commission or similar authority which would necessitate departure from the technique auggosted herein. Preparing the Rase Map. The first step in the compile!ion of naps is to secure a base map of the area to be covered. Such a map, for the purpose of this project, should show roads, highways, streets, s+r 'a.ms, waterways, railroads, and the boundaries of all political sub¬ divisions. This map should be reasonably accurate and. up to date and on such a scale than it is capable of enlargement to the scale desired far the final map without undue distortion or loss in .accuracy. If the area has been placed on a system of coordinates and. if there has been completed an actual survey, this survey should be used 2 1 to serve as the ba.se man for the work of this project.—' In the aosence of such a survey the best maps for use in the Public Land States would probably be the township plats prepared in the course of the survey 2/ Federal, State, and local survey and mapping bodies are engaged in the work of establishment and refinement of horizontal and vertical control survey and the development of systems of coordinates on a State-wide basis tied in with the basic control survey. Private su veyors are tying their surveys into the system. Although this work is progressing relatively rapidly, it will still be a long time bef it is completed. Recognizing that the degree of accuracy with whic ■property maps can be compiled is dependent on the duality of the ba naps which are now available, the -procedure outlined herein has hoe found to be as practicable as existing conditions will permit and w result in naps which will mept an immediate r.eed. For the techniqu xor conducting basic control surveys, refer to Technical Procedure Citv Surveys, Manuals of Engineering Practice, No. 10, American 1264 S - 5 - directed "by the United States General L^nd Office. In addition to showing the features mentioned above, these plats will show the divi¬ sion of the township into sections and. the dimensions and area of irregular sections and parts thereof. In the older States where this survey has "been practically completed conies of these plats may he secured, from the office of the State government with which they have oeen deposited. In some of these States the County Surveyor or Engi¬ neer also may have received copies . In the States in which the survey is still in progress copies for completed areas may "be secured, from 3 / the United States Public Survey Office.—' The township plats prepared in this survey are on sheets 19 "by 24 inches and are usually to a scale of 2 inches to the mile. It will he found that some of the plots will not be entirely satisfactory because they are out of date and also because some of the earlier surveys were inaccurate. In those States which are not included in the United States Public Land System and in States which are a part of this system but for -which acceptable township plats are not available, it may be feasible to use topographic maps developed by the United States Geo¬ logical Survey. These maps show contours at various intervals, bodies of vroter, roads and railroads, boundaries of political subdivisions, survey monuments, and bench marks, and they may be obtained from the Director of the Geological Survey, Uashingtcn, D. C. 3/ A list of the Public Land States with the status of the survey in e^ch and the location of the original records is in the aupendix to this circular. 7/hile the United States Public Land Survey and the Geological Survey constitute the two principal sources of base maps, it may be 4/ desirable to check with other local and Federal agencies.—' The United States Coast and Geodetic Survey has mapped the coast line of the en¬ tire country and has developed a triangulation network throughout most of the country. Although these maps cannot be used directly as base naps, it might be possible to start with these and to develop a satis¬ factory mar by adding certain basic data, such as highways and politi¬ cal subdivision boundaries .secured from local sources. The Tennessee "alley Authority has also developed mays for part of the river basin in which it operates in Alabama, Georgia., Kentucky, Tennessee, and Virginia., Some States and counties have prepared fairly accurate high¬ way naps which may be suitable for the purpose of this project. An investigation should be made, of course, to determine if there are any old tax maps or plat bocks which might be of any value. In some counties it may be found that tax maps were prepared several years ago. Although in such a case the naps may be hopelessly out of date ana, therefore, of little value in the location of property lines, they may, by the addition of certain features, such as new roads, etc., 4/ Although the procedure suggested in this circular includes no pro¬ vision for the use of aerial photographs or mosaics they should not be overlooked, by project supervisors. Aerial photography on an. ex¬ tensive scale is a comparatively recent development, but it is pro¬ gressing rapidly. The current program of the Agricultural Adjust¬ ment Administration is ad.ding a considerable portion of the United States to the area thus covered. Even if aerial mosaics have not be"u compiled for large areas, individual photographs will prove to be of invaluable assistance in both the preparation of the base nap and the delineation of property boundaries. Project supervisors are urged to use this source to the fullest possible extent. 