Lowell Deeds

The latest on real estate recordings and new technology from the Middlesex North Registry of Deeds in Lowell

June 21, 2007

Document Formatting Standards

by @ 11:54 am. Filed under Indexing, Registry Ops

The Registers of Deeds Association re-visited document formatting standards at our meeting yesterday. You may recall that these standards were adopted last year to go into effect this past January. By last fall, however, it had become apparent the great majority of document routinely presented for recording would not comply and would therefore be rejected. Turning away 75% or more of all documents didn’t make much sense, so we indefinitely delayed the effective date. After meeting with representatives of REBA (Real Estate Bar Association of Massachusetts) and others, we presented a revised set of standards. Here’s an overview: Paper must be white and of sufficient weight to be scanned at the registry. Document pages may be no larger than 8.5 by 14 inches. Printing shall be on one side only - double sided documents will be rejected. The print font shall be of sufficient size to be properly scanned. Margins shall be of sufficient width to allow the document to be scanned without losing any text. A three inch by three inch blank space at the upper right hand corner of the first page of each document shall be required on all documents. This is where recording information will be affixed. In the absence of this space, we are considering using a standard cover sheet that would become part of the document, much like the coversheets that are used on our electronically recorded documents. This last item won’t be finalized to this fall, but it seemed to have widespread support. I’ll write more on this topic tomorrow.

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