Suggestions on Techniques for the Preparation
of a.n Index of Deeds, Mortgages, and
Other Encum"oranees by
Property Location
-0O0-
W. P. A. Technical Series
Research, Statistical, and Survey Project Circular No. 2
March 22, 1938
4
WORKS PROGRESS ADMINISTRATION
Division of Social Research
Washington, D. C.
NORTHWESTERN
UNIVERSITY
LIBRARY
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TABLE OF CONTENTS
Page
FOREWORD iii
PREFACE ........ iv
OBJECTIVES AND USES ............ 1
PROCEDURE 5
Preparing the Key Blocks cr Sectional Maps 5
Abstracting ...................... 6
Locating 9
Sorting and Verifying ...... 9
Preparing Index Sheets for Each Parcel . 11
Assembling the Block Books ...... 12
Variations to Amply to Rural Areas 13
MAINTENANCE 14
SPONSOR 16
PERSONNEL 17
MATERIALS AND EQUIPMENT 19
APPENDIX 20
A. Sample Key Block Ma.p 20
Sample Abstract Cards 21
C. Sample Index Sheets 23
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PREFACE
This circular is a "brief outline of the procedure needed
for the operation of a project covering the preparation of an index
of recorded real estate conveyances "by property location. 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
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 qualified to work
out the dot,ails 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
Division of Social Research. The procedure outlined is recommended
"by the Division of Women's and Professional Projects as p. guide in
the operation of this type of research, statistical, and survey
project.
iv
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poisword
Sponsors have indicated particular interest in white-collar
projects which provide professional and clerical aid to local govern¬
mental "units. Requests for information concerning methods of operating
certain of these projects have led to the preparation of a series of
circulars covering suggested techniques.
It is hoped that this circular will "be a guide which will
assist in securing•competent technical supervision and successful opera¬
tion of white-collar projects contemplating the indexing of recorded real
estate conveyances by property location.
The procedure suggested is not mandatory. Local conditions and
legal requirements may necessitate some changes. It has been demonstrated
however, that the procedure outlined in this circular is adequate to
accomplish the objective of the project.
The procedures contained herein are concerned entirely with the
technique of project operation .and nothing in this circular is to be con¬
strued to affect or modify in any wa.y administrative procedures of the
Works Progress Administration.
/^/Harry L. Hopkins
Administrator
y y /
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OBJECTIVES AIID USES
This procedure is designed as a guide in the preparation of an
index by property location of land records in the office of the recorder
or register of deeds, county c]erk, or other office performing the record¬
ing function. In this index all instruments or conveyances of real
estate are indexed according to the property to which they pertain. In
cities this type of index may "be referred to as a "block and lot index,
while in rural areas it may "be called a tract index.
The preparation of alphabetic indexes is almost a universally
accepted practice in recorders' offices. In fact, their maintenance is
required by law in many places. There is considerable variation, how¬
ever, in the manner in which they are set up. Deads, mortgages, find all
other encumbrances may all be thrown together in the same index, or they
may be indexed separately. This may arise out of the fact that as in¬
struments are received for recording they may al'f be copied into the
same book, or separate books may bo maintained for each of the major
types of instruments. Ordinarily, grantors (sellers) will be indexed
separately from grantees (buyers), and mortgagors (borrowers) separately
from mortgagees (lenders). In some of the smaller county offices the
first few or the last few pages of the books in which the instruments
are copied nay be reserved for an index, of the instruments in that book.
This generally neons that each book cannot be indexed until it is
filled. The usual practice, however, is to maintain seoa.ra.te volumes
for the index. Even where separate volumes are maintained, one index
may cover only one year or it may cover several years. In offices
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where a great rna.ny instruments are recorder! an index may cover only a
few months.
Entries in grantor and grantee indexes may not "be in strict
alphabetic order. In fact, where an open index is maintained, that is,
where entries are made from day to day as additional instruments are
recorded, it is impossible to maintain strict alphabetic order if the
usu.a.1 ledger form is used. In such cr.ses the entire alphabet is usually
broken down into a number of subdivisions, with a separate section in the
index volumes reserved for chronological entries in each subdivision.
