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Recorder Jeff Halley
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New Document standardization guidelines for Ohio!
In Ohio, House Bill 525 went into effect on July 1st, 2009. This new law (ORC 317.114) creates standardization guidelines for documents that are recorded in this office.
The Guidelines are as follows:
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Computer font size of at least 10 point
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Minimum paper size – 8 ½ X 11, Maximum paper size – 8 ½ X 14
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Black or blue ink ONLY
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No use of highlighting
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Margins of 1 inch on each side of the page and on the bottom
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3 inch margin on the top of the first page, reserved for recorder, auditor & engineer
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1 ½ margin on the top of each of the remaining pages
If a document signed does not conform to these guidelines, an additional recording fee of $20.00 will be collected.
This law does not apply to:
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Any document from any court or taxing authority
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Plats
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DD214’s
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Any state or federal document
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Any document executed before the effective date of this law
DOCUMENTS FILED OR RECORDED IN THE RECORDER'S OFFICE
The following are documents recorded in the recorder's office, along with their list of requirements.
Deeds
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A Document that shows Ownership of Property.
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Recorded chronologically, computerized/imaged.
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Retention: Administrative, historical, legal, & permanent.
Requirements for Deeds
The following requirements are necessary for deeds and mortgages:
Legal description of property.
Grantor and mortgagor spelling must be identical to signatures & notary.
Deeds must be transferred in the Auditor's office before being recorded.
Mortgage must contain the current mailing addresses of the mortgagor & mortgagee. (same applies to an amendment or supplement)
Deed & mortgages must have a complete description of the real estate. (Be sure it includes the names of the names of the township or city, lot number, subdivision, or original lot number, acreage. All reference to the real estate must be identical-recorder's deputies cannot change lot numbers, etc., even though it may be a typographical error. All changes on the document must be made by the maker of the typographical error. All changes on the document must be made by the maker of the document.)
Any reference to Real Estate description should contain the Permanent Parcel Number of the property concerned.
Amount of the mortgage typed on the document.
Signature of either grantor or mortgagor.
Notary & expiration date, notary can be one witness only to a signature.
Notary signature & seal.
Sufficient fee to record the document.
Prepared by (a requirement by State of Ohio).
Requirements for All Documents
All documents must include:
Signatures typed below the original signatures.
Documents must be accompanied by a self addressed stamped envelope (large enough for your documents, unless document is boxed per request).
All boxed documents must be claimed within a weeks time or will be sent out with cost being absorbed by the "boxee."
Prepared by: (a requirement by State of Ohio).
Where document is being sent back to.
Document Standardization:
On July 1st, 2009. HB 525 was signed in to law in the State of Ohio. HB 525 is the new standardization act pertaining to documents filed with Ohio county recorders. HB 525 creates a revised section 317.114.
ORC 317.114
Requirements are as follows:
Computer font size of at least ten point;
Minimum paper size 8 1/2 x11, Max size 8 1/2 x14;
Black or Blue ink only;
3" margin on the top of the first page, reserved for recorder, auditor & engineer;
1 1/2" margin on the top of each of the remaining pages;
Margins of 1" on each side of the page and on bottom;
No Highlighting
If a document does not conform to these requirements, an additional recording fee of $20.00 will be collected.
This law does NOT apply to:
Any document from any court or taxing authority;
plats;
DD214;
Any state or federal document;
Any document executed before July 1, 2009.
Mortgages
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A temporary and conditional pledge of property to a creditor as security against a debt.
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Recorded chronologically, computerized/imaged.
-
Retention: Administrative, historical, legal, & permanent.
Requirements for Mortgages
The following requirements are necessary for deeds and mortgages:
Legal description of property.
Grantor and mortgagor spelling must be identical to signatures & notary.
Deeds must be transferred in the Auditor's office before being recorded.
Mortgage must contain the current mailing addresses of the mortgagor & mortgagee. (same applies to an amendment or supplement)
Deed & mortgages must have a complete description of the real estate. (Be sure it includes the names of the names of the township or city, lot number, subdivision, or original lot number, acreage. All reference to the real estate must be identical-recorder's deputies cannot change lot numbers, etc., even though it may be a typographical error. All changes on the document must be made by the maker of the typographical error. All changes on the document must be made by the maker of the document.)
Any reference to Real Estate description should contain the Permanent Parcel Number of the property concerned.
Amount of the mortgage typed on the document.
Signature of either grantor or mortgagor.
Notary & expiration date, notary can be one witness only to a signature.
Notary signature & seal.
Sufficient fee to record the document.
Prepared by (a requirement by State of Ohio).
Requirements for All Documents
All documents must include:
Signatures typed below the original signatures.
Documents must be accompanied by a self addressed stamped envelope (large enough for your documents, unless document is boxed per request).
All boxed documents must be claimed within a weeks time or will be sent out with cost being absorbed by the "boxee."
Prepared by: (a requirement by State of Ohio).
Where document is being sent back to.
Document Standardization:
On July 1st, 2009. HB 525 was signed in to law in the State of Ohio. HB 525 is the new standardization act pertaining to documents filed with Ohio county recorders. HB 525 creates a revised section 317.114.
ORC 317.114
Requirements are as follows:
Computer font size of at least ten point;
Minimum paper size 8 1/2 x11, Max size 8 1/2 x14;
Black or Blue ink only;
3" margin on the top of the first page, reserved for recorder, auditor & engineer;
1 1/2" margin on the top of each of the remaining pages;
Margins of 1" on each side of the page and on bottom;
No Highlighting
If a document does not conform to these requirements, an additional recording fee of $20.00 will be collected.
This law does NOT apply to:
Any document from any court or taxing authority;
plats;
DD214;
Any state or federal document;
Any document executed before July 1, 2009.