12 64 P. - 7 - •'2 satisfactory as a case map. The fact tliat they mere once prspared as ta;: maps does not necessarily mean, however, that tney were satis¬ factory. In a great numher of cities surveys have "been made so that block outline maps showing streets, alleys, railroads, etc., will "be availalle. In some cities it may be found that maps developed for certain purposes may have exaggerated street widths. Care should be exercised and a check should be made to insure that street widths and bloc1: dimensions are plotted on the same scale. Subdivision plats '"i"! also be highly useful for mapping urban areas. Most cities re- miire a plat to be recorded at the time a subdivisior is laid. out. These are generally prepared by private surveyors under certain pro¬ visions of State laws oi- loca1 ordinances, vut there may be consider¬ able variation in scale and detail in drafting. ly bringing the plats to a uniform scale and fitting them tog;ther it may be possible to elevelep a. base map of an entire city or section of a city. As will be ^nought out later, however, these plats have their greatest utili¬ sation in plotting out individual property lines. All of these sources should be investigated in securing the be si available nap. Aft°r selection of the most appropriate one, cor¬ rection should be made for known errors a~nd. omissions. Perhanr- it may ho fea.siblo to use a combination of base maps for this work. The map should-- bo brought up-to-date by the ad.ditior of new roads and streets which have been opened since the man wa.s originally prepared. 13648 - 8 - "'hen con-leted, a linen tracing should "ne na.de. Although the source nan nay include other detail, the tracing should show only major physical characteristics, roads and streets, railroads, streams, and suhdivision 1oundaries. The "base map as finally prepared, is to serve two purposes. Sections of it will "be enlarged on separate sheets on which the indivi dial parcels of property will "be platted. The areas shown on each- sheet will he delineated on the hase map which will then serve as a key map. If the original scale is not suitable as a key map, it may pave to he enlarged or reduced for this purpose. It should he noted that the size of the area to he shown on each section sheet will depen upon ',wo factors: first, the scale of the final property map and, second., the desired, size of section sheets. After these two factors have "been definitely determined lines delineating the section snoots should he drawn on the map, and at least one copy should he made by sone Process of duplication. This is to serve as the key map. The enact number of copies desired will depend, of course, upon the number of sets of the mans desired by the various public officials. The nap is thru cut into the several sections, and each section is enlarged to the desired scale on a separate sheet. The sections on the key map are numbered and corresponding numbers are placed on the section sheets. On the margins of each sheet should be placed the number of adjoining sheets. If the area to be mapped include? both rural land and urban blocks and lots, the urban areas should simply be blocked out a.nd 1T640 - 9 - r'de.tidied by name. mhese areas "'ill be napped on a larger scale; a separate ken ;a?p and numbering system mill be -used. Selecting the Scale. Although the scale of the final nap is partly dependent upon the scale of available base maps and the erter.t to which titer can bc en.la.rged, it is most largely dependent upon the size of the o&rcels of property and their value per unit of area.. For the greatest possible practical nse a map of valuable properties should be on a larger seal^, thus permitting greater ac¬ curacy in the measurement of areas. S. all parcels, such as city lots, should, he also on a larger scale in order to give space .for identifica¬ tion numbers, dimensions, and any oth r detail to be added in future use of the maps. In rural areas, however, '/here property hold"1'r~s are larger and where lower values prevail, a smaller scale "'ill permit sufficient accuracy and give enough space for detail in later use. Although the selection of the particular scale will depend upon local conditions, it is desirable to point out certain factors which should be given consideration. A scale of 1 inch to 200 feet or one which is a. multiple of or evenly divisible into 200 has certain advantages. The use of such a scale may facilitate, scaling from the nap since in the translation of map distances into ground distances it is necessary to multiply by the ratio between the two. Further¬ more, it is easier to make photographic enlargements or reductions from one to another of such standard scales. There are certa.in factors which would seem to indicate that a sca.le based upon a fraction of a mile would be more desirable than 12046 - 10 - that suggested above, particularly in the Public Lain? States. In rural areas dimension? may be given in chains, rods, or feet. A chain