The actual number of such subdivisions nay vary from one for each letter
in the alphabet to over five hundred for the entire alphabet. In the
latter case each letter is further subdivided by the second letter in
surnames, such a.s 3a, Be, Bo, etc., or even by the second and third
letters, such a.s Baa. to Bam, Ban to Bar, Bas to Baz, Bea. to Bel, etc.
Since entries are ma.de in chronological order, therefore, if one is in¬
terested in the name BalliAger, it, will bo necessarv to search through
several pages in the "Ban. to Bam" section of the index unless the ap¬
proximate date of entry is known.
Another characteristic of such alphabetic index is that since
it is alphabetic and is designed to facilitate the finding of names only,
usually little attempt is made to give a definite description of property.
This means that if Mr. Bellinger buys and soils many properties, his
name will appear in the index several times so that it may be necessary
to examine several records before finding the particular deed for which
search is being made.
Counties in some of the Public Land States have established
so-called tr^ct indexes in which a separation, is made for the properties
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in each section of a township. Although the index may indicate in which
quarter of the section a property is located, the instruments affecting
all properties in the section.are usually indexed chronologically.
Little attempt is made to make separations for each parcel of property
within the section.
In a few of the larger cities, such as Hew York, Chicago,
Cleveland, Baltimore, and Washington, L. C., the "block and lot indexing
system has "been, or is being, established. The essential feature of
this system is that the index is arranged in order by property location;
it contains in one place a reference to the book and page number of all
instruments which have been recorded pertaining to an individual parcel
of property. Furthermore, the index is set up in such a way that addi¬
tions can be made for future entries when additional instruments are
recorded for each parcel of property, ^hus there appears in the index
in one place a complete history of deeds, mortgages, leases, and other
miscellaneous instruments for each parcel of property.
The advantages of an index by property location are apparent.
With the establishment of this system giving complete ownership and
mortgage history, it is possible to determine upon inspection, both
accurately and expeditiously, the last owner and the existing mortgages
and. leases of record on every parcel of property. By use of this index
the public will be able to obtain reference to the exact location in the
official record of all recorded instruments. Thus there is made readily
available title information, last owner and mortgagees, and chains of
title. To the extent to.which the actual consideration is given in
recorded instruments, the tax authorities may easily obtain for use in
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appraisal information as to mortgager, leases and s4es. The corporation
counsel or other officials charged with similar responsibilities may
obtain chains of title for condemnation and other legal proceedings.
Official bodies, such as the health department, labor department, building
department, and tenement house department may obtain owners' names for
notices of violations, etc.
The use of such an index by property location also greatly
facilitates the obtaining of information for the purpose of research in
the field of real estate activity and prices, mortgage indebtedness, fore¬
closures, etc.
In places where the index by property location has been estab¬
lished it is considered primary, and the alphabetic index, even though its
maintenance has been continued, is secondary. If the location of the
property is known, and if information as to its present ownership or
mortgage status or chain of title is desired, the index by property loca¬
tion is used. On the other hand, if information is desired as to the
property interest of any individual, the alphabetic index is used. The
procedure outlined in this circular covers only the index by property
location.
It must be recognized that the operation of a project in
accordance with this procedure does not constitute a guarantee or search
of title. The recorded instruments are not examined from the standpoint
of legality or validity. The procedure is designed so that there is
simply brought together in one place a reference to the location, in the
official record, of all instruments pertaining to each parcel of property,
with the objective of establishing in the recorder's office an index to
the official records which will best meet the requirements of local
12814
procfdupeI/
Preparing the Key Blocks or Sectional Mans The preparation
of the index "by property location is dependent upon the existence of
accurate and up-to-date property maps and the designation of each parcel
of property "by an identification number. If such a property map is not
available, or if an identification numbering system has not been devised,
this work must be carried out before the procedure outlined here can be ■
foilowed.—^ Such a map may have been prepared by the assessor, recorder,
surveyor or engineer. For the purposes of this project whatever map is
used must bo accurate as to the number of properties and the general
location of property lines. It must be drafted to scale and must show
block and lot numbers, street names, and dimensions of properties. If
a map is acceptable in other respects but has not been kept up-to-date
as to minor subdivisions, that is, if some properties have been split up
and changes in property lines have not been indicated on the map, some
confusion will result later when deeds are found for present owners of
property not indicated on the map. Difficulties encountered In this
resjject will not be insurmountable, however, since the map may be cor¬
rected as errors are discovered.
If any changes are anticipated in the property numbering system,
such changes should be made before the preparation of this index so that
l/ In the interest of clarity and simplicity the procedure outlined is
discussed from the standpoint of application to urban areas where iden¬
tification of properties is by block end lot number. The same procedure
may bo followed in rural areas, the essential difference "being simply a
matter of terminology. For further details on this point see p. 12.
2/ For a suggested procedure .and an explanation of the identification
numbering system refer to Compilation of Property Identification Manr.j
Research, Statistical, and Survey Circular No. 1, W.P.A. Technical
Series.
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the new numbering system can "be used. In some cases it may "be discovered
that the assessor's tax map and the engineer's or surveyor's land map may
differ in the numbering system. In such cases steps should he taken to
bring these maps, or any others which may "be in official use, into con¬
formity with each other so that all officials will use the same property
identification numbers.
At least one copy of the map will he required for reference in
checking the location of properties and. in determining the present iden¬
tification number of properties to which recorded instruments refer.
The map of each block should also be reproduced, to provide two copies to
be utilized as follows: one copy to be placed in the index hooks to pro¬
vide for ea.sy reference in the actual use of the index; the other copy
to be bound in volumes for preservation and future reference. These
sheets showing single blocks should he the same size as the index sheets
to be used.—/
Abstracting As soon as the project has been placed in opera¬
tion .and the workers have been given "celimir.ary training, the abstract¬
ing pha.ee nay begin. An abstract is a digest or condensation of any
instrument that is to be indexed and is prepared, by examination of the
recorder's official copy of the instrument itself. It must show at a
glance the important provisions and details of the instrument pertinent
to the preparation and use of the index.—^ The abstract must contain,
therefore, a description of the property in sufficient detail to permit
?/ See Appendix A for sample map of a block,
4/ See Appendix B for sample form of abstract.
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its definite location. It also must give the following information:
kind of instrument, whether a warranty deed, quitclaim deed, sheriff's
deed, title registration certificate, or any other type of deed, first
or second mortgage, lease, etc.; names of parties to the transaction,
grantor and grantee, mortgagor and mortgagee, etc.; date the instrument
was record.ea; serial number; number of the pages and book or liber in
which the instrument is copied; and any other pertinent information on
the nature of the instrument and status of, or conditions affecting
the transaction. The form of the abstract for mortgages should pro¬
vide space for noting the amount of the mortgage.
In some communities it will be found that the release or
satisfaction of mortgages is recorded by writing over the face of the
official record some simple notation, such as "satisfied", together
with the date. The form of the abstract to be used for mortgages may
provide special space for noting satisfaction, or this information may
be entered under "Remarks". The design of the abstract form to be used
and the exact method to be followed in this respect will depend upon
local practice in the recorder's office.
In the preparation of abstracts, work should begin with the
recent volumes of the records for the period to be indexed and should pro¬
ceed in orderly manner back through to the beginning of the period. For
the purpose of illustration assume that the index is to cover the period
January 1, 1900, to December 31, 1936, and that there are 250 books or
libers numbered 121 to 370, inclusive, containing the transcripts of
instruments for this period. One worker would be assigned to liber 370,
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another to 369, etc. Each worker should begin with the instrument
starting on the first page of his liber and proceed through to the last
before beginning on another liber. A separate sheet or card should be
used for each instrument abstracted. The abstracts should be kept in
the order in which the instruments appear in the liber until they are
checked. As each liber is completed the transcriber should proceed to the
next one not already assigned, and the abstracts are turned over to
another worker who will check them for accuracy and completeness.