Liens
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A legal claim against a debtor's property that serves as security for an unpaid debt.
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Recorded chronologically, computerized/imaged.
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Retention: Administrative, historical, legal, & permanent.
The following are deed documents Filed or Recorded in the Recorder's Office:
Mechanic's Liens and Notices of Commencements
Federal Tax Liens, Personal Tax Liens, Recognizance
Bond Liens, Corrupt Activity and Medicaid Fraud Liens
Bureaus of Employment, Unemployment Compensation
Workers' Compensation Liens.
Requirements for All Documents
All documents must include:
Signatures typed below the original signatures.
Documents must be accompanied by a self addressed stamped envelope (large enough for your documents, unless document is boxed per request).
All boxed documents must be claimed within a weeks time or will be sent out with cost being absorbed by the "boxee."
Prepared by: (a requirement by State of Ohio).
Where document is being sent back to.
Document Standardization:
On July 1st, 2009. HB 525 was signed in to law in the State of Ohio. HB 525 is the new standardization act pertaining to documents filed with Ohio county recorders. HB 525 creates a revised section 317.114.
ORC 317.114
Requirements are as follows:
Computer font size of at least ten point;
Minimum paper size 8 1/2 x11, Max size 8 1/2 x14;
Black or Blue ink only;
3" margin on the top of the first page, reserved for recorder, auditor & engineer;
1 1/2" margin on the top of each of the remaining pages;
Margins of 1" on each side of the page and on bottom;
No Highlighting
If a document does not conform to these requirements, an additional recording fee of $20.00 will be collected.
This law does NOT apply to:
Any document from any court or taxing authority;
plats;
DD214;
Any state or federal document;
Any document executed before July 1, 2009.
Miscellaneous Documents
-
Recorded chronologically, computerized/imaged.
-
Retention: Administrative, historical, legal, & permanent.
The following are additional documents recorded in the Recorder's Office:
Plats -- Drawings showing location of lots and boundaries, usually of subdivided land.
Condominiums -- Drawings of property where there is individual ownership of portions of a building and joint ownership of common elements.
Annexations-Petitions
State Centerline Surveys
Street Name Changes
Vacating of Streets and Alleys
Corporation Mergers, Name Changes, Cancellations
Military Discharges
Partnerships-Powers of Attorney Trusts-Miscellaneous Records
Zoning Resolutions, Maps & Amendments
Land Contracts
Requirements for All Documents
All documents must include:
Signatures typed below the original signatures.
Documents must be accompanied by a self addressed stamped envelope (large enough for your documents, unless document is boxed per request).
All boxed documents must be claimed within a weeks time or will be sent out with cost being absorbed by the "boxee."
Prepared by: (a requirement by State of Ohio).
Where document is being sent back to.
Document Standardization:
On July 1st, 2009. HB 525 was signed in to law in the State of Ohio. HB 525 is the new standardization act pertaining to documents filed with Ohio county recorders. HB 525 creates a revised section 317.114.
ORC 317.114
Requirements are as follows:
Computer font size of at least ten point;
Minimum paper size 8 1/2 x11, Max size 8 1/2 x14;
Black or Blue ink only;
3" margin on the top of the first page, reserved for recorder, auditor & engineer;
1 1/2" margin on the top of each of the remaining pages;
Margins of 1" on each side of the page and on bottom;
No Highlighting
If a document does not conform to these requirements, an additional recording fee of $20.00 will be collected.
This law does NOT apply to:
Any document from any court or taxing authority;
plats;
DD214;
Any state or federal document;
Any document executed before July 1, 2009.
Miscellaneous Requirements
Requirements for All Documents
All documents must include:
Signatures typed below the original signatures.
Documents must be accompanied by a self addressed stamped envelope (large enough for your documents, unless document is boxed per request).
All boxed documents must be claimed within a weeks time or will be sent out with cost being absorbed by the "boxee."
Prepared by: (a requirement by State of Ohio).
Where document is being sent back to.
Document Standardization:
On July 1st, 2009. HB 525 was signed in to law in the State of Ohio. HB 525 is the new standardization act pertaining to documents filed with Ohio county recorders. HB 525 creates a revised section 317.114.
ORC 317.114
Requirements are as follows:
Computer font size of at least ten point;
Minimum paper size 8 1/2 x11, Max size 8 1/2 x14;
Black or Blue ink only;
3" margin on the top of the first page, reserved for recorder, auditor & engineer;
1 1/2" margin on the top of each of the remaining pages;
Margins of 1" on each side of the page and on bottom;
No Highlighting
If a document does not conform to these requirements, an additional recording fee of $20.00 will be collected.
This law does NOT apply to:
Any document from any court or taxing authority;
plats;
DD214;
Any state or federal document;
Any document executed before July 1, 2009.
Requirements for Cancellation, Release, Satisfaction, Partial Release
Legal description of property.
Name of lending institution, officers & their titles.
Amount of mortgage.
Name of parties being released.
Correct related instrument number (including year or original filing), volume & page.
Notary/expiration date & seal.
Fee includes marginal entry.
Requirements for Financing Statements
Legal description of property.
Debtor's party signature (debtor's name typed below).
No carbon signature/or photostat copies (unless certified).
Debtor's & secured party's Address.
Check the financing statement date to be certain that it is not past maturity date or that it is too early to renew.
Financing or termination statement is for a Lorain County filing.
Please indicate if attached to real estate (typed on financing statement/legal description of real estate is required). Legal not required for growing or stored crops.
Requirements for Proper Processing
To ensure proper processing of your document please:
Make your checks out for proper amount & to the correct county.
Make your checks payable to: The Jackson County Recorder, Krista Brown.
Accepting a check is a courtesy. Therefore, please ensure that you check/s are not returned due to insufficient funds.
Please sign your check.
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