is equivalent to 66 feet or 4 rods. There are 80 chains or 320 rods in a mile. Land descriptions are often given as a fraction of a section, such :.s the southeast quarter of the northea.st quarter of a certain section. At a scale, such as 1 inch to 1320 feet or 4 inches to the miles, a square 40 acre tract, a quarter of a quarter section, would be represented by an area 1 inch square; a section of normal size, 1 mile square, would appear as 4 inches square. If, therefore the ori¬ ginal section lines had been laid out accurately, there would be a certain advantage in using such a scale. Unfortunately, however, this is not the case. In resurveying, it is found that few section lines arc exactly 1 mile aoart. If properties are to be accurately platted there is no advantage in using a 1320 foot scale when oroperty lines do not fall at such regular intervals. Furthermore, the chain as a. unit of measurement is no longer in prevalent use in present-day sur¬ veying technique. There may be, therefore, an advantage to be derived from the use of a scale such as 1000 feet to the inch since it is easier to translate. In rural areas the final selection of the scale, whether a multiple of 200 feet, such as 1 inch equals 2~<0, 400, 800, 1000, or 2000 foot, or a division of the mile,such as 1 inch equals 440, 880, or 1320 foot or 1 mile, may depend upon the typo of land descriptions and the scale of the base map. It is believe1" that for typically rural areas a 12C48 - 11 - scale not larger than 1 inch tc 1000 feet '"ill sufficient tc remit t.'ic showing of consiqerable detail and to make the mar. e.dapta1 le t o net roes. In areas where farms, are relatively large an even smaller scale nay he found entirely satisfactory. As pointed out above, a larger scale is required in urban areas than in rural. It is believed that a scale of 1 inch equals eith n- 50 or 100 feet will be satisfactory and practicable for use in most villages and cities. If a still larger scale is desired, 1 inch equals 20 or 40 feet may be used. Formulating the Numbering System. In some localities it bias been the general practice in the preparation of nropmty maps to write directly on the map the name of each owner. There are certain objec¬ tions to this procedure since it is necessary to erase one name and enter another every time there is a change in ownership of any parcel. II the name is entered in ink it can only be marked out and the new name written in. Thus, the map becomes cluttered up with meaningless narks or is subjected to undue wear. It is also sometimes difficult to locate or identify parcels of property because there is no orderly end single system for identification. Therefore, the system of number- in1 outlined below is suggested.. The use of a key map has already been referred to. The pur¬ pose of the key map is to show which pert of the entire area is mapped on each of the section sheets. The subareas must, therefore, carry identification numbers on both the key map and the individual map sheet-. The system of identification is completed by the assignment ibo4b - 12 - of a number to each parcel of property shown on each sheet. In the Public Land States the rectangular survey system pro¬ vides the basis for tne numbering system. A township of normal size consists of an area G miles square ant is identified by a township aarf. er and a range number in a system of coordinates. The township number gives the row north or south of an axis called the base line while the range number gives the tier east or west of the axis called 5 / the meridian.—' A township is divided into 36 areas, each 1 mile square and called a section. Th<" sections within each township are numbered 1 to 36, beginning with 1 in the northeast corner and proceeding west¬ ward in consecutive order through 6 in the northwest corner. The sec¬ tion immediately south of #6 is #7, anrl the numbering continues east¬ ward in consecutive order to the eastern boundary of the township. This procedure is continued alternately from east to west and west to oast until all 36 sections are numbered. It is suggested, that in the Public Land States this system of identifying townships and sections should be adopted for the purpose of this project. The same kind, of numbering system should be extended to the parcels of property within each section; that is, by beginning anew <-ith 1 in each section and continuing through in consecutive order to the actual number of parcels h/ The term "township" as used in connection with the United States Public Land System means a "Congressional township" and signifies a unit of area laid out in the public land survey and must be distinguished from a "Civil township." The latter is a political subdivision, and although it may coincide with a Congressional- township it does not necessarily do so. Congressional townships arc a.lways identified by numbers while Civil townships are iden¬ tified by a name. 12648 - 13 - in each section. The complete identification for a particular parcel of property would "be, therefore, Parcel Section , Township Pange . If an entire township is placed on one map sheet, that sheet will he identified by the township and range number which sill also appear on the key map.