Recording Requirements

• Paper Recordings
• e-Recordings

Paper Recordings

Document Recording Requirements - General

• Font style used should be easy to read. For microfilm and preservation purposes, the minimum font size we will accept is 8 point (prefer larger).
• Document must be an original. Copies cannot be accepted.
• Document must be of sufficient legibility to produce a clear reproduction.
• Document must be signed and notarized, to include notary seal and expiration date.
• If the document pertains to land records, it must contain a full legal description of the property.
• Recording fees are based on the number of pages of the document. When calculating pages, please allow a minimum blank space size of 1.5" high by 4 "wide to accommodate our recording information label. (For additional fee information regarding mortgage filing, please see below.)
• Recording fees are required at time of filing the document. Please see fee schedule for recording fees.

Additional Recording Requirements – Deeds

• Generally, when recording a deed or an affidavit of equitable interest, a Sales Validation Questionnaire (SVQ) is required to accompany the filing. Douglas County can accept either the approved one-part (WITH INSTRUCTION PAGE) or three-part SVQ form. For your convenience, the one-part form can be downloaded:
• In the case of certain transfers of title, an exemption statement typed on the deed may replace a SVQ. Transfers of title that do not require a SVQ are listed on the back of the SVQ form. The following statement (with the appropriate exemption number filled in) can be typed on the face of deeds that do not require a SVQ:
• Pursuant to K.S.A 79-1437 a Real Estate Sales Validation Questionnaire is not required due to Exemption No. _____ ."
• An exemption statement cannot be used when filing an affidavit of equitable interest and will not be accepted in lieu of a SVQ.

Additional Recording Requirements - Mortgages

• Mortgage registration tax is calculated by multiplying the total amount of indebtedness by .0026.
• If an exemption from mortgage registration tax is claimed, a Mortgage Registration Tax Affidavit must accompany the mortgage at the time of filing.
• Mortgage assignments or mortgage releases must contain the Book and Page reference of the original document.
• Previous mortgage being referenced on Mortgage Tax Affidavit should NOT be released until the new refinanced mortgage is recorded.

Re-Recording Documents – Our Policy

• We will accept the original, corrected, document for re-recording with new signatures of (the original) signers and a new notary acknowledgement for them. Recording fees are based on the total number of pages; or
• Should you choose to submit the Refiled Document Affidavit with the original document, the affidavit will be charged as a recordable page. Depending upon the type of document being re-recorded, please add an additional $4.00 or $2.00 to your payment to cover the recording fee for the affidavit page.
• For a copy of the Refiled Document Affidavit, please download/print: Refiled Document Affidavit (PDF format)

e-Recordings

Providers

• Simplifile: http://www.simplifile.com
• Mobilis: http:// www.icounty.com

Imaging Standards

• Documents will be scanned at the minimum of 300 dpi.
• Documents will be scanned in portrait mode except for surveys that maybe in landscape mode.
• Document images will be captured in as multi page Group IV TIFF images
• Scanned documents will be legible and reproducible – including signatures and notary seals. If an embossed notary seal must be used, it is the responsibility of the Submitter to confirm the seal has been darkened to allow it to be visible to the Receiver.
• Documents should have a 3" top margin (1st page only) or cover sheet and 1" bottom margin, Font size is to meet PRIA standards and applicable state and local standards.
• Documents must be scanned to original size.

Eligible Documents Types

• The same document types now being accepted physically will be accepted for electronic recording except Federal and State Tax Liens.
• Sales Validation Questionnaire must include instruction page
• Document types sized 11" by 17" or smaller will be acceptable.
• All documents are to be in portrait mode.
• Surveys or Plats of Surveys 11" by 17" will be accepted in landscape mode.

Margin Requirements

• It is required to have a minimum of 3" at the top of the First (1st) page and 1" at the bottom of each page for the necessary recording information.

Indexing Fields for Each Document

• All documents submitted will require the minimum index fields unless otherwise agreed upon between Receiver and Simplifile.
• Grantor(s) or equivalent
• Grantee(s) or equivalent
• Document Type
• Document Date
• Date document was signed
• Number of Pages
• Recording Fee
• Related (original document number, in the case of releases, assignment, amendments, etc.)
• Legal Description (Subdivision, Block, Lot and /or Section, Township, and Range are required only if noted on documents)
• Return To Party Name (Which will be the Submitting Party Name)
• Standard PRIA tags defined for these fields must be used. (www.pria.us)

Notary Requirements per Document

• It is the responsibility of the Submitter to confirm that notary signatures and seals are present on all documents that require them.
• Inked notary seals are preferred in place of embossed notary seals. If an embossed notary seal must be used, it is the responsibility of the Submitter to confirm the seal has been darkened to allow it to be visible to the Receiver. Non-visible notary seals are grounds for the rejection of a document batch.
• All electronic notaries must adhere to the Kansas Secretary of State Standards for electronic notaries.

Eligible Document Batches

• The maximum size of electronic document batches will be capped at ten (10) documents per batch unless prior approval has been granted by the Register of Deeds for the Receiver.

Document Rejection

• Documents may be rejected in accordance with Kansas law, including but not limited to the following reasons: the document fails to comply with the provisions of this Agreement or the Receiver’s technical requirements, document errors, missing signatures or notaries, failure to pay the filing or other fees due, the document is not a type the Receiver is authorized to accept for recording, or the document fails to meet any other applicable legal requirement.
• To avoid rejection: Previous mortgage being referenced on Mortgage Tax Affidavit should NOT be released until the new refinanced mortgage is recorded.

Hours of Operation

• Documents may be submitted at any time during the week. Documents will only be processed between 8:00 a.m. and 3:30 p.m., Central Time, on those days that the Receiver is open to the public for business.
• Documents will not be processed on County holidays, weekends, snow days, declared emergencies, etc. or in the event of network or equipment failure.

Processing Schedules

• Document batches must be received by 3.30 p.m., Central Time, to be recorded or rejected on the date received.