In transcribing property descriptions care must be exercised
to assure that sufficient information is taken to permit location of
the property on the map. If the description gives a block and lot
number, this should be noted. Block and lot number may not be sufficient,
however, since the present map ms.y differ from the plat to which the
description refers. Not only must the identification of the plat be
given, but if the instrument contains a description by metes and bounds
this also should usually be transcribed-. In some areas it may be found
that properties may be definitely located from block and lot numbers
if the plats to which these numbers refer are available and if these
plats can be related to the map and numbering system used in preparing
the index. In these cases it may not be absolutely essential to copy
metes and bounds descriptions. This must be determined, by the proj¬
ect supervisor in consultation with some authority from the sponsor's
office.
It is highly desirable that a mimeographed or otherwise dupli¬
cated form be provided, for the work of abstracting.
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Locating TThen a sufficient number of abstracts have been
accumulated to permit a smooth flow of work through successive stages of
the project, the work of locating may begin. This process consists in
comparing the description of the property given in the abstract with the
map and determining the block and lot number of the property concerned.
This number is written in the space provided on the abstract.
G-reat care must be exercised in this operation to assure that
each instrument is correctly allocated. If a description refers to a
block and lot number on a recorded plat, a check must be made to
determine if the numbers given on the plat are the same as those on the
c /
map which is used before definite allocation can be made.—' If a de¬
scription given is of a property which has been subsequently subdivided
into two or more lots which bear different lot numbers on the map, the
numbers of all of these lots must be noted on the abstract. If the
property described is only a part of a parcel bearing one lot number on
the map, this must be shown in the identification number placed on the
abstract.
Sorting and Verifying After the abstracts for all instruments
recorded in the period to be indexed- have been located, they are then
sorted by property identification number so that all abstracts pertaining
to each particular parcel of property are brought together.
As stated above, if a property has been subdivided, each of
5/. If there are very many subdivisions and additions with recorded plats
and block and lot numbers differing from the present system, it may be
advisable to prepare a simple subdivision and addition index showing the
present block numbers in these areas. This will facilitate the collating
of block and lot numbers as shown on the plats with the present identifi¬
cation system as shown by the map used for the index.
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the parts being designated by a separate number, the abstract of the
parent tract will bear more than one identification number. At this
point, therefore, provision must be made for allocating the instrument to
each of the present lots with proper notation to show that the instrument
applies to the other lots as well. This may best be done by having the
abstract copied, allocating one copy to each lot. For example, if an ab¬
stract covers lots 8, 9 and 10 of a certain block three copies will be
required. Each copy will show all three lot numbers. One copy should be
marked to indicate that it is to be allocated to #3, another to #9, and '
the third to #10. A note should be placed on each abstract referring to
the other lots which the instrument affects so that when the index is
finally prepared proper cress reference is made.
The abstracts for each parcel are then arranged by planing deeds
in one group, mortgages in another, and all other instruments in a third.6./
The abstracts within each group for each lot are then arranged in chrono¬
logical order. At this point the process of locating is verified for
accuracy. In.the case of deeds this is done by checking through the chain
of title to assure that all abstracts pertain to the same parcel of pro¬
perty and that the chain of title is complete. Abstracts for deeds to
only a part of a parcel must be given especially careful scrutiny. If
it appears that a deed is missing in the chain a search should be made to
determine if an error has been made in the abstracting or in the locating.
If the chain is complete,the previous operations are assumed to be correct,
6./. Separation of abstracts into these groups must be made if they are to
be so arranged in the index. It may be desired, however, to throw all
instruments for each lot together in the index or to separate only deed
from other conveyances. See section on "Preparation of Lot Sheets for
the Index."