—/ It is suggested that in those States which are not a part of the F-jblic Land System a similar system of identification be usee. Since however, the areas which will appear on each map sheet have not already been marked out, it wi"11 be necessary arbitrarily to delineate the boun¬ daries. If -possible, boundary lines should follow road, lines so that the overlapping of Properties from one sheet onto another will be rcd--.ce 1 to fi. minimum. In some instances it may not be feasible to continue a series of parcel numbers over an entire sheet. In such cases lines corres kmdin to the section lines in the lublic Land States may be laid arbitrarily an the parcels numbered serially within each of these areas so delineated. If a parcel of property overlaps one of these lines it will not make any difference since for-the purpose of identification it can be included in the area in which the major portion is located. The lost practicable system for the identification of pro sortie in urban areas is by block and lot number. In some cities a block aud¬ io t numbering system has already been devised. In some cities the blocks within each subdivision or other subarea of the city will be numbered C>/ Seo the appendix for a. sample map of a section of a township illustra ting the way in which the numbering system may bo applied. 12648 - 14 - separately although, it is considered generally desirable to assign only one series of numbers throughout the entire city. In case a uniform system of numbering blocks by subdivisions is already in use by all the various city departments, it may not be considered practicable, however, to attempt any change. The practice of numbering the lots or parcels of property serially within each block is more universal and should be con¬ tinued. The key map for urban areas should show each block number, which,of course, must be shown also on the map sheet for that block. If more than one block is shown on the map sheet, the sheet should be num¬ bered and either the blocks included on each sheet should be delineated on the key map or a simple index should be prepared to show the number of the sheet on which each block is mapped. Listing: Property Descrintions. While the work of selection and preparation of the base map is being carried out, the task of preparing a preliminary list of properties may be started. The best source for securing this information is probably the tax roll. A card—/should be prepared for every parcel of property listed on the tax roll showing the name of the owner, description and location of the property, and the acreage. The book, page, and line number from which this information is secured may also be noted in order to facilitate reference back to the original source in case of apparent error or duplication. As soon as a sufficient number of these cards have been pre¬ pared to permit smooth operation of the project and a continuous flow of production, the urocess of checking the description against the deed record in the office of the recorder, county clerk, or other official who See appendix for sample card. carries out the function of recording deeds may begin. On each card should be transcribed the following information: name of grantor, name of grantee, description of the property with the acreage given in the deed, date of transfer, and book and page number. The purpose of this step is to verify the description and name of owner and, as will be necessary in many cases, to secure a more complete description which will enable the draftsmen to plot out the property boundaries. Unless the record used as the first source of information in this phase of the project has been kept strictly up to date by the noting of current changes in ownership and property boundaries, it will also be necessary to check through the deed records to determine if there have been any subsequent transfers of each parcel of property. If a later transfer is found another card should be transcribed from the deed record. This card should be clipped securely to the first. If in the process of transcribing information from the deed record, a recorded plat of any parcel of property is found, a. copy of the plat should be traced off on a separate sheet of thin paper and clipped to the transcription card. If plats are recorded with the deed, this may be done at the time the description is copied. If plats a.re recorded separately, the cards may be turned over to another group of clerks who will make the search. These plats will materially assist the draftsmen who will work on the next pha.se of the project operation. The card which is used in this phase of the project should be laid out in two parts. Either the top portion or the left half should provide space for noting the data first secured from the tax roll. The 12648 - 16 - remainder should "be designed for transcription of the deed information. A small space in the upper right hand corner should he reserved for noting the identification number which will be assigned to each parcel of property at a later stage in the project. A 5 by 8 card should be large enough except in the case of properties with extremely long des¬ criptions. If very short descriptions are prevalent, as will be found in the Public Land Stales, a 4 by 6 card may be sufficient. O j Drafting the Map.-' As soon as the checking of the deed record for the parcels loc.nted in a, given area has been completed, and if the base map has been prepared, the process of platting out each individual parcel may begin. The cards should be sorted out in the order in which they will appear on the map. From the description given and from copies of plats which may be furnished, the boundaries of the properties will be platted on the base map. Cases will be found in which the description given is not sufficiently definite to permit platting. Reference may be made to points, the location of which cannot be determined on the base map. Distances and directions may not be given. The description may give only the names of adjoining propert owners. In ca.ses such as these, unless it can be definitely determined that the boundary lines are fixed by the location of adjoining properties v/hich can be platted, the cards should be returned to the deed checkers who will trace the property to a previous transfer in order to secure a better de¬ scription or a plat. If it is impossible to find any description from whic.' the property boundaries may be platted, if there is apparent conflict in the descriptions given for two or more properties, or if 8/ See appendix for sample map. 12648 - 17 - errors are found in the official record, oil of this information should he turned over to the sponsor, whose responsibility it will he to clarify the record or to make any necessary correction. If in the platting of the properties it appears that some property descriptions are missing, a search must he na.de to endeavor to locate a deed for this property. In some cases in which a. deed co"»rs a part of a parcel of property pre¬ viously held by a single owner it may he necessary to obtain the descrip¬ tion of the parent tract. If no deed can he located, this information should he turned over to the sponsor who will make a field examination or take any other steps necessary to determine who owns the property or to clarify the situation with respect to property boundaries. The map should first he prepared in pencil. Either the deeded acreage or t1-e dimensions of each property ray he shown. Rather than showing the deeded acreage, however, it would he preferable either to compute the .acreage from the description or to measure the area, by use of some device such as a planimeter. If this is done the computed or measured area should he shown on the map as well as on the card. As each property is platted it should assigned a preliminary number on both the map and the card. After all the properties to he shown on one sheet are platted, each should he assigned a final number. If this is different from the preliminary number, both the map and the card should he corrected. The card, of course, must carry both the sheet number and the individual parcel number. Parcels should be numbered in a manner similar to that described above for the numbering of sections in a township. After the sheet has been completed, a tracing on linen is made 12643 - 18 - and inked. The sheet is then needy for reproducing a.s many copies as desired. Preparing '''he Index. After the map has been completed and iden¬ tification numbers assigned and given on both the map and the cards, the latter are ready for filing. They should be arranged in serial order with¬ in each group of serial numbers and then filed. Guide cards should be in¬ serted to separrte the cards for each area for which there is a separate series of numbers in order to facilitate easy reference to the file. This index file is used to determine the name of the owner of any parcel of property located on the map. It may be considered desirable to nrepare another index to facilitate location on the map of any parcel of property when the name of owner is known. It this case another set of cards should be prepared showing the name of owner, property description, and identification num¬ ber. After these cards arp. completed for all of the properties within the political subdivision or other area for which the index is desired, they are arranged and filed in alphabetic ord^r by name of owner. 12648 - 19 - KEEPING- THE MAP AND INDEX UP TO DATE After this project has "been completed, the card, files and. the map should, "be turned, over to the sponsor. Arrangement s should have been made for the sponsor to keep the map and index up to date. If the assessor is charged with this responsibility, it will mean that he must be notified of all changes in ownership or property boundaries. The assessor should, therefore, receive an abstract of all recorded deeds from the recorder. If a deed records the transfer of an entire parcel of property, the only change necessitated, will be in the index. If, however, only a portion of a property is transferred, the split-up must be shown by making the necessa„ry change on the map. Another card will have to be made for the index showing the new owner involved in the transfer. Probably the most feasible way of identifying properties where split-ups occur is to assign a letter subscript to the property transferred and another letter subscript to the remainder of the property. To illustrate, if a property bearing the identification number 6 is split by the transfer of a portion of the property to another owner, that por¬ tion of the nroperty remaining under the original ownership should be iden¬ tified as 6a. The portion transferred to the new owner should be identi¬ fied as 6b. The necessa.ry change must be made in the description shown on the original card for parcel number 6 and the number changed from 6 to 6a. A new card carrving the number 6b must be rnad.e for the pa.rcel sold. 12648 - 20 - SPONSOR In the first part of this circular were mentioned a number of departments or offices which have use for property maps. Since, however, the preparation of the maps involves the use of certain official records located in the offices of the assessor, the recorder, and perhaps the engineer or surveyor, since the custody and maintenance of the maps in¬ volves some responsibility, and since these three officials have "been generally recognised as "being the proper ones for the assumption of these responsibilities, any one of them would make a desirable sponsor. Since this project involves also the installation of a basic system of numbering properties for identification purposes, it would be highly desirable, when the project gets underway, that all of the public officials who maintain records pertaining to real estate be consulted in the formulation of the numbering system. In securing the cooperation of the various departments or officials, such as the assessor, the surveyor or engineer, the recorder, the building department, the planning board, the zoning authority, and the water department, every effort should be made to induce all of these agencies to adopt the same numbering system. By thus securing uniformity, the bringing together of data from various sources is fa.cilite.ted no matter whether the primary concern be research or efficient public administration. 12548 - 21 - PERSONNEL The personnel reouired for this project are clerks, typists, persons with drafting ability, and at least one person with some legal training, if possible in the field of title searching. It will be the function of the clerks to transcribe to cards the necessary data from the tax roll or other source used for preliminary listing and to check these cards against the deed records. Although these same persons may be used to trace back through a chain of title in securing a more ade¬ quate deed description who-re necessary, a person with title sea.rching experience could perform this function more efficiently. It will be the responsibility of the persons with drafting ability to prepare the base maps, to plat out the property descriptions, a.nd to trace the final maps. The typists may be used in the preparation of the final index. The supervisor of the project should usually be someone from the sponsor's office with some administrative ability and familiarity with the source records. It is important that this person have the con¬ fidence of all of the public officials who will asked to permit the use of their records. Except for supervision, it sho'fLd be "possible to utilize the services of certified persons in the operation of this proj¬ ect . 12648 - 22 - MATERIALS AND EQUIPMENT The principal materials required in the operation of this proj¬ ect are transcription cards, index cards, tracing cloth, and paper for the printing of the final maos. The number of transcription cards re¬ quired will he equivalent to the number of parcels of uroperty to he mapped plus some allowance for additional cards required -Then it is necessary to secure descriptions from previous deeds and some allowance for waste and spoilage. Although the cost will he slightly greater in this phase of the project, it -could he desirable to use a orintsd or otherwise reproduced card. For the alphabetic index of property owners the number of cards required will he equivalent to the number of parcels of property plus some allowance for two or more persons owning a property jointly and some for waste. Alphabetic and identification number guide cards nil also he required for the two index files. The amount of tracing cloth and map paper required will he dependent on the scale selected and the number of copies of the final maps desired. A quantity of tracing paper or vellum will he required for making copies of recorded plats. If the maps --re to he hound, some form of covers will also he required. Facilities must also he provided for reproducing the maps. The sponsor may already have such facilities available, or this may he done commercially. In addition to these materials the usual incidentals, such as pencils, erasers, and drafting instruments, must he provided as well as equipment, such as chairs, tables, drafting hoards, filing equipment, 12648 - 23 - typewriters, etc. If the cards for the final index are to "be handwritten, no typewriter -.rill "be required. If areas of properties are to he measured, it rill he n^ce'srry to secure planineters or rotometers for this work. 12648 - 24 - APPENDIX THE UNITED STAPHS PUBLIC LAUD STATES Following is a list of the Public Land States giving the status of the survey and the location of the original records in each. Copies of toship plats and field notes and further details concerning the status of the survey or the records may be obtained from the appropriate State office "here the survey is completed, from the United Ste.tes Public Survey Office in States vhore the survey is still in progress, or from the United St-.tes General Land Office, Department of Interior, Washington, D. C. In some States Where the survey has been completed copies of tnvn- sliip plats may also have been deposited "ith the county engineer or sur¬ veyor. ALABAMA..—Surveys practically completed and original records tra.isferr:d to the Secretary of St- te at Montgomery. ARIZONA.— Surveys in progress; United St'ues Public Survey Office at Phoenix. ARKANSAS.— Surveys practically completed and original records transferred to the Commissioner of State Lands at Little Rock. CALIFORNIA.—Surveys in progress; United St-.tes Public Survey Office a.t CI e ndal e. COLORADO.—Surveys in progress; United States Supervisor of Survevs at Denver. FLORIDA.—Surveys practically completed nnd original records transferred to the Commissioner of Agriculture at Tallahassee. IDAHO.—Surveys in progress; United States Public Survey Office at Boise. ILLINOIS.--Surveys practically completed and original records transferred to the Auditor of State at Springfield. INDIANA,—Surveys practically completed and original records transferred to the Auditor of State at Indianapolis. 12648 - 25 - IOWA.—Surveys practically completed and original records trans¬ ferred to the Secretary of State at Des Moines. KANSAS.—Surveys practically completed ?.nd original records transferred to the Auditor cf Stale and Register of State Lands at Topeka. LOUISIANA.—Surveys practically completed and original records transferred to the Register of Stece Lands at Eaton Rouge. 1:1 CHIC-AN.—Surveys practically completed and original records transferred to the Director, Department of Conservation, at Lansing. MINNESOTA.—Surveys practically completed and original records transferred to the Secretary of State at St. Paul. MISSISSIPPI.—Surveys practically completed and original records transferred to the Commissioner of State Lands at Jackson. MISSOURI.—Surveys practically completed and original records transferred to the Secretary of State at Jefferson City. MONTANA.—Surveys in progress; United States Public Survey Office at Helena. NEBRASKA. — Surveys pra.ctically completed and original records transferred to the Commissioner of Public Lands and Buildings at Lincoln. NEVADA.—-Surveys in progress; United States Public Survey Office at Reno. HSU UEZICO.—Surveys in progress; United States Public Survey Office at Santa Ee. NORTH DAKOTA.—Surveys practically completed and original records transferred to the State Engineer at Bismarck. OKLAHOIA.—Surveys practically completed and original records filed 1 .'itIi the Commissioner of the General Land Office at Washington, D. C. OHIO.—Surveys practically completed and original records trans¬ ferred to the Auditor of Star.e at Columbus. OREGON.—Surveys in progress; United States Public Survey Office at Portland. SCUTE DAKOTA. — Surveys practically completed and original records transferred to the Commissioner of School Td Public Lands at Pierre. UTAH.—Surveys in progress; United States Public Survey Office at Salt Lake City. WASHIUGTON.—Surveys in progress; United Stages Public Survey Office at Clynnia. '.71SCOhSIU. — Surveys practically completed and origin"! records transferred to the Commissioners of Public Lands a.t Madison. Vrf011I1TG.—Surveys in progress; United States Public Survey Office at Cheyenne. 12648 - 27 - SELECTED PIBLIQC-RAPHY Ahrer.s, T. P. The Utilizetion of Aerial Photogra'lis in Mapping and Studying Land Features. U. S. Resettlement Administra¬ tion, "Washington, October 1936. Land-Use Planning Publi- caticn Ho. 6. American Association of Assessing Officers. Construction and Use of Tax Mans■ Chicago, 1937. Assessment Practice Series: Ho. 1. American Society of Civil Engineers. Technical Procedure for Cltv Surveys. New York, 1934. Manuals of Engineering Practice, No. 10. Rabuck, Arthur J. "The Procedure in Making an Assessor's Plat," The Municipality, November 1936, pp. 243-4, 253-4. U. S. C-cnoral Land Office. Manual of Inst ructions for the Survey of the Public Lands of the United States, 1930. U. S. Government Printing Office, Washington, 1931. -28- SAMPLE PROPERTY MAP SECTION 23 TOWNSHIP 24 N., RANGE 2 E. HOWARD CO., IND. 500 tE SCALE 0 500 1000 1500ft. o 80 A. @ 80 A. © 40 A. © 11.50 A. © 26.50 A. © 30 A. Hk 2 AT 16.75 A. 16 3.50 A. 17 2.75 A. 16.69 A. © 9.31 A. A. © 68 A. 40 A. 17 A. 16 A. 15 A. © © 51 A. 80 A. This section plat was compiled under a "Plat Book Project" in Indiana, APN 165-52-6019. It is reproduced here for the purpose of illustration only. Properties are identified by the circled numbers. Deed descriptions extending to the center of a road are indicated by the broken lines. AF- 2421 M-1208 -29- SAMPLE INDEX CARD W I. LOCATION (a) //0 iU ft KD (b) RRVjJft (c) RUft RL ToWnship-City-Rural II. ASSESSOR'S BOOK (a) Book No. ..y. (b) Page (c) Line—*2-^" (d) Owner's Name &.R.0 ^ III. DESCRIPTION: URBAN *• (a) Lot N5" ASSESSMENT RECORD IV. DESCRIPTION: RURAL County, (a) —/?ZjL_JI£4£—~ Township (c) Township (d) Range — Card No—