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In a few cases it may "be impossible to complete the chain for the
reason that certain of the de ds may never have been recorded.. In the
case of other instruments careful examination must be given to assure
that the instrument applies to the property indicated by the identifi¬
cation number.
Unless the property map and the numbering system used are
absolutely up-to-date as to prooerty boundaries, cases may be encountered
in which a single property shown on the map has been divided so that
there will be separate owners for each part. The map and the identifi¬
cation numbers, therefore, should be revised to conform to present owner¬
ship, This will not he done, however, in cases where two or more con¬
tiguous parcels previously held under different ownership o.re now held
under one deed "by a single owner.
As the verifiers examine the abstracts to determine if they are
correctly located they should also indicate what information given under
"Remarks" must he entered on the final index sheets. This may be done by
underlining or circling the words to be transcribed. In some instances
it may be necessary to rephrase remarks for the purpose of condensation.
Since it is desirable that these entries be kept at a minimum only the
facts absolutely essential in the use of the index should be indicated.
Preparing Index Sheets for Each Parcel Index sheets must be
prepared with the correct lot and block number so designated in the head¬
ing of ea.ch sheet. If it is desired to make separations in the index
between deeds, mortgages, and other encumbrances a set of three sheets,
one for each type of conveyance, must be prepared for each lot.—/ It is
7/. See Appendix C for sample copies of these index sheets.
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not absolutely essential, however, that this separation be made. It may
be desired to index only deeds separately from mortgages and other en¬
cumbrances, or even to throw all conveyances for each lot together on
one sheet.
Information from the abstracts is then posted to the lot
sheets. These entries should be made in chronological order, beginning
with the earliest conveyance. This order should be followed so that it
may be continued by simply making new entries as additional instruments
are recorded. As the sheets are posted they should be read back against
the abstracts in order to assure accuracy and completeness.^./
Assembling the Block Books After the posting for all lots in
a block has been completed and checked the let sheets, arranged in
serial order by lot number, may be inserted in loose leaf binders bear¬
ing the proper block number on the cover. If separate sheets have been
prepared for the different types of conveyances they should be inserted
to appear in the index in the order of deeds first, mortgages second,
and other encumbrances third, always, however, keeping the complete
index for each lot together. The continuity of the lot sheets should
be checked and the key block map placed in the front of the book so
that it will be immediately available for reference in the use of the
index.
It may be feasible to bind the index for two or more blocks
together. If this is done the binder should bear the block numbers,
8J After the posting of the information from the abstracts to the lot
sheets has been completed the abstracts should not be destroyed. They
should be safely stored for future use in case the index is destroyed.
They will also be very valuable if at any future time it is desired to
prepare a new alphabetical grantor or grantee index.
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and. cither a tab showing the block number should be attached to each
block.map or a separate tab sheet inserted before the section for each
block.
When these volumes have been assembled the index by property
location is complete.
Variations to Apply to Rural Areas The indexing of instruments
by parcels of property in rural areas may be accomplished in a manner
similar to that outlined above for urban aree.s if property maps are
available and if a numbering system of property identification has been
established. In rural communities, however, the area within which par¬
cels of property a,re assigned a separate series af numbers, correspond¬
ing to the block in urban areas, will depend on the system which has
been developed and will in turn determine the exact manner of grouping
the sheets in the index. Properties within each section in a township
map may be numbered so that the identification will be by parcel, section,
and township numbers; or a more arbitrary system of numbering properties
shown on each sheet of a set of maps mc.y have been developed in which
identification is made by parcel and map sheet numbers. In any Case,
the arrangement of parcel sheets for each area within which properties
hare been assigned a separate series of numbers and the separation in
the index between different series should be similar to that outlined
above for lots and blocks in urban areas.
12814
maintenance
To provide for the maintenance of this index it would be
advisable to set up a journal or tickler system in which the receipt of
instruments by the recording office will simply be noted as a preliminary
step to the subsequent processes of actual recording and indexing* After
treatment of the instrument in recording has been completed it must be
indexed. This latter process may be carried out in a manner similar to
that outlined above and will comprise the following steps:
1. Abstracting
2. Locating
3. Verifying allocation
4. Posting to the index
Every instrument which is received in the office is either recorded, in
which case it must also be indexed, or is not recorded and must not get
into the index. Its treatment should be noted in the tickler to provide
a check on the office procedure.—/
If a parcel of property is subdivided the new property lines
must be drawn on the map, new parcel numbers assigned, and new parcel
sheets inserted in the index. For the -purpose of illustration, suppose
that parcel #8 in a certain block is split up into three parts. The map
should be revised to show this subdivision. One of the new parcels may
be assigned the number 8A, another 83, and the third 8C. Index sheets for
9J Maintenance of the lot-block index should be combined with the
maintenance of the alphabetic, indexes kept in the recorder's office.
The same abstract may be used for posting to the separate indexes and
may then be sent to the assessor's office to serve as his notice of
conveyance of title or duplicate copies may be prepared for these pur¬
poses. Local practice and legal requirements will determine the exact
procedure which must be adopted.
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each of these three parcels should, he made up and inserted in the block
book immediately following the sheet for parcel #8. If an owner sells a
part of his property to another person it is the practice in some locali¬
ties to continue the original number for the part retained and to attach
a fraction subscript to identify the part transferred, for example, 8 and
8-g-. It is not necessary to post all previously recorded instruments to
the new sheets since the subscript in the identification number serves as
a note to the effect that there has been a split-up and that previously
recorded instruments will be found indexed on the sheet for the parent
tract#
If two or more properties are combined the entire parcel may
take the number of one of the original properties or an entirely new
number may be assigned. In either case proper notation should be made on
index sheets which have been discontinued to explain where subsequent
transfers are indexed; a note should be made on the sheet which is con¬
tinued to explain what properties were involve 1 in the combination and
where previous transfers of each are indexed.
The responsibility for the maintenance of the index, of course,
lies with the sponsor, and assurance that such responsibility is recog¬
nized and will be satisfactorily discharged must be given at the time
application is made for the oroject.
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SPONSOR
This project should be sponsored by the county or municipal
office responsible for the recording of real estate conveyances since
that office must assume responsibility for the maintenance of the index.
Such office may be called the Recorder of Deeds, Register of Deeds, or
the recording function may be performed by the County Clerk.
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PEHS310TEL
The personnel required for the operation of this project are
principally clerks, tynists, and persons with some title searching ex¬
perience. In planning the personnel requirements the following esti¬
mate may he used as a "basis:
Abstracting 100 man-hours per 1000 instruments (junior clerks)
Locating 100 " " " 11 " (senior clerks)
Sorting and 25 " " " " " (junior clerksfor
Verifying sorting, -persons with title searching experience
for verifying)
Preparing Lot 35 man-hours per 1000 instruments (typists)
Sheets
Assembly of 10 " " " " parcels (junior clerks)
Block Books
It must be recognized that this estimate of average time
required to carry out the various operations may be used only as a
guide and that adjustments must be made when applied to any particular
locality or set of records. The length and complexity of property des¬
criptions recited in the recorded instruments is subject to extreme
variation and must be taken into consideration in determining the time
required in the abstracting phase. The difficulties encountered and
the time required for the locating and verifying is subject to even
greater variation. From the descriptions given, some abstracts may
be located in a few seconds while others may require hours before they
can be located and fitted into a chain of title. Careful examination
of the records to be indexed at the time the project application is
prepared will indicate what revisions should be made in these esti¬
mates.
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In addition to the personnel listod a hove, persons with draft¬
ing ability will be required in the preparation of the key block mans.
Since the volumes from which the abstracts are prepared are large and
heavy and since the project office will probably be located in a dif¬
ferent room, a messenger should be provided to carry the volumes back
and forth from the racks and the project office. This will also elimi¬
nate the necessity of too many project workers disturbing the routine
business in the sponsor's office. On a large project it would also be
desirable to provide for file clerks to keep abstracts and lot sheets
in an orderly fashion.
If the project is large enough, to permit, one person should
be assigned to supervise each phase of the project operation. The project
supervisor provided by the sponsor should be a person with administrative
ability who is thoroughly familiar with the records and who is experienced
in the work of abstracting and title searching.
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MATERIALS AMD EQUIPMENT
The number of abstract sheets required for the operation of
this project is equivalent to the number of instruments to be indexed
plus a small percentage extra for instruments which cover more than one
parcel of property and for spoilage. The number of index sheets is equi¬
valent to the number of parcels of property. These sheets should be of
good quality durable rag paper. If the index is to cover a very long
period of time, more than one sheet may be required for some parcels
which have been very active, but these should be relatively few in num¬
ber. A binder will be required for every block unless more than one
block is bound together. The key block maps are also required for every
block.
Filing equipment should be provided for the filing of abstract
sheets and index sheets which are being carried through the successive
stages of the project operation. Typewriters will be required for the
typing of the index sheets. Chairs and desks and the usual miscellaneous
materials, pencils, erasers, drafting instruments, etc., will also be
needed.
The working space used should be in close proximity to the
record room in the sponsor's office where the official records are kept.
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APPENDIX A
Sample Key Block Mop
800 _
141.67 | 262.5 j" 400 J~~ ~j" ► "J
I | I I I I I
j_ j_400 j_275 _J 150 J
I I ~ I I I I -4 I
W. 51 sj ST.
35
40
60
33
r> o> •
° «- ° 1
O O (
O
30
2083 2092 27 77 27 73 27.72
w.
I
1 ! I
i i i
| K3_^ 247 ?! |
50™
ST.
I
!,fi
i
. j__
Although reduced here, the key block maps should
be the same size as the parcel index sheets used.
12614
APPENDIX P
Sara-Die Abstract Card for Deeds
DEED
Liber Serial No. Lot
Page Record date Block
Type of Deed
GRANTOR GRANTEE
Description:
Remarks:
The sample abstract card for deeds shown above and the
cards for mortgages and other encnm.bra.nces on the next cage are in¬
cluded here only for the purpose of illustration. Local practice in
recording real esta.te conveyances and th^ manner in which the index
is to be arranged may necessitate some revision. The forms used in
abstracting should be at least 4x6. A larger card cr sh^ct may be
desirable if more space is needed for long property descriptions, or
the reverse side may be used for unusually long descriptions. Printed,
mimeographed, or otherwise reproduced forms should be used.
- 21 -
12814
Sample Abstract C.-.rd for Mortgages
MORTGAGE
Liber
Serial Ho.
Lot
Page
Record date
Block
MORTGAGOR
MORTGAGEE
Description:
Amount:
Remarks:
■
Samnle Abstract Card for Other Encumbrances
OTHER ENCUMBRANCE
Liber
Serial No.
Lot
Page
Record date
Block
PARTIES
Nature of encumbrance
:
Property description:
Remarks:
_ pp -
#-1278
-23-
APPENDIX C
SAMPLE INDEX SHEETS
o o
DEEDS lot
block
grantor
grantee
date of
record
serial
no.
Liber
page
remarks
MORTGAGES
lot
block
mortgagor
mortgagee
date of
record
serial
no
Liber
Page
amount
remarks
O
o
ENCUMBRANCES
other than mortgages
lot
block
parties
nature of
encumbrance
date of
record
serial
no
liber
page
remarks
o
o
note:"the headings for the index sheets shown above are
only for the purpose of illustration. the exact
form of the index sheet used will depend on local
practice in recording conveyances and the amount
of information desired in the index the sheet
should be a standard size, such as ii x i*, 9 1/4 x
i i 7/8, or 6 1/2 x14, so that binders may be
purchased commercially